DTFT6014R00001_Questions__ _Answers.pdf

DTFT6014R00001

Financial Capacity Assessment & Financial Assessment Questions & Answers

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1. Can you please tell me if there is an incumbent contract in place for these services and if so, will you please provide the vendor name and the contract number?

Response: Financial Capacity Assessment DTFT60-11-D-00007 High Street, DTFT60-08-D-00007 Deva and Associates, DTFT60-08-D-00008 Milligan & Company, Financial Assessments: DTFT60-09-F-00051 Deva and Associates, and DTFT60-09-F-00053 Milligan & Company.

2. Under this requirement, are large firms allowed to serve as subconsultants to small businesses that meet the small business size standard?

Response: Refer to FAR clause 52.219-14 in Section I of the RFP.

3. P. 64, Section L.3.5.1 and p. 59, Section L.3.2, Proposal Volume Requirements – The proposal volume limitation is the “spreadsheet”, but the requirement on p. 64 is to provide copy of price list document, if utilizing, with price proposal. Please advise if the page limit can be unlimited based on this requirement.

Response: Refer to amendment 001

4. P. 64, Section L.3.5.1, J-1 CLIN Structure Table – Are the hours provided in the Pricing Table to be used for pricing evaluation purposes or are the hours represented anticipated to be an annual level of effort to be required from the contractor or a per project estimate?

Response: This is the current anticipated annual level of effort for the program.

5. P. 61-62, Section L.3.4.1 Key Personnel and Staffing (c) – “The contractor’s proposal must demonstrate sufficient personnel to handle at least 5 projects simultaneously” - are the estimated hours provided in the CLIN structure table representative of total hours or per project?

Response: The estimate hours provided in the CLIN structure are the total hours per year to be divided among all of the contractors. If you divide each CLIN hours by the expected total number of projects for that CLIN, you can arrive at how many hours FTA anticipates for each project.

6. General – Does the Department of Transportation have an incumbent contractor currently performing these or similar services for the FTA program?

Response: Refer to question 1

7. Pg. 20 - Section H.2.3. – Will the Government accept an affirmative statement by the offeror that the offeror believes it is able to perform the requirements of the contract in an impartial and objective manner because no real or potential bias or actual or apparent conflicts of interest exist in accordance with Section H.2.2.?

Response: If the offeror determines there are no potential bias then an affirmative statement will be acceptable, however if the offeror determines they have a potential bias it must be explained in accordance with H.2 of the RFP.

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8. Pg. 20 - If the answer to Question #7 above is yes, then what is the Government’s expectation for an offeror’s description?

Response: To respond in accordance with H.2

9. Pg. 21 - In accordance with Section H.3 and I.5, when does the Government expect contractors to have background investigations completed for key personnel?

Response: Before work can begin.

10. Pg. 21 - As to sections H.3 and I.5, will the Government allow the required background investigations of contractor’s key personnel to be completed after contract award?

Response: Yes

11. Pg. 56 - With regard to Section L, 52.216-1 TYPE OF CONTRACT, how many awards does the Government anticipate making pursuant to this solicitation?

Response: Refer to amendment 001

12. Pg. 62 - Does the Government have a total number of Past Performance projects that they require the offeror to submit in accordance with Section L.3.4.3?

Response: Refer to amendment 001

13. Page 27, Section H.15 – Can the government please clarify that the Project Manager and Sr.

Financial Analyst roles need to demonstrate 10-15 years of experience in “planning, development, or evaluation of transportation project financial plans” would include other relevant areas (e.g., experience with capital investment projects) that would also count towards the 10-15 year requirement.

Response: Refer to section H.15 of the RFP.

14. On page 62, it states “Offerors shall submit a list of all Government and Commercial contracts (prime and major subcontracts) in performance during the past 3 years”; and on page 68, it states “Offeror's past performance under existing and prior contracts over the past three (3) years as it relates to all solicitation requirements.” – a) Can the government please clarify if there is difference between these two statements? and b) where a subcontractor is a large complex organization, finding “all contracts” may be close to impossible. Please confirm that representative contracts are sufficient to meet these criteria.

Response: Refer to amendment 001

15. Page 62, Section L.3.4.3 Past Performance Requirements - Can the government please clarify if the proposal’s Past Performance Requirements volume be organized first by contract, then by sections described in Section L? Or should this volume be organized first by section, then by contract, so that details on each contract would be divided across the required sections?

Response: Refer to section L.3.4.3 of the RFP

16. Can the government please clarify that the reference to “Section H.16” in Section L.3.4.1 (page

61) and Section M.3 (page 67) actually be referencing “Section H.15” for Key Personnel?

Response: Refer to amendment 001

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17. Per J-1 CLIN Structure Table, 'Estimated Number per Year' of CLIN 001 is 20, CLIN 002 is 5 and CLIN 003 is 5 for Years 1 to 5. Does that mean there is a requirement for 30 tasks every year?

What is the requirement of number of Project Managers, Senior Financial Analysts and Financial Analysts per CLIN? Can the same FTEs be proposed for CLIN 001, 002 and 003?

Response: The estimated number of reports per year is an estimate per year for the program. The contractor’s proposal should reflect the estimated hours given in the attachment J-1 CLIN Structure Table.

This number of tasks is the estimated total number of tasks to be divided among all contractors selected for this Solicitation. As this is an IDIQ contract we are unsure in any given year how many of each CLIN will be required, but ask that each team demonstrate the ability to simultaneously perform up to 5 tasks at a time. A separate team is not required for each task, but a demonstration of adequate staff for the hours and deadlines required and ability to handle multiple and sometimes quickly shifting priorities is essential.

18. Please confirm that the Maximum Allowable Escalation of 2.5% is reapplied at the start of each Year on the anniversary of the award date.

Response: Yes

19. Will the Contractor be responsible to make data input to O Trak and/or any additional substantial input information for (Financial Evaluation) the Annual Report to Congress be required?

Response: No.

20. Please confirm that FTA is adopting new rules for Section 5309 due to enactment of MAP-21 (which takes effect on April 9, 2013).

Response: Yes, FTA is adopting new rules for Section 5309 due to enactment of MAP-21. The Solicitation reflects all changes made to the program to date and any other changes are not expected to significantly change the scope of work required under each CLIN.

21. Will FTA issue detailed guidance for the new rules and recommended templates to calculate the financial plan?

Response: The templates provided in the QASP reflect the most up to date templates for the reporting format used currently in MAP-21. FTA will issue detailed guidance and templates for any new rules developed under MAP-21.

22. As this Offerer and dozens if not hundreds of competitors provide financial management services as requested in the solicitation, daily in the commercial marketplace, why is this being procured under FAR 15 in lieu of FAR 12?

Response: This question does not request clarification to the RFP, therefore it could not be answered.

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23. Page 59, Section L.3.2 - Proposal Volume Requirements. This section outlines content to be included in each volume. Under Volume I, Key Personnel and Staffing (5 page limit), instructions are not clear regarding where to include resumes in the proposal. Where should resumes for key personnel be included and is there a page limit for the resumes?

Response: Refer to amendment 001 and refer to section L.3.2.1 for page limitations for resumes.

24. Page 62, Section L.3.4.2 (c) – Technical Approach. The contractor's technical approach needs to demonstrate the contractor's ability to manage and execute the CLINs stated in the SOW per the timeframes stated in the QASP. Questions:

a. Are the timeframes referenced from the QASP only the following?

i. Monthly visual inspections related to Scheduled Observations

ii. 100% inspection of all New Starts Reports

iii. 100% inspection of all Financial Capacity Assessments

iv. Schedule review of Monthly Progress Reports

v. 100% inspection of all Special Assignments

Response: The timeframes and inspection methods are two different items that are not related. Each CLIN has an approximate time frame in which the task should be completed and the reviews of those tasks will be performed in the ways described above. The COR will work with the contractor to discuss specific due dates in light of current workloads at the time of work assignment.

b. Are there any other timeframes associated with the QASP?

Response: No.

25. Page 62, Section L.3.4.3 - Past Performance Requirements. FTA asks for list of government and commercial contracts (prime and major subcontracts) during the past 3 years that are relevant.

Does this mean where the prime or proposed sub has performed as a prime or major sub on those previous contracts? How do you define major subcontractor for this purpose?

Response: Refer to amendment 001

26. Page 67, Section M.3 - Proposal Evaluation Factors. This section indicates that the proposed key personnel must have the ability to handle at least 5 assessments happening simultaneously; is it expected for key personnel to have the availability to travel to all the assessed locations?

Response: No, typically one trip per location is sufficient for data gathering purposes when doing a Financial Capacity Assessment. It is highly unlikely that all projects would commence at the same time requiring travel to multiple locations in close temporal proximity.

27. Page N/A, Section N/A - Is the place of performance anticipated to be at the contractor or government site?

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Response: No, the place of performance is the contractor’s place of business.

28. Can you tell me if there is an incumbent contractor currently performing work for this requirement? If so, could you please provide their company name and contract number?

Response: Refer to question 1

29. Is there an incumbent contractor(s) for this solicitation and if so, can you indicate who they are?

Response: Refer to question 1

30. It appears in reviewing the RFQ that potentially more than one firm will be awarded a contract under this solicitation. Is this the case?

Response: Yes

31. Can you provide historical information regarding the number of Financial Capacity Reviews and Special Assessments were completed in the last fiscal year?

Response: No, refer to the hours listed in attachment J-1

32. Can you provide information as to how many Financial Capacity Reviews are currently in the pipeline?

Response: Refer to the hours listed in attachment J-1 for an estimated level of effort.

33. Page 69 -Section M –Factor 4 indicates no points for pricing. Is the Government looking for best value, lowest price under this Factor?

Response: Refer to section M.2 of the RFP and Factor 4.

34. Is there an incumbent, if so who?

Response: Refer to question 1

35. We are a Financial Management Oversight (FMO) contractor doing Financial Management Oversight Reviews. Why was this solicitation advertized independently and not under our existing BPA.

Response: This question does not request clarification to the RFP, therefore it could not be answered.

36. Page 64 - 65 Item b) Do we have to provide a cost breakdown to support our proposed pricing to include items 1-5.

Response: Refer to section L.3.5.1

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37. If a large-sized firm is allowed to sub to a small business for this contract, would the prime (small business) be conflicted from working for FTA on projects which the sub (large firm) has a role?

Response: No

38. Is it allowable to propose separate rates for prime and subcontractor firms? Or are proposers limited to proposing a single rate for each labor classification that is to include all personnel, including those of the prime and any subcontractor firms?

Response: No, one rate per labor category

39. Please provide the name of the incumbent contractors on this requirement.

Response: Refer to Question 1

40. Is the work to be performed concentrated during any particular months of the year, or any particular seasons? Or can the successful bidder expect the work to be performed (roughly) evenly throughout the year.

Response: Annual reports are typically done in the fall of each year. Financial Capacity Assessments are only done when a Grantee submits a request and are done throughout the year.

41. Page 27 – Personnel Requirements: The requirement for Project Manager include “10 years of experience with a Masters Degree or 15 years of experience with a Bachelors Degree.

Experience referred to above shall be in the planning, development or evaluation of transportation projects financial plans. Experience in transit is highly preferred.”

a. Please confirm that the Project Manager must have 15 (or 10) years of full-time experience in planning, development or evaluation of transportation projects financial plans.

Response: Yes, the Project Manager must have 15 (or 10) years of full-time experience in planning, development or evaluation of transportation projects financial plans.

b. Please explain the phrase “Experience in transit is highly preferred” more fully. What type of experience is the FTA looking for with this phrase, and how this is different from the experience planning, development or evaluating transportation projects financial plans.

Response: Refer to amendment 0001

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42. Please advise whether the government requires the services to be performed (which include an examination of capital and operating financial date, assessing the reasonability of cost data and reports on an entity’s compliance with FTA’s Guidance for Transit Financial Plans and Financial Contractor Guidelines and Standards), in accordance with the YellowBook or GAO Government Generally Accepted Auditing Standards.

Among other things, this will help ensure that review teams are independent of the reviewed entity, continuing education for reviewers, and reports to the FTA that are properly supported and meet the government’s professional standards. The FTA may want to consult with its Office of Inspector as to whether the services and related reports should be prepared by a licensed CPA firm under the GAGAS professional standards.

Response: It is important to note that the reports requested are not accounting reviews or financial audits, but rather a financial analysis of the financial plan to examine whether the proposed project can be built and the existing system can continue to be operated once the proposed project is constructed. While an understanding of GAAP accounting standards is necessary, it is more important to demonstrate the ability to build and understand cash flow analyses and critically review assumptions used by the Grantee in constructing a financial review.

43. If the government would like the services performed in accordance with GAO GAGAS professional standards, we respectively suggest that the RFP be updated to (1) include this requirement and (2) ask offerors to provide evidence of their ability to perform services in accordance with GAGAS, including a copy of their IPA license and current Peer Review report.

Response: Refer to question 42.

44. Page 7, the RFP refers to a document that I was not able to access online. Its title is, "FTA Guide for Conducting Financial Capacity Assessments".

Response: Refer to amendment 001