Drug Alcohol Comp RFP Amendment 0001 word.docx

DTFT60-10-R-00007

First: The RFP closing dated has been extended from 22 OCT 2010 to 29 OCT 2010.

Second: The following Questions and Answers are hereby incorporated in the above stated Solicitation.

DTFT60-10-R-00007 QUESTIONS & ANSWERS

QUESTION: 1. (p.2, para 1.) The text states that it is the government's intent to negotiate a single award. On p. 25, 52.216-1 Type of Contract, it states that the Government contemplates multiple awards of a minimum of two and a maximum of three contracts. Could you clarify which is correct?

ANSWER: The Government Contemplates a single award.

QUESTION: 2. (p.2, para 3 and 4) the estimates provided in the document do not seem to support the scope of work for the RFP. We have provided work under the current contract for drug and alcohol audit, and believe the estimated hours and cost cannot deliver the scope being contracted for. We would appreciate a review of the scope or the budget estimate to try to better align both goals.

ANSWER: The RFP, page 3, para # 3 states “The Estimated 35,040 labor hours, the envisioned skill mix in Section B and estimated Work Load Data Sheet located at ATTACHMENT # 2 are Government estimates only. These estimates are based upon an Independent Government Cost Estimate (IGCE) of workload and could be used in the preparation of your cost proposal. Offerors may alter the proposed hours in order to mirror its Technical Proposal.” This is a “Best Value” procurement; therefore, you are encouraged to submit your best and most realistic offer.

QUESTION 3: (p. 11, para 3) Is the COTR assignment and contact information available? the RFP currently says "TBD" for both of these items.

ANSWER: That information shall become available at time of award.

QUESTION 4: (p.14, para 2.4) The language states: "The contractor agrees to insert, in any subcontract or consultant agreement placed hereunder, provisions, which shall conform substantially to the language of this clause, including paragraph (d), unless otherwise authorized by the contracting officer."

There is no paragraph (d) in this section and we do not believe that it is clear what language is being referred to. Since, if successful as bidders, we would be agreeing to include clauses that conform substantially to the language, we would appreciate a more complete statement of what the provision/clause to be required is.

ANSWER: The entire Provision is amendment to read as follows:

NOTIFICATION OF CONFLICTS OF INTEREST REGARDING PERSONNEL

a. In addition to the requirements of contract clause H-8 entitled “Organizational Conflicts of Interest,” the following provisions with regard to employee personnel performing under this contract shall apply until the earlier of the following two dates: the termination date of the affected employee(s) or the expiration date of the contract.

b. The Contractor agrees to notify immediately the COTR and the Contracting Officer of (1) any actual or potential personal conflict of interest with regard to any of its employees working on or having access to information regarding this contract, or (2) any such conflicts concerning subcontractor employees or consultants working on or having access to information regarding this contract, when such conflicts have been reported to the Contractor. A personal conflict of interest is defined as a relationship of an employee, subcontractor employee, or consultant with an entity that may impair the objectivity of the employee, subcontractor employee, or consultant in performing the contract work.

c. The Contractor agrees to notify the COTR and Contracting Officer prior to incurring costs for that employee's work when an employee may have a personal conflict of interest. In the event that the personal conflict of interest does not become known until after performance on the contract begins, the Contractor shall immediately notify the Contracting Officer of the personal conflict of interest. The Contractor shall continue performance of this contract until notified by the Contracting Officer of the appropriate action to be taken.

d. The Contractor agrees to insert in any subcontract or consultant agreement placed hereunder provisions which shall conform substantially to the language of this clause, including this paragraph (d), unless otherwise authorized by the Contracting Officer.

QUESTION 5: (p. 17, paragraph (2)) The introductory paragraph on factors and sub-factors to be evaluated indicate the four-volume submittal arrangement, which in order are: Technical Approach, Experience, Past Performance, and Price. The indented material following this sentence, list the "evaluation factors" as follows:

Factor 1 - Experience Factor 2 - Past Performance Factor 3 - Technical Approach Factor 4 - Price

The material directly below this indicates that the Factor numbering system matches the order in which you would like the volumes organized, but not the listing of factors as quoted above. For examples, at the bottom of page 17, you provide material on Factor 1 --Technical approach (consistent with volume 1), Factor 2 - Experience (consistent with volume 2), etc.

It is our intent to organize and name the volumes and factors consistent with paragraph 2, i.e., Volume/factor 1 Technical Approach; Volume/factor 2 - Experience; Volume/factor 3 - Past Performance; and Volume/factor 4 Price. If this is not a correct interpretation, please clarify for us.

ANSWER: Correct. Page 17, B Evaluation Criteria, (2) FACTORS AND SUB-FACTORS TO BE EVALUATED, is amended to read as follows:

Evaluation factors include the following:

Factor 1 - Technical Approach.

(Sub-Factors 3.1, 3.2, are weighted equally)

Factor 2 – Experience

(Sub-Factors 1.1, 1.2, are weighted equally).

Factor 3 – Past Performance

Factor 4 – Price

QUESTION 6: (pp. 17-18, para (a) Factor 1 - Technical approach. The introductory language indicates that the government will "assess the offerors capability ... by evaluating the four areas below;" what follows this language are two sub factors -- understanding of requirement and program management. Together they have six subparagraphs. We would appreciate clarification as to what language the RFP refers when it indicates the "four areas below". We see two or six, but not four.

ANSWER: The statement “The Government assesses the offerors capability to perform the work under the contract by evaluating the four areas below:” is located in an inappropriate place. The four areas to be evaluated are the main Evaluation Factors Technical Approach, Experience, Past Performance and Price.

QUESTION 7: (p. 19, para (c) Factor 3 - Past Performance. In subparagraph b., the last clause appears to have some language dropped. It currently reads: "and (5) Commitment to Customer Satisfaction and Business like Concern for its Customers' ". Could you tell us what should follow this to complete the evaluation criterion.

ANSWER: Nothing follows. There should be a period after the word Customers.

QUESTION: 8 (p. 20) This section begins with a table, with introductory language indicating that the five-tier adjectival rating will be used for the non-priced factors -- experience, past performance and technical approach. (We note that the factors bear different numbers than what appear on page 17, but we propose to use the numbering scheme proposed in comment 5, if you agree.)

ANSWER: The introductory language should read as follows:

The following adjectival rating scale will be used to assess the offers Non-Priced Factors, Factor 1, Technical Approach and Factor 2, Experience.

QUESTION 9: Page 21 begins with "Adjectival Ratings and Definition for Factor 3, Past Performance". Does this mean that Past Performance has two sets of ratings -- one set on page 20 and one set on page 21?

ANSWER: No, see the Q&A #8 above. The only rating for Past Performance shall be Low Risk, Medium Risk or High Risk Assessment.

QUESTION 10: (p. 21, para 3.) Related comments. The Adjectival ratings for past performance begin with paragraph 3. Are there paragraphs 1 and 2? It is also unclear how the criteria for page 20 and page 21 are related.

ANSWER: There are no Paragraphs 1&2. The word FACTOR should have preceeded the #3. The Criteria on pages 20 & 21 are not related. See Q&A to #8 above.

QUESTION 11: (pp 26-28). There appear to be several different instructions related to number of print copies; number of electronic, email submissions, single sided versus doubled sided, minimum pitch versus specified pitch, etc. We would appreciate clarity on the following:

Number of print copies for entire proposal, including number of print, disk, and email submissions whether the proposal should be single sided or double sided, whether it must be in 12 pitch or a minimum of 12 pitch, whether the type face is prescribed, whether the margin size is prescribed, whether length of each volume is prescribed, whether 81/2" by 11" is prescribed for all parts of the bid, and where these may differ from volume to volume.

ANSWER: PROPOSAL SUBMISSION information is amended to read as follows:

1. INTRODUCTION.

NOTE: TO BE CONSIDERED FOR SELECTION, THE OFFEROR MUST SUBMIT A COMPLETE RESPONSE TO THIS RFP USING THE SEQUENCE AND FORMAT PROVIDED HERE.

a. All Offerors shall submit one original and three copies (hardcopies), One electronic email copy and one (CD) copy. Proposals shall be submitted in five (5) volumes, as outlined below. Offerors shall attach a cover sheet to the outer cover of each volume, which clearly identifies each volume by volume number, volume name, and copy number (e.g., Volume I, Technical Approach, copy 1 of 4), Request for Proposal (RFP) number, and date of submission. Use tab indexing to identify all sections within a particular proposal volume. Do not include writing on the tab index page other than that required to identify the particular section. For control purposes, the Offerors shall number each copy of a volume.

2. VOLUMNS. The offerors proposal shall consist of five (5) Volumes. The Volumes are:

I – Technical Approach II – Experience III – Past Performance IV - Price V - Solicitation, Offer and Award Document and Certifications/Representations.

a. VOLUME I – Technical Approach (including Sub-Factors Understanding of Requirement and Program Manaagement)

The technical proposal, as specified in Vol I, shall not exceed 25 pages in length, be single sided, printed on 8 1/2” X 11” paper and the font size must be 12 pitch.

b. VOLUMN II – Experience.

i Vol II, Part 1 (Experience includes Sub-Factor 1 - Technical Experience)

The Technical Experience, as specified in Vol II, shall not exceed 25 pages in length, be single sided, printed on 8 1/2” X 11” paper and the font size must be 12 pitch.

ii Vol II, Part 2 (Key Personnel)

Resumes and qualifications of proposed Key Personnel shall be provided. Offerors shall identify to the Government which personnel are designated as Key Personnel. Resumes shall address at a minimum, professional experience, specific experience and reflect the quality of proposed personnel. Resumes are not to exceed three (3) pages per individual, be single sided, printed on 8 1/2” X 11” paper and the font size must be 12 pitch. Resumes shall include:

Name and title Educational degrees Relevant certifications and professional association memberships Years of work experience Summary of experience relevant to SOW

c. VOLUMN III, Past Performance Risk

Offerors shall submit descriptions of identical projects or projects similar in scope, size and complexity performed during the past three years, including references. Sufficient information should be provided to allow the Government to contact the agencies/organizations served and assess the quality of the services provided. If the offeror has no previous contract history, then the offeror may submit any other information supporting the quality, timeliness, business relations, management of key personnel and contractual considerations and customer satisfaction with its contract performance, including a list of its major professional accomplishments and awards, its client references, and a copy of its confidentiality policy. Do not exceed 10 pages in length and single sided, printed on 8 1/2” X 11” paper and the font size must be 12 pitch

The references shall forward their completed questionnaires to the DOT/FTA Contract Specialist (NOT BACK TO THE OFFEROR). The references shall deliver the questionnaires via e-mail gregory.young@dot.gov by 22 Oct 2010, 2:00 PM EST. Once the questionnaire is completed the information contained therein shall be considered sensitive and SHALL NOT BE RELEASED TO THE OFFEROR. The offeror shall provide confirmation to the Government that the questionnaire was distributed to the contacts listed in their performance risk volume.

d. VOLUME IV - Price Proposal, one original and one copy (hardcopy), One electronic email copy and One (CD) shall be submitted.

Vol IV (Price)

Price submissions shall be under separate cover (MS excel spreadsheet). The price proposed shall reflect the basic performance period. The price proposal shall be supported by your labor rates at competitive fixed-prices – staffing proposals, number of hours, discounts, and total overall price to the Government.

e. VOLUMN V - Solicitation, Offer and Award Document and Certifications/Representations.

Vol IV (SF 1449)

Offerors shall complete and return the completed solicitation, (SF 1449). Ensure completion of representations and certifications.

f. All media shall be readable on Microsoft 2007 and Windows XP Professional operating system. All media shall be clearly labeled, and each label shall state the Offerors name, solicitation number, date of submission, and the proposal volume (name and number). If more than one CD is required for a volume, each shall be labeled as Disk "x" of "y" (e.g. Disk 1 of 2). If there are any discrepancies between the electronic version and the hardcopy version submitted in response to this RFP, the hardcopy version will be considered binding.

g. For ease of reference in correspondence and meetings, each Offerors shall use a page numbering system. Consecutive page numbering within tabs is preferred (e.g., Page 4-5 identifies Page 4 of a total of 5). Additionally, for document control purposes, all proposal amendments provided after the initial proposal shall be submitted as page changes with each page identified by amendment number or date as well as by page number.

h. The Offerors written proposal shall be prepared on standard 8.5 x 11 inch paper in portrait orientation. The proposal pages shall be numbered, printed on single sides and punched with a 3-hole punch along the left margin. Each page must have a one-inch margin at the top, the bottom, and on each side. Page numbers, notations of proprietary information, and any other identifying information printed on each page are excluded from the margin requirement. New Times Roman fonts are required. Text font must be 12 point but text included on figures and/or matrices may be reduced to 10 point. Should the Offerors require fold-out pages, one fold-out page shall not exceed either 8.5 inches x 22 inches or 17 inches x 11 inches, which when folded in half will be no larger than 8.5 inches x 11 inches. Each fold-out page will count as one page toward the page limitation.

j. To aid in evaluation, proposals will be practical, straightforward, specific, concise, and complete. Proposals shall be neat, indexed/cross-indexed and logically assembled. The Experience Proposal Volume shall begin with an executive summary. All pages of each volume shall be appropriately numbered and identified with the date of preparation and the solicitation number. In addition to the specific requirements for each proposed volume, the offeror shall provide whatever other narrative or supporting materials (matrix, charts, or graphics) considered necessary for the Government to fully understand the proposal. Price information shall be included in the separate price volume only.

FORMAL COMMUNICATIONS.

Formal communications such as requests for clarification and/or information concerning this solicitation shall be submitted in writing to the Sr. Contract Specialist, Mr. Gregory E. Young via E-mail at Gregory.Young@dot.gov. To ensure the Sr. Contract Specialist has received your correspondence, e-mails should also request the Sr. Contract Specialist to confirm receipt of the message.

Offerors are encouraged to submit questions and/or requests for clarifications as early as possible and will not be accepted after 05 Oct 2010, 2:00 PM EST. Questions and answers will be provided to all prospective offerors in writing in the form of an amendment to the solicitation.

DELIVERY OF OFFERS

The RFP due date is listed in Block 8 of the SF 1449. Offerors shall use one of the following methods for delivering offers:

U.S. POSTAL SERVICE CHANNELS: (HIGHLY DISCOURAGED) Offers submitted through the Postal Service channels shall be addressed to The Department of Transportation, Federal Transit Administration, Office of Procurement, 1200 New Jersey Ave., S.E. Washington, D.C. 20590, Rm E42-216, Attn: Mr. Gregory E. Young (Primary) or Ms. Carlene Jackson.

Note: Because of tightened security measures, this method of delivery is strongly discouraged. Packages arriving through the U.S. Postal Service channels are screened prior to their receipt at FTA. These actions and other uncertain delays are very probable and are entirely outside the control of FTA. Any package received in FTA through postal channels after the due date will be returned to the offeror in the condition in which it was received at FTA. The contents will not be evaluated nor in any way included in the selection process and will therefore, be ineligible for award.

HAND CARRIED OFFERS: HAND CARRIED OFFERORS WILL NOT BE ACCEPTED.

EXPRESS MAIL/COMMON CARRIERS: Offers submitted by express mail services (FedEx, UPS, DHL, etc.) shall be submitted to: The Department of Transportation, Federal Transit Administration, Office of Procurement, 1200 New Jersey Ave., S.E. Washington, D.C. 20590, Rm E42-316, ATTN: Mr. Gregory E. Young (Primary) or Ms. Carlene Jackson.

NOTE: Delivery of express mail/common carrier services may not be reliable and may arrive one day AFTER the scheduled delivery date. If the offeror intends to use express mail service, it is recommended to have delivery scheduled for one day BEFORE the closing date of 29 October 2010, 2:00PM EST.

Verbal responses will not be provided in response to telephone calls from prospective offerors.

QUESTION 12: Is the offeror expected to have drug and alcohol specific program assessment experience?

ANSWER: All requirements are specified in the RFP.

QUESTION 13: Is there an incumbent currently providing these services? If so, who is the incumbent contractor and what is the contract number?

ANSWER: DTFT60-05-A-00008, Milligan & Company

QUESTION 14: Please refer to section 1.3 of the Statement of Work. How did the Government calculate 6204 hours for the four Audit Team Leaders? Does the Government believe these will be part-time or full-time (FTE) contractor positions?

ANSWER: Section 1.3 of the SOW does not mention 6204 hours.

ALL OTHER TERMS AND CONDITIONS OF THIS RFP REMAIN THE SAME.