13R000002_Questions_and_Aswers_Posting_No__2_Final.pdf

U.S. Department of Transportation Questions and Answers Pipeline and Hazardous Materials Safety Administration Posting #2

RFP: DTPH56-13-R-000002 Page 1 of 12

These are Questions and Answers related to Solicitation DTPH56-13-R-000002, PHMSA’s Administrative Support Service Contract

Questions & Answers

There are a total of 45 questions in the posting.

Question 1:

Is there a specific date that the Past Performance Questionnaires are due to the Contracting Officer?

Answer 1:

PHMSA ideally should receive the Offeror’s Past Performance Questionnaires on or before the closing date of the solicitation. However, see Q&A #11, below for additional information.

Question 2:

In attachment “Sect L” L.10.1 Volume I: Technical Proposal Section 4: Resumes, are we to submit two resumes for each position, or one resume for each key personnel for total of two resumes?

Answer 2:

Section L.10.1 Volume I: Technical Proposal, paragraph 4 Resumes, states “the Offeror must provide at least TWO resumes for each proposed key personnel who possess the knowledge and skills identified in the Statement of Work, Attachment C.” Therefore, offerors are required to submit resumes for two people for each proposed key personnel position. That will result in a total of four people’s resumes for two key personnel positions.

Questions 3:

Under Section C- Statement of Work - C.5.1.2 Qualifications for Program Manager Will the Government consider PHMSA specific management experience to be equivalent to PMP certification?

Answer 3 No.

Questions 4:

Will Government consider similar industry recognized professional certification, specifically PHR certificate in lieu of PMP certificate?

Answer 4:

No.

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Question 5 Project management professional (PMP) certification is required." Can the Program Manager's PMP certificate be in progress?

Answer 5:

No.

Question 6:

In Attachment J.14 “PHMSA Estimated Needs,” Program Coordinator is listed twice, in Contract Administration Line Time Number 0003, and anticipated Task Order 4:

VARIOUS PHMSA/PHP OFFICES Line Item Number 000001. Does this mean we should propose two Program Coordinators?

Answer 6:

No. There is only one “Project Coordinator” position needed for this requirement. Note that attachment J.14 entitled PHMSA Estimated Needs has been revised as of Amendment #000001.

Question 7 Can you please provide the Date of Hire for the current incumbent employees?

Answer 7:

Yes. See attachment J.16, Tenure Information for Incumbent Contractor Staff.

Question 8:

Noted in section C.5.1.2, qualifications for Program Manager, will Government consider changing the requirement from PMP required to PMP preferred?

Answer 8:

No.

Question 9:

In section L.9.2, will Government consider changing the page count for Technical Volume from 30 pages, to 35 pages in order to ensure a comprehensive response?

Answer 9:

No.

Question 10:

We are a graduated 8(a) company; however, we have a Joint Venture with an 8(a) company. If we were to submit an offer, under the Joint Venture, would we be restricted from being awarded the contract?

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Answer 10:

This procurement has been set-aside 100% for 8(a) concerns. Refer to, Clause 52.219- 18, “Notification of Competition Limited to Eligible 8(a) Concerns. (DEVIATION) Alternate III (48 CFR 1252.219-72).”

Question 11:

The Prime & each Subcontractor must provide 3 past performances for Volume II. If a questionnaire is not returned, will the Past Performance write-up still be evaluated?

Answer 11:

As stated in FAR 15.305(a)(2)(iv), “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.” Also, stated on Section M.4.1, Factor 2 “Past Performance.”

Question 12:

Page C-4, Section C.4.2. Support Hours states that for any absence exceeding one day, the contractor must provide a replacement. Attachment J.14 though only allows to quote for 1880 hours. Is the replacement required when an employee is out on vacation? If so, why are only 1880 billable hours quoted?

Answer 12:

Yes. The 1880 hours (full time position) will be used for evaluation purposes. This was calculated as follows:

2080 possible hours – 80 hours for Holidays – 120 hours possible leave = 1880 hours

Question 13:

Page L-7, Section L.9.2 Proposal Format. Should proposal be single or double spaced?

Answer 13:

Single or double spaced is acceptable.

Question 14:

Reference: Section C.2 – Scope. It identifies long-term requirements are those which have a period of performance of 1 year or more; likewise, short-term requirements are those with a period of performance of less than 1 year. Historically, what are the “average” assignment periods of performance for both long-term and short-term requirements?

Answer 14:

Historically, most of our requirements are issued for 12 months subject to availability of funds. There are few requirements that are issued for less than 12 months.

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Question 15:

Reference: Section C.10.1 – Applicant Interviews. It states “for positions higher than Administrative Assistant II, PHMSA reserves the right to request candidates for interview”. Is this interview to be considered a standard component in the contractor’s hiring process for such positions?

Answer 15:

Yes.

Question 16:

How much lead time is allowed to place the prospective employee once the interview process is complete by PHMSA personnel?

Answer 16:

Approximately, two weeks which is the normal period of time required to obtain a DOT contractor’s identification card.

Question 17:

Section L.10.2 stipulates that Offerors must send Attachment J.14, Past Performance Questionnaire to the Contracting Officer and Technical Contact for cited past performances. Was this supposed to be Attachment J.15 as Attachment J.14 is PHMSA Pricing Needs?

Answer 17:

Yes. Past Performance Questionnaire is Attachment J.15.

Question 18:

In Attachment C Section C.5.2, The position is titled as Project Coordinator and is listed as Key Personnel. Will the Government please clarify whether the Project Coordinator is the same as the Program Coordinator listed in the J.14 PHMSA Estimated Needs Price Model?

Answer 18:

Yes. Attachment C Section C.5.2, states the correct position title. Note that Attachment J.14 entitled PHMSA Estimated Needs has been revised as of Amendment #000001.

Question 19:

In Attachment C Section C.5.6, Executive Assistant, the position does not specify the minimum qualification for number of years’ experience. Will the Government clarify the minimum years of experience required for this position?

Answer 19:

Yes. Attachment C Section C.5.6.2 “Qualification” has been revised as of Amendment #000001 to include minimum years of experience required for this position. The last bullet was added to this section that states “Four to five years of experience performing

RFP: DTPH56-13-R-000002 Page 5 of 12 complex administrative tasks and supporting one or more senior-level staff, in addition to office staff.”

Question 20:

Will all task orders currently held by the incumbent end on or prior to June 1, 2013? If not, is it conceivable that will there be multiple transition periods throughout the base year with the incumbent and new awardee?

Answer 20:

All task orders under the current contract will end on May 31, 2013.

Question 21:

Section B.6 LABOR CATEGORY RATES starting on page B-2, we understand the contractor is not required to provide any cost build up or pricing breakdown showing direct, fringe, Overhead, G&A etc, wanted to reconfirm that’s correct?

Answer 21:

Yes. Fully-loaded rates must be submitted.

Question 22:

Section C.14.1 Phase-in Transition (page C-13) (a). This section mentions a 30 day transition. Is it correct to assume that the incumbent contract and the new contract will overlap for those 30 days facilitating a smooth transition?

Answer 22:

Yes.

Question 23:

Will DOT provide a copy of the incumbent’s transition plan from their prior proposal to facilitate this transition?

Answer 23:

No.

Question 24:

Can we count on DOT’s active assistance in facilitating the transition and making sure that the incumbent provides the needed information?

Answer 24:

PHMSA will ensure that the incumbent contractor complies with all the requirements stated in FAR 52.222-17 Nondisplacement of Qualified Workers (Jan 2013), paragraphs

(d) and (e); and that PHMSA will provide all applicable information to the new contractor.

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Question 25:

The past performance questionnaire template is not in an editable format. Could you provide it in an editable format (such as Word), or may we convert it to an editable format for our references to complete?

Answer 25:

PHMSA will not provide an editable version. This is to ensure the evaluators do not inadvertently make edits or changes to the form.

Question 26:

Do the past performance questionnaires need to be completed by both the Technical Point of Contact (COTR) and the Contracting Officer for each contract, or can the questionnaire be completed by just one individual (the Technical Point of Contact or the Contracting Officer) for each contract?

Answer 26:

The past performance questionnaires can be signed either by the Program Office representative or the Contracting Officer.

Question 27:

Ref RFP, Section C, Paragraph C.4.2, “The contractor is required to provide support during the following hours: 7:30am - 6:00pm. Full time positions are expected to work an 8 hour billable workday. Specific hours of support for each position will be determined by the COR.

Issue: An 8 hour billable workday will not cover the time period 7:30am -6:00pm.

Discussion: It is not clear from the RFP text if the intent is

a. to have a person on task for 730am - 600pm daily Monday to Friday,

b. to insure the 8 hour billable workday is executed between 730am-600pm daily

c. to combine an FTE with a Part Time position to cover 730am-600pm

d. to have work periods dictated by the COR not to fall outside the hours 7:30am-

6:00pm.

Recommendation: The government provides sufficient detail on the relationship between and 8 hour billable workday and the requirement to support during the hours of 730am- 6:00pm to allow the contractor to provide a reasonable and accurate manning and cost proposal.

Answer 27:

The contractor is required to provide support for 8 billable hours each work day for each position. The 8 billable hours are to take place between 7:30am – 6:00pm daily Monday to Friday. The exact schedule of start time and end time for each position will be determined by the COR.

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In some cases (e.g. the PHMSA Office of the Administrator) the contractor will be expected to provide office coverage for the full period from 7:30 am to 6:00pm. For example, if there are four contractor employees supporting the PHMSA Office of the Administrator, at least one must have a start time of 7:30am, and at least one must have an end time of 6:00pm. The exact times of each contractor employee will be determined by the COR. In no case will a contractor employee be required to work more than 8 billable hours per day.

Question 28:

Ref: B.4 of document 13R000002_Sec_B_Final.pdf

Issue: It seems the government has already determined the maximum amount contractors can propose by the “Total Contract Ceilings” in combination with the costing spreadsheet data and sample task order. Contractor is concerned the government is sending a message that the contractors pricing based on sample task order must be at or below ceilings.

Discussion: Are the “Total Contract Ceilings” pricing provided by the government in B.4 of document 13R000002_Sec_B_Final.pdf developed based on the estimated Task Order allocations also provided by the government? If so, is the contractor required to submit pricing at or below the provided “Total Contract Ceilings” amount provided by the Government to remain competitive or in compliance.

Recommendation: Government clearly explains the relationship between “Total Contract Ceilings” and the sample task order information provided by the government. i.e. Should the task order pricing remain at or below the “Total contract Ceilings” amounts?

Answer 28:

The solicitation contains no “sample task order.”

In paragraph B.4 “Total Contract Ceilings” the “Not to Exceed Amounts” were developed based on the actual hours estimated for each position.

Based on the information in the solicitation it is recommended that the contractor submit pricing at, or below, the “Not to Exceed Amounts” stated in paragraph B.4 “Total Contract Ceilings.”

Question 29:

Ref: 13R000002_Sec._J_Attach_J.13_Actual_Worker_Wage.pdf Instructions state “As a part of its proposal submission, the Offeror must submit this completed form. The Offeror must also submit a completed form for each of its proposed subcontractors.”

“Rates filled in below should be the Offeror’s starting hourly rate (not fully-loaded) paid to its employees in each of the labor categories.”

Question: Subcontractors may deem the information required in Attachment J. 13 as proprietary data. Are subcontractors allowed to submit information they deem as

RFP: DTPH56-13-R-000002 Page 8 of 12 proprietary directly to the government? If yes, will the government provide submittal instructions for proposal information from Subcontractors?

Answer 29:

Please see Section L, Paragraph L.13 “PROPRIETARY INFORMATION” (Amendment #000001) for details. Note that “PROPRIETARY INFORMATION” will be kept as a source selection sensitive information and will not be shared with outside parties.

Question 30:

In requesting both the Program Manager and the Contracting Officer sign off on Past Performance questionnaire, there exists the possibility the Program Manager and the Contracting Officer are not co-located. The agency could be using a contracts shop that provide services. In these instances, the Contracting Officer does not have firsthand account of the services the contractor provided and cannot provide an accurate assessment of performance. In these situations, would only the PM signature suffice?

Answer 30:

Yes. Please also see question and answer 26.

Question 31:

Will the first Task Order be released at Contract Award? What offices will it include?

Answer 31:

No. PHMSA expects to issue the task orders on or before June 1, 2013.

Question 32:

What is the definition of minimal level of investigation, Public Trust?

Answer 32:

The U.S. Government conducts background investigations to determine if applicants or employees meet the suitability or fitness requirements for employment, or are eligible for access to Federal facilities, automated systems, or classified information. All persons must be properly investigated and adjudicated to be issued a credential and to be authorized access to classified information.

The scope and type of background investigation varies depending on the duties and access requirements for the position, as does the amount of time it takes to be completed.

The employing or sponsoring agency is responsible for determining the appropriate level of investigation to be conducted based on current rules and procedures.

For the administrative support services requirement the minimal level of investigation is required. The minimal level of investigation is a basic background check that is processed by filling out the Standard Form 85P through the Electronic Questionnaire for Investigations Processing (E-QIP).

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Question 33:

In reference page I-17, Non Displacement of contract workers: Will the government provide a list of anniversary dates for all incumbent SCA employees?

Answer 33:

Yes. See Attachment J.16 entitled “Tenure Information For Incumbent Contractor Staff,” for details.

Question 34:

What areas of performance are you looking to enhance when compared to the past performance of the incumbent?

Answer 34:

N/A

Question 35:

Does the government have any objection to Program Coordinator positions being assigned to a subcontractor, who would come under the overall direction of the Program Manager?

Answer 35:

To make clear, there is only one Program Coordinator position.

It is up to the offeror to decide which, if any, work to subcontract.

Question 36:

Are the Program Manager and Project Coordinator positions billable as part of Direct Labor?

Answer 36:

Yes. However, on the contract award date, tentatively April 30, 2013, the transition plan, which will be awarded on a fixed-prices basis, will be implemented. The offeror may propose the Program Manager and Program Coordinator as part of the transition team, but those positions will not be billable to PHMSA as separate line items or on a labor hour basis.

Question 37:

Do all subcontractors need to be approved upon the award of contract, or can they be approved through-out the contract term?

Answer 37:

PHMSA encourages the prime contractor to propose subcontractors up front. However, the prime contractor can add a subcontractor after award with Contracting Officer consent.

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Question 38:

Section C - Statement of Work C.5.1 states that the Project Manager may be occasionally required to travel to PHMSA regional offices. If PHMSA requires a Contractor employee to travel, will PHMSA issue a modification to the task order, or should the PM travel costs be built-in to our fully loaded rates?

Answer 38:

Travel expenses will be reimbursed by the PHMSA.

Question 39:

Please provide a statement of Equivalent Rates for Federal Hires (Employee class Monetary Wage-Fringe Benefits) for current staff summarized by position.

Answer 39:

The SCA rates are provided. on Attachments J.2 through J.11. From there, the offeror should build their proposed fully-loaded rate(s)

Question 40:

Are we able to submit letters of recommendation for past performance experiences from the Contracting Officer or Technical Point of Contract in lieu of the J.15 Contractor Past Performance Questionnaire if the individual is no longer with the agency and we don’t have new contact information?

Answer 40:

If the Contracting Officer or the Technical Point of Contact are no longer with the agency and you don’t have new contact information, you may provide the past performance questionnaire either to:

1. The individuals at their new place of business, or

2. The individuals at the agency where you performed the work, who are most familiar with your company’s past performance.

Question 41:

Section B.4 establishes contract ceiling values, however Section L.10.3 states that "... the Offeror must include a proposal price summary page that includes, at a minimum: ...

dollar value of each contract period (base period and option periods), transition cost, and total dollar value of the proposal (including options and transition cost)". Since contract ceiling values have previously been established by the Government in Section B.4, is the Government's intent for the "proposal price summary page" required by Section L.10.3 to reflect a summary of the prices detailed in Attachment J.14 "PHMSA Estimated Needs at Start of Contract and For Evaluation Purposes"? Additionally, is it the Government's intent to award the contemplated contract using the Government-provided contract ceiling/NTE values in Section B.4, the price as described in Attachment J.14, or some other amount?

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Answer 41:

In paragraph B.4 “Total Contract Ceilings” the “Not to Exceed Amounts” were developed based on the actual hours estimated for each position. However, PHMSA intends to keep its values below or at the “Not to Exceed Amounts” stated in paragraph B.4 “Total Contract Ceilings”.

Question 42:

Section C.4.2 states that "For any absence exceeding one day, the contractor must provide appropriate qualified replacement personnel"; however Attachment J.14 describes the "Estimated Needs at Start of Contract" as requiring 1,880 hours for full-time positions. The anticipated 1,880 hours for full-time positions reflects that a certain amount of absence (vacation, personal leave, sick leave, etc) is permitted without replacement personnel. If "qualified replacement personnel" are required for all absences greater than one day, as directed in Section C.4.2, should the level-of-effort estimates in Attachment J.14 reflect 2,000 hours (all annual hours less Federal holidays) rather than the 1,880 currently being indicated? Please clarify the necessary annual level-of-effort for satisfactory performance for full-time positions.

Answer 42:

The 1880 hours (full time position) will be used for evaluation purposes. This was calculated as follows:

2080 possible hours – 80 hours for Government Holidays – 120 hours possible leave = 1880 hours

Question 43:

Section C – C.4.2 Support Hours; Paragraph 2 (p C-4) refers to PHMSA’s guidance on absences by stating “For any absence exceeding one day, the contractor must provide appropriate, qualified replacement personnel.” In order to achieve this requirement, can the Contracting Office provide guidance or consideration on how to ensure that the proper badging of these replacement personnel will be allowed taking into consideration the 5 working day requirement for the badging process indicated in Section H – Special Contract Requirements; H.3.1; last paragraph (p H-2) under the statement “A minimum of five (5) working days is required for the badging process”.

Answer 43:

On Section L.10.1 Volume I: Technical Proposal, paragraph 2, last bullet states “Describe its procedures for maintaining continuity of support and providing supplemental personnel resources when necessary or in any event (extended absences of personnel, etc.) that will require a substitution.”

PHMSA will review the offers proposed procedures on how they will maintain and provide supplemental personnel resources when necessary. However, PHMSA will coordinate with the contractor on a case-by-case basis when any possible delays arise during the badging process.

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Question 44:

Section C.4.4 states that "Travel may be required on special occasions. If PHMSA requires a Contractor employee to travel, PHMSA will issue a modification to the task order". Is it necessary for the Offeror to include travel in its offer to the Government? Or will, upon determination of necessary travel and the Government issuance of a modification, the ceiling be adjusted as necessary? If travel is required to be separately proposed at the time of the Offer, could the Government provide a list of anticipated travel for planning and estimation or an NTE value that should be utilized in an Offeror's response?

Answer 44:

Not available at this time. Proposed travel costs should not be addressed in the proposal to the Government. During the performance period of the contract, travel may be required on special, infrequent occasions for selected contractor employees. If PHMSA requires a Contractor employee to travel, PHMSA will issue a modification to the task order. The Contractor may not bill PHMSA, and PHMSA will not be financially liable for, any travel costs incurred during the performance of this contract that have not been approved in writing by the Contracting Officer prior to the date(s) of travel. See Section G, Paragraph G.6, “Travel and Per Diem,” for information on how travel costs are reimbursed

Question 45:

Section L – Instructions, Conditions and Notices to Offerors; L.10.1 Vol I: Technical Proposal; Section 3: Management and Technical Approach (p L-8) asks to “Describe, in detail, its Quality Assurance Plan. The Offeror should include its plan and approach for monitoring the quality of services provided and what steps/remedies it will implement when services are not up to standards.” Additionally, Section M – Evaluation Factors for Award; M.4.1 Evaluation Factors; Factor 1:

Technical Capability; Sub-factor: Management and Technical Approach (M-2) states that “the Government will evaluate the Offeror’s Quality Assurance Plan”. The Government has not provided to date for this solicitation a Quality Assurance Surveillance Plan (QASP) as an attachment to the RFP or guidance in the documents provided to indicate what PHMSA’s “standards” are to ensure that all required quality control measures are provided in a plan. The QASP or similar guidance would ensure that the contractor is aware of the expected standards and performs in accordance with the Government’s determined performance metrics so that the Government receives the quality of services expected with the performance of the contract. Can information on the desired performance metrics/standards from PHMSA be provided for this solicitation?

Answer 45:

It is up to the offeror to develop its own Quality Assurance Plan based on the offeror’s experience in providing quality administrative support services.