Attachment_1_Question_and_Answer_Worksheet_-_CMC_Emergency_Management_Support__Amendment_3.xlsx
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- RFP FOR CMC Emergency Management Support Federal contract opportunity
- Solicitation number
- DTOS5916R00023
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Sheet1
| No. | RFP Section/Reference | Comment/Question | Government Response |
| 1 | Amendment 1, Block 14, #3. | The Final RFP states submission NLT 2pm EST, the Amendment states due by 5pm EST. We assume the amendment is the correct time. Can the government confirm? | The Proposal due date has been extended to September 13, 2016 at 2:00 p.m. EST. |
| 2 | Section B.2, Price Schedule | Will the government provide how many hours should be priced in CLIN 0005 through 4005? If not, are we required to populate CLIN 0005 through 4005 with a Labor Rate, pricing, etc? | No, we have no way of estimating the hours needed for a Catastrophic disaster. Hours will be added on an as need basis. |
| 3 | Section B.2.1 | The Labor Category column in Table B.2.1 states 3 WO positions, but the hours state 8736. Should the number of hours be 6552 (2184 x 3) or should it be 4 WO? | 6 positions are needed to support this requirement. 5 watch officers and 1 Information Management Specialist. |
| 4 | Secton B.2.1 | CLIN x006 lists 2080 hours for the IMS position. Is it the government's intent that the IMS poistion be backfilled (e.g. filled M-F 52 weeks a year to include Holidays & Vacation) when the standard IMS person is absent due to illness or PTO? | No the Information Management Specialist position will not need to be backfilled. |
| 5 | Section B.2.1, B.2.2, B.2.3, B.2.4, B.2.5 and C.3, para. 2 | Section C.3, para 2 states a "…maximum of five full-time watch staff members…". Table B.2.1 lists 2 SWO and 3 WO (a total of 5). However, Tables B.2.2-B.2.5 list 2 SWO and 4 WO. Does the staffing increase in the Option Periods, or are those tables in error? | Correction Made |
| 6 | Section B.2.1, B.2.2, B.2.3, B.2.4, B.2.5 | If Tables B.2.2-B.2.5 are in error on number of WO positions, and it should be 3, then we assume the government will adjust the hours in the Hours column. | Correction Made |
| 7 | Sections B.2.1-B.2.5 | Are vendors required to pay OT if staff are salaried exempt or is it the government’s expectation or requirement that all staff, regardless of status be paid OT? If a vendor must pay OT past 40 hours per week, does OT have to be time and a half, or can it be straight time? This will effect the cost/pricing of the contract. | If the contractor staff are salaried exempt employees, then it would appear that they are not subject to the FLSA overtime pay requirements and OT is not required to be paid. |
| 8 | Section B.2.3 | The Program Manager hours listed in Option Period 2 state 250. Should this be 100 to match other performance periods? | Changes made |
| 9 | Sectoin B2.6.2(d) | Bullet mentions 'Overtime and Differential'. What differential is being referenced and what are the specified requirements for OT and Differential pay if on offeror proposes Salaried Exempt staff? | The differential referenced is the FLSA night shift differential for federal wage system employees/prevailing rate employees. If the contractor staff are salaried exempt employees, then it would appear that they are not subject to the FLSA shift differential requirements. |
| 10 | C.3, page 8, para 1 | Paragraph states the reserve pool of watch officers who will report within 24 hours. However, the government's Q&A, Question #15 states 48 hours. Which is correct? | "Within 24 hours" is the correct time period. |
| 11 | C.3.6 and F.3 Table | C.3.6 lists the Outgoing Transition Plan as an Optional Item. The Table in F.3 states the Outgoing Transition Plan is to be submitted with the Proposal. Since Optional, Is the Outgoing Transition Plan really required at time of Proposal submission? | Yes, the Outgoing Transition Plan is required at the time of proposal submission. |
| 12 | F.10 | Are the report format requirements (font size, margins, etc) listed in this Section also required for the Proposal? | Yes, proposal format has been added to Section L.8 |
| 13 | Section H.3, and Q&A 1 | The Top Secret Facility Clearance was removed from the Final RFP. In accordance with DSS and NISPOM directives and guidance, a vendor must have the Facility Clearance commensurate with the level of classified material their personnel will be exposed to, even if only at the government site. Specifically, the NISPOM states: |
2-100. General.
An FCL is an administrative determination that a company is eligible for access to classified information or award of a classified contract. Contract award may be made prior to the issuance of an FCL. In those cases, the contractor will be processed for an FCL at the appropriate level and must meet eligibility requirements for access to classified information. However, the contractor will not be afforded access to classified information until the FCL has been granted. The FCL requirement for a prime contractor includes those instances in which all classified access will be limited to subcontractors. Contractors are eligible for custody (possession) of classified material if they have an FCL and storage capability approved by the CSA.
a. An FCL is valid for access to classified information at the same or lower classification level as the FCL granted.
Suggest the government add back the requirement for a TS Facility Clearance to be in compliance with NISPOM guidance.
| Correction Made | |||
| 14 | Section L.6 Proposal Submissions and Section L.9 Price Proposal | Section L.6 states that the "offeror shall submit/present the Technical and Price Proposals as one volume". However Section L.9 states "The volume shall be separate from Volume I, and shall contain all pricing information..." Please advise if the offerors are to submit one volume or two for the submission of the Technical and Price proposals. | Correction Made |
| 15 | Section L.8.B., Resumes | Section states resumes should include "…instructional systems design experience…". Why would any Contractor staff need instructional systems design experience? | Correction Made |
| 16 | L.5 PROPOSAL CONTENT para d. | At reference Section L.5 PROPOSAL CONTENT para d. RFP states: |
"d. Conflict of Interest – One (1) disclosure of conflict of interest statement submitted in accordance with Section H.”
However, within the same document, there is no mention of “disclosure of conflict of interest statement” in Section H.
Please provide guidance.
| Correction Made | ||||
| 17 | Amendment 1, L.1 proposal delivery | Is September 6, 2016 at 5:00PM the correct time for proposal submissions as the when/where/how many to submit section in L.1.2 still reflects due time as no later than 2:00PM EST on September 5, 2016. Can you please specify if the Amendment 5:00PM overrides the L.1 2:00PM submission time? | Refer to Question #1 | |
| 18 | C.9 Physical Demands | Pertaining to the travel reimbursement that references in accordance with Section 5.4; where is the Section 5.4 within the RFP? Is there a letter designation in front of Section 5.4 that is missing? | Correction Made | |
| 19 | Number 2 in round one Comment/Questions, C.3, C.5.3.2, C.10, G.3, G.9 | The government response to No. 2 in round one of the Comment/Question is that the only key personnel for the contract is the Program/Project Manager Position. Does the requirement for staff coverage of 24/7 365 days, drills, and emergency situations that may require travel justify the need to have all positions considered key personnel? If not, in the event of a government furlough or other emergency situations, would the Program Manager/Project Manager be obligated to be the sole watch stander to keep 24/7 operations or a limited operations status? | No, the CMC is essential to the success of DOT's mission. A furlough or shutdown will have no effect on this contract. The contractor's will not be the only personnel performing these duties. | |
| 20 | Number 19 in round one Comment/Questions, C.3.5, C.4, C.5.3, G.10, CLIN 0003 | The government response to No. 19 in round one of the Comment/Question is that the Program Manager is the correct terminology for the position. However, all the highlighted revisions reference Project Manager. Is the intended position still a Program Manager versus a Project Manager? | Correction Made. The titles have been changed back to Program Manger. Please see highlighted areas. A Project Manager will be chosen from the Watch Officers. | |
| 21 | Part I-The Schedule, B.2.1, B.2.2, B2.3, B.2.4, B.2.5, CLIN 0003, CLIN 1003, CLIN 2003, CLIN 3003, CLIN 4003 | The hours not to exceed for the Program/Project Manager are 100 hours in CLIN 0003, 1003, 3003, and 4003. The hours not to exceed for the Program/Project Manager are 250 hours in CLIN 2003. Is the intent to have the hours for CLIN 2003 different (250 hrs.) versus CLIN's 003, 1003, 3003, and 4003 (100 hrs.)? | Correction Made | |
| 22 | (Part I-The Schedule: B.2.1, B.2.2, B2.3, B.2.4, B.2.5, CLIN 0003, CLIN 1003, CLIN 2003, CLIN 3003, CLIN 4003), C.3.5, C.4, C.5.3, F.3, G.10 (G.6.1 & G.6.2 P21), | Is less than 2 hours per week (100 hrs. / 52 wks. = 1.9 hrs./week) an accurate total of hours not to exceed for the designated Program/Project Manager in order to oversee the contract, supervise staff, provide monthly progress reports, submit billing, and to function as the primary liaison between the contractor and the COR, etc.? If not, is it possible to increase those hours equivalent to a Senior Watch Officer hours as the Program/Project Manager is required to perform dual roles as both PM and Watch Officer? | Updates to the contract made. The Government feels that the hours allotted for the PM duties is sufficient. It has been increased to 250 hours. | |
| 23 | (Part I-The Schedule: B.2.1, B.2.2, B2.3, B.2.4, B.2.5, CLIN 0003, CLIN 1003, CLIN 2003, CLIN 3003, CLIN 4003), C.3.5, C.4, C.5.3, F.3, G.10 (G.6.1 & G.6.2 P21), | G.10 (G.6.1) mentions, "The Project Manager providing a single point of contact between the Contractor and the COR or other duly authorized representative." Whereas G.10 (G.6.2) mentions, "Project Manager or Working Supervisor". If hours remain the not to exceed 100 hours as stated in the CLIN's 0003, 1003, 3003, 4003, and 250 house in CLIN 2003; would both the designated Project/Program Manager and the Working Supervisor if different than the Project/Program Manager be required to share the allotted 100 / 250 hours per year not to exceed hours and have to track hours spent in performance of Project/Program Manager separately from their dual role as Watch Officers hours? | See Question #22; The Project Manager is the working supervisor. | |
| 25 | Part I-The Schedule: B.2.1, B.2.2, B2.3, B.2.4, B.2.5, CLIN 0002, CLIN 1002, CLIN 2002, CLIN 3002, CLIN 4002 | Is the intended number of Watch Officers in CLIN 0002 (3) versus CLIN's 1002, 2002, 3002, and 4002 that all reflect (4)? | See Question #3 | |
| 26 | Part I-The Schedule: B.2.1, B.2.2, B2.3, B.2.4, B.2.5 | Are all not to exceed hours in the hours column excluding overtime hours for each position? | No, overtime is included in the hours. | |
| 27 | Part I-The Schedule: B.2.1, B.2.2, B2.3, B.2.4, B.2.6 | Do the hours in the hours column reflect hours not to exceed for one person in the labor category or do they reflect the total hours allotted for each labor category times the amount in parenthesis following the labor category title? For example, Row CLIN 001 Senior Watch Officer (2), hours 4368; do 4368 hours reflect hours not to exceed for one Senior Watch Officer per 12 months or do 4368 hours reflect hours not to exceed for two Senior Watch Officers per 12 months? The same question repeated for labor category watch officer as well. | No, it reflects the hours for the number of Watch Officer and Senior Watch Officers needed for the contract (5 total) | |
| 28 | C.3, Number 3 in round one Comment/Questions, | Can you please provide a breakdown of how each position was calculated for only 2,184 hours per 12 months? Number 3 in round one Comment/Questions response is there is a minimum of 3 persons on each shift. If I calculate 24 hrs. x 7 days a week x 52 weeks/yr. = 8,736 hours per each position. 8,736 hours x minimum 6 persons per day (3 on each 12 hr. shift) = 52,416 hours total each year. Also, C3 that mentions up to a maximum of five full time watch staff members and one Information Management Support (IMS) Staff for the DOT CMC. Thus, is the correct number of personnel each shift 3 or 5 plus one IMS? | No, the number of personnel per shift is 3, which can consist of all contractor, all federal Employees or a mix of contractors and federal employees. | |
| 29 | (B.2.1 and B.2.2) | Why are the number of watch officers increase from (3) to (4) between the base year and OY 1, yet the total estimated hours are the same? | See Question #5 | |
| 30 | C.5.1 - Watch staff shall be required to demonstrate proficiency in CMC procedures within 3 months of beginning training by passing a certification board. | What does this training consist of, and will this be administered by the government? | Training will be administered by the Government on the tasks and duties of the watch officer positions. | |
| 31 | L.6 PROPOSAL SUBMISSIONS The Offeror shall submit/present the Technical and Price Proposals as one volume: L.9 PRICE PROPOSAL This volume shall be separate from Volume I, | Which does the Government desire? One Volume with two separate parts, or two completely separate Volumes? | The Government is requesting two separate volumes, Technical Vol I & Price Proposal Vol II | |
| 32 | Not found | What are the formatting requirements for the proposal? (Font type and size, margins, line spacing, graphics, etc.) | Format for the technical proposal was added to Section L.8 Technical Proposal Instructions. | |
| 33 | H.3 Security Clearance Requirements | With the requirement of having TS cleared personnel, yet the requirement for a Facility Clearance has been removed, a DD254 will still be required to be issued to the Contractor for justification of and to hold the clearances of the personnel within JPAS, is this also the government's understanding? | See Question #13; The DD 254 is still required. | |
| 34 | C.3 - Work to be Performed / Personnel shift hours | Based on the estimated 2,184 hours per year we anticipate this to be approximately eight (8) FTE's (Full time employees), how many FTE's are currently supporting this effort by the incumbent contractor? | 5 contractor employees are currently supporting this requirement. | |
| 35 | C.2 Scope of Work (5) and C.3.5 Program Manager Tasks | Does "Screening all local and national media sources" include "social media"? There are applications which can support monitoring social media. Is this available as a government furnished service item? | No , we do not monitor social media | |
| 36 | C.3 Tasks to be Performed, 2nd paragraph after task list. | "All CMC watch staff shall rotate from day shift to night shift approximately every 3-4 months." Does this apply to the Program Manager who has ancillary administrative and management duties that are optimally performed during day shift? Can there be an exception to this requirement for "all CMS staff"? | No, the Program manager is no longer on-site or on-shift. The Project Manager/Working Supervisor will be on shift. | |
| 37 | C.3 Tasks to be Performed, last paragraph. | There is a limitation of 1,500 hours each year for reserve watch personnel. Does this include training and requalification? What is the level of effort for each staff member for annual training and requalification? It is assumed that this time is also billable. | Yes, the hours will be used for training as well. The Reserve Watch Officer will come in and work a 12 hour shift once a month. | |
| 38 | C.3.2 Incoming Transition - 3rd bullet | What is the estimate of level of effort for "Government-approved training and certification process"? It is assumed that this time is also billable. | Most training is done while on the clock (OJT) for all Watch Officers. | |
| 39 | C.5.1 Staff Qualification | For the standard Microsoft Office Suite and digital map programs, are there standard training and Job Performance Measures (JPMs) available to confirm proficiency for staff? When software updates occur, who is responsible for developing requalification training for staff? | We have a standardized certification process for the watch position within the CMC. However, we do not provide training for Microsoft Office Suite products. | |
| 40 | F.3 Milestones and Deliverables and F.4 Quality Control Plan | Section F.3 states that the Quality Control Plan is due NLT 30 days after award, while Section F.4 states it shall be submitted with the Offeror's proposal. Please confirm that this Plan is due NLT 30 days after award. If due with the proposal, where should this document be placed in the proposal? If in the Technical Proposal, does it count against the page count limit of twenty (20) pages? Is there a template for this Plan that can be provided? | The Quality Control Plan is due NLT 30 days after contract award. | |
| 41 | L-3 Type of Contract | The type of contract contemplated is a Labor-Hour Contract. With travel being a reimbursable cost, should this be a Time & Materials Contract? | No. | |
| 42 | C.12 Reference Documents | Will the Government provide a copy of the referenced DOT Continuity of Operations (COOP) Plans and the CMC Standard Operating Procedures and Watch Guidelines? | All reference items are made available to the Watch Officer when on duty. | |
| 43 | L.8.B Staffing | As the Government previously clarified in Q&As in Amend 1 that "Key Personnel for this contract is the Program/Project Manager position", please confirm that resumes are only required for "key personnel", specifically the Program/Project Manager only, as stated in L.8.B "Resumes". And that all other non-key personnel shall only require a name, labor category, and evidence that they are available and committed to fulfill the proposed work. | Yes, resumes are only required for Key Personnel. | |
| 44 | Section L.4.1 Small Business Set-Aside | On the previous Q&As, the Government explained the change in NAICS code from 561990 "Administrative and Support Services" with an $11M size standard to 541513 "Computer Facilities Management Services" with a $27.5M size standard. As the SOW for this contract is first and foremost for support services to monitor the nation's transportation systems, provide analysis and communications, and assist in situation awareness, would the Government please consider reinstating the original NAICS code of 561990, as it seems more in line with the SOW that the computer management code of 541513. | The NAICS code will remain 541513 - Computer Facilities Management Services. | |
| 45 | L.5 Proposal Content | How shall the offeror submit items (a) through (d) under this section? In its proposal? If so, in which section? If not, do we just include these in the email submittal as separate documents? | Submit them as separate documents. | |
| 46 | L.6 Proposal Submission, L.8 Technical Proposal Instructions, and L.9 Price Proposal | Section L.6 states "The Offeror shall submit/present the Technical and Price Proposals as one volume", while Section L.8 states "The technical proposal...shall be bound separately from the business proposal" and Section L.9 states that "This volume [price proposal] shall be separate from Volume I". Can the Government please clarify if one or two volumes are required? If one, how do we keep them separate to comply with your requirements? A separate file? | See Question #31. The Government is not requesting a business Proposal, only technical and cost. | |
| 47 | L.7 Technical Proposal | The requirement states: "The electronic submission(s) shall be submitted in a format compatible with Microsoft Office." How shall the offeror attach any required resumes? Can they be submitted in searchable PDF files? Can the Technical proposal be submitted as a searchable PDF file? Or shall we submit in separate files? | Correction made; See L.8 - Technical Proposal Instructions | |
| 48 | L.9 Price Proposal | (a) Is there a format required for the price data? (b) This section asks that the offeror "propose the appropriate labor mix to complete the | ||
| requirements of the SOW". Does this mean that we can bid hours and positions other than those shown in Section B? (c) For subcontractors, a "Negotiation Memorandum Format" is required. Can the Government clarify this format and provide a template? | Please see section L.6 Proposal Submissions. | |||
| 49 | F.3 Milestones and Deliverables | Section F.3 states that the Transition Plan (incoming and outgoing) are due with the proposal. Is this a draft plan only, to be finalized after award in accordance with Section C.3.2? Where should this document be placed in the proposal? If in the Technical Proposal, does it count against the page count limit of twenty (20) pages? | The Transition Plans submitted must be your proposed transition plan if you become the awardee. It should be submitted as an attachment to the proposal and labeled according to the Milestone schedule. It will not be included in the page count for the Technical Proposal. | |
| 50 | H.4.2 | Can the Government provide a copy of DOT Order 1632.2B? | Yes, upon request. | |
| 51 | Section L- Paragraph L.8 (B) RESUMES | Does the 3 page limit for Resumes include the "letters of commitment and agreement"? | No | |
| 52 | Section B- Paragraph B.2 - Sub Paragraph B.2.1 BASE PERIOD 1 | Base Period states (2) Sr. Watch Officer and (3) Watch Officer. However, all option years state (2) Sr. Watch Officer and (4) Watch Officer. Should the Base Period be the same as all options with (2) Sr. Watch Officer and (4) Watch Officer? | See Question #3 | |
| 53 | Section B- Paragraph B.2 - Sub Paragraph B.2.3 OPTION PERIOD 2 | OY 2 states 250 hours for the Program Manager labor category. However, base and other option periods state 100 hours for that category. Should the OY 2 Program Manager be the same as the base and other options? | See Question #22 | |
| 54 | Section C - Paragraph C.3 Task To Be Performed | Under the anticipated contract, how many contractor personnel (Sr. Watch Officer and Watch Officer) are supporting each 12hr shift? | It varies. See Question #28 | |
| 55 | Section L - L.4 GENERAL INFORMATION Small Business Set-Aside ( c ) | NAICS Code in this section is stated as 541513 but in the answer to the questions (#5) it states 541516. Can the government confirm the NAICS Code is 541513 Computer Facilities Management Services is the correct NAICS code? | See Question #44 | |
| 56 | Section C - Paragraph C.3 Task To Be Performed | How many FTE positions are used to meet the contract requirements under the current contract? | See Question #34 | |
| 57 | SF 33 | When does the government anticipate making an award? | On or before September 30, 2016 | |
| 58 | Section B.2.1, B.2.2,B.2.3,B2.4,B.2.5,C3 | CLINS 1001, 1002, 2001, 2002, 3001, 3002, and 4001, 4002 (option years) depict a staffing level of 6 for Watch Support. C3 Tasks to be performed states the Contractor shall provide CMC Watch Support with up to a maximum of five fulltime watch staff members. What is the correct maximum number of watch staff members? | Five (5 ) Watch Officers and 1 Information Management Specialist | |
| 59 | Section C.3 states Section C.3, G.12.2 | Section C.3 indicates the contractor is supporting 24x7x365 monitoring. Section G.12.2 indicates that the DOT Offices will be closed on all legal public holidays. Contractor personnel will not be allowed in the building on those days unless specific approval is provided. Does the CMC close on holidays? Is contractor support required on holidays? | Section G.12.2 refers to the Information Mangement Specialist Only. Contractor/Watch Officers work on holidays. |
File details come from the government source that posted it. Updated .