EFOM_QA Interchange Form_8.01.2024.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Enterprise Facilities Operation and Maintenance (EFOM) Federal contract opportunity
- Solicitation number
- 15F06724R0000188
About this file
This document is a set of questions and answers (Q&A) related to a federal contract opportunity for Enterprise Facilities Operation and Maintenance (EFOM) services for the Federal Bureau of Investigation (FBI). The key details are:
The EFOM contract is a multiple-award Indefinite Delivery, Indefinite Quantity (IDIQ) with a $400M ceiling value. The contract will provide facility operations and maintenance services at various FBI-operated leased and owned sites across the U.S. The IDIQ will have a one-year base period with four one-year option periods. Individual task orders will have a one-year base period with two one-year option periods. A site visit will be offered for the Terrorist Screening Center (TSC) Seed Task Order, which will not be a small business set-aside. The Q&A addresses various topics such as the number of awards, set-aside eligibility, key personnel, pricing, and maintenance requirements. Several responses indicate these details will be finalized at the task order level.
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Text version
RFI
| Item # | Drawing # | Specification # | Question | Government Response | CHANGE | |
| 1 | Sect. L.9 Seed Task Order. | It appears that the Terrorist Screening Center (TSC) will be the seed project for the IDIQ. Will TSC be released as a SB Set-aside? | No, the Seed Task Order entitle Terrorist Screening Center is not a Small Business Set-aside. | NO CHANGE | ||
| 2 | Sect. L.9 Seed TSC Task Order | Will a Site Visit be offered for the TSC location to provide offerors with the ability to gain a better understanding of the operations and provide an advantageous proposal to the FBI? | YES, Date is Scheduled for August 12 at 9:00am ET. Details in TORFP | NO CHANGE | ||
| 3 | What is the expected amount of awards for the IDIQ? | Ceiling Value $400M, number of Task Order is unknown. | NO CHANGE | |||
| 4 | Please confirm that a Small Business that is awarded an IDIQ contract be eligible to bid both SB Set-aside and Unrestricted task orders? | YES | NO CHANGE | |||
| 5 | Sect. L.9.1 Subfactor 3 Management Team Capabilities. | Since this is an IDIQ based contract, is it expected that the 4 proposed Key Personnel positions will be based from the Offeror's Corporate Support Team and not dedicated on-site contract personnel or a combination of both? | Yes, the management team mentioned in the IDIQ is the Offeror's corporate support team that will cover the entire IDIQ. | NO CHANGE | ||
| 6 | Sect. L.4.1 Technical, Subfactor 3 Management Team Key Personnel; Sect. L.9.1 Subfactor 3 Management Team Key Personnel | Please clarify, Sect. L.4.1 Technical, Subfactor 3 Management Team Key Personnel is for the overall IDIQ contract and Sect. L.9.1 Subfactor 3 Management Team Key Personnel is specifically to address the TSC Task Order. | Correct. | NO CHANGE | ||
| 7 | Is there a maximum and/or minimum number of awards for this IDIQ contract for either Unrestricted or Set-aside awardees? | NO | NO CHANGE | |||
| 8 | Under the IDIQ award evaluation process, is there a priority given to certain designated SB categories over others, such as WOSB? | NO | NO CHANGE | |||
| 9 | Draft RFP - Section B.1 Procurement Objectives | Since it is anticipated that this will be a multiple award IDIQ contract serving various sites will it be possible for bidders to only bid certain regions or will bidders need to be able to provide services to all possible locations? | IDIQ contact holders have the freedom to bid or not bid all Task Orders except the Seed Task Order for TSC | NO CHANGE | ||
| 10 | Draft RFP - Section L.9 Seed Task Order | The RFP includes section L.9 VOLUME 7: SEED TASK ORDER (TERRORIST SCREENING CENTER) Will Attachment J-4 EFOM IDIQ Labor Rates Price Template be updated to provide firm fixed pricing for this seed task order? | No, the Seed Task Order has a separate Price Template. Task Orders can request key personnel labor categories which necessitates a separate Task Order Price Template where those positions can be priced. | NO CHANGE | ||
| 11 | Draft RFP - Section L.9 Seed Task Order | Will a specific Performance Work Statement, along with associated J documents, including an equipment list, be provided for the SEED TASK ORDER (TERRORIST SCREENING CENTER)? | YES | NO CHANGE | ||
| 12 | Will a site visit for the SEED TASK ORDER (TERRORIST SCREENING CENTER) be a part of the upcoming RFP process? | See Response to Question 2. | NO CHANGE | |||
| 13 | Attachment J-4 | Provided Attachment J-4 EFOM IDIQ Labor Rates Price Template only provides rates for (4) positions; these positions do not align with the requested personnel for the seed task order or include all positions listed in Attachment 3 Position Descriptions found in the PWS. Will attachment J-4 be updated to include all potential positions? | Labor categories outside the 4 identified at the IDIQ will be priced at the Task Order level. | NO CHANGE | ||
| 14 | 1.1 | The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Facilities Operations and Maintenance as defined in this PWS except for those items specified as government furnished property (GFP) and government furnished services (GFS). The contractor shall perform to the standards in this contract. We recommend that the government supply any equipment or transportation (lifts, trucks, plows) for use by the contractor. This will help drive down the cost of the FFP if the contractor can use government owned equipment. | Use of government owned equipment will be identified at the Task Order level | NO CHANGE | ||
| 15 | 1.5.1.2 | Is an on-call roster needed at all FBI sites, or should this be determined at each site and defined at the Task Order level? | Task order will determine this. | NO CHANGE | ||
| 16 | 1.5.3.3 | Section 1.5.3.3. states that the IDIQ is a one-year base ordering period with four, one-year options, for a total planned ordering period of five years not to exceed 66 months. The anticipated Period of Performance (POP) for individual Task Orders is a one-year base period followed by two, one-year option periods. Total Task Order POP cannot exceed 66 months. We understand the sequenced nature of the task orders may mean the IDIQ will expire at its five-year mark leaving a reduced period of performance. A three-year period of performance for the task orders is a very short contract period. Will the government consider executing extensions to the IDIQ in order to extend the IDIQ to a ten year period and have five year periods of performance for each task order? | Language will be updated. Task Order will be 5 years total. | Yes | ||
| 17 | 1.5.6 | The Government has provided a list of Key Personnel, but each site is different. For the main IDIQ submission, do we have to list Key Personnel, such as a Chief Engineer or Utility Plant Shift Engineer. We recommend the government consider allowing contractors to provide a list of key personnel at the Task Order level to ensure each Key Personnel is needed at each site. | Updated. | Yes | ||
| 18 | 1.5.6 | Can a Key Personnel individual be assigned to more than one job? For example, can the Safety Officer also serve as the Quality Control Manager? We recommend dual hatting personnel to reduce costs. | Yes, unless otherwise decided at the Task Order level. | NO CHANGE | ||
| 19 | 1.5.10 | Pertaining to Data Rights: It is stated in section 1.5.10 of the RFP that the government has unlimited rights to all documents/materials produced under this contract. The contractor brings its key proprietary procedures that are already in use at different sites. Is it the government's expectation to own these documents? | If the proprietary procedures are already in use at different sites - then they are not being produced under this contract if they are already in use - which would not fit the definition of being created under this contract. | NO CHANGE | ||
| 20 | 1.5.14 | Item #3 in section 1.5.14 of the RFP states that the contractor is to provide training on the BAS systems programming. Please clarify that the government means operational training on the BAS, not programming. Please clarify the methods and time requirement for operational training on the BAS and other control systems. | Correct, this section has been updated. | Yes | ||
| 21 | 1.5.14 | Item #2 within Section 1.5.14 on page 11 of the RFP states that the Contractor shall complete all deficient items to the cost level within 30 days. It may be unrealistic to complete all deficient items to the cost level within 30 days due to each site having different deficiencies from large too small. It is recommended that this time frame be determined at the TTO level. We suggest requesting from the vendor a timeframe to complete deficiencies within 30 days of examining a complete deficiency list. | #2 says to "identify" not complete. Note regarding the Task Order level has been added. | Yes | ||
| 22 | 1.5.14 | For Item #8 within Section 1.5.14 on page 11 of the RFP, is 98% operability rate subject to all systems and equipment or just critical systems and equipment? We recommend this be applied to critical systems and equipment only. | Language added | Yes | ||
| 23 | 1.7.1 | All correspondence, reports, plans, processes, and contract related data shall be in electronic format. Plans and processes generated by the Contractor shall not contain Contractor's logo or name and shall not be Contractor specific unless specifically required by regulations and shall be suitable for follow-on contract use. All data and documents generated by the Contractor under this contract are Government property. Please clarify that contractor’s propriety plans and processes which are applied to this contract can be marked with contractor’s logo and/or name and be used and applied to outside this contract as industry best practices? | Proprietary plans and process may be marked. Because this contract requires a Top Secret clearance anything used outside the contract would have to be reviewed and approved beforehand. | NO CHANGE | ||
| 24 | 4.1 | Pertaining to Critical Spare Parts, we recommend the government specify which critical spare parts. Per the FAR, the contractor purchase of spare parts under a Firm Fix Price remains property of the contractors. Does the Government mean that this should apply only to items purchased on a specific CLIN? | Yes as stated, UNLESS those spare parts are called out as deliverables. Individual deliverables will be defined at the Task Order level. | NO CHANGE | ||
| 25 | 5.8 | Service Contracts for Maintenance: All service contracts for maintenance of site equipment shall remain the responsibility of the FBI, at the Government’s discretion, through the service contracts' period of performance. Does the vendor have the option of re-negotiating with the contractor to perform in-house? The Contractor shall assume these service contracts when they are due for renewal. These service contracts will be defined at the Task Order level, if applicable. Can this say as applicable? So contracts are not needed once a contractor takes over the O&M contract they can self-perform. If the contractor does have to take over the government owned contract at renewal, does it have to be the same sub-contract? Some contractors have better relations with other subs for example (Water-Tech vs Chem-Treat). This will also drive down cost for the government if the contractor can self-perform. | Yes, however this speaks to service contracts that are already in place when the contractor takes on the facility O&M services. In most cases the government has direct contracts and breaking those contracts early would require consideration on the part of the government. This section is saying you may self-perform once those contracts end or subcontract with whomever you chose so long as they pass the PRA security process. | NO CHANGE | ||
| 26 | 5.15, 5.18, 5.19, 5.23, 5.44.5, 5.45.3 | Preventive Maintenance (PM) Schedules: Some of the subsections dictate how do the maintenance on a piece of equipment. All sites are different with different models and types of equipment. We recommend identifying the contractor responsibilities, not the steps in between. | Acknowledged. | |||
| Please see the note added to the beginning of Section 5 in the IDIQ PWS. Other notes have been added informing contractors the IDIQ PWS is largely provisional -intended to give vendors an idea of the scope of the Taks Orders they may be awarded. The intent is not to tell vendors the "steps in between" but to relay the governments' service expectations. If we don't list our expectations and your interpretation of Annual Preventative Maintenance is roughly half the steps we expect and we bring this issue to the vendor we will inevitably receive the response, "Well we didn't price it that way". We are not giving instructions - we are sharing our service expectations. | Yes | |||||
| 5.15 | In relation to question 14, we also recommend not identifying the OD responsibilities, but instead identifying it as the contractor's responsibilities. | See answer already provided | NO CHANGE | |||
| 5.53 | Spare Parts and Equipment: The Contractor shall acquire, maintain, and/or have access to an inventory of spare parts, tools, calibration, and diagnostics equipment. This includes licenses, as applicable, items that are contained in the OEM’s commercially available spare parts, and other high consumption rate items necessary to properly and efficiently maintain/repair/alter the equipment covered under this contract. All parts, tools, equipment, and licenses shall remain the property of the Government. Under a Firm Fixed Price (FFP), the FAR (45.04.02) states that the equipment and tools the contractor buys shall remain the contractors once the contract has ended. | Read all of FAR 45.402. The last part says, "...except for property identified as a deliverable end item". These items should be listed as deliverables. | NO CHANGE | |||
| 5.41 | Escorting: The Contractor shall provide escorting services during each contract year, as required, and defined at the Task Order level. Escort duties shall include escorting individuals or groups that are cleared for escorted access on FBI property. Some after-hours escorting may be required during the anticipated period of performance. Will the government provide an estimate of annual hours that will be required to provide escorts since the escorts referenced in 5.41 "are not intended to accommodate its own Contractor/Subcontractor personnel who require escorts"? Escort staffing pricing is based on an hourly projection. | This would be defined and priced at the individual Task Order level. Pricing is not required at the IDIQ level. | NO CHANGE | |||
| 5.43.2 | We recommend that the government not call out specific ranges of chemical and cycles as each site is different, but instead provide a written plan for each site which is to be submitted 30 days upon award of the TTO. | Removed | Yes | |||
| 5.44.3 | Lightning Protection System (LPS): Contractor shall provide employees for this project that have current master certification credentials for NFPA 780, LPI-175, and UL-96A standards organizations and be familiar with lightning protection methodologies. Any journeyman or equivalent can do the standard maintenance without possessing a Masters. We recommend changing the verbiage to allow the contract to follow all OEM standards for PM, PdM on LPS systems? | Updated | Yes | |||
| 5.20.2 | Snow Removal: Does the government supply Snowplows, Salt Trucks, and Salt? This will help reduce costs if they are supplied. | This would be defined and priced at the individual Task Order level. Pricing is not requried at the IDIQ level. Information will be provided with the Task Order RFP. | NO CHANGE | |||
| Attachment 3 | Electrical Master and Electrical Technician positions allows "equivalent experience" in lieu of "certification issued by State or Local jurisdiction, or equivalent experience". For HVAC technician, Utility Plant Shift Lead, and Utility Plant Shift Engineer, the "equivalent experience" is not included. We fully recognize that HVAC experience and CFC Universal Certification is needed, but not for every technician filling the job. Would the government consider re-wording the HVAC and Utility positions to allow for "equivalent experience", and that at that any work that requires refrigeration to be performed by technicians holding a EPA - CFC Universal Certification. The approach would allow an offeror to staff with senior mechanical personnel with diverse backgrounds vs. concentrating on HVAC skills. | Language added but this is ultimately at the discretion of the individual Task Order. | Yes | |||
| Attachment 3 | For the Superintendent/Quality Control roles, it states they must possess a master level certification. Is equivalent experience in the quality field sufficient to meet certification requirements? | Language added but this is ultimately at the discretion of the individual Task Order. | Yes | |||
| Attachment 3 | For the Contractor Program Manager role requirements, does equivalent experience as a Program Manager meet the certification requirements? | Language added but this is ultimately at the discretion of the individual Task Order. | Yes | |||
| Attachment 3 | For the Project Manager role requirements, does equivalent experience as a Project Manager meet the certification requirements? | Language added but this is ultimately at the discretion of the individual Task Order. | Yes | |||
| Attachment 3 | Chief Engineer and Utility Plant Shift Lead require HVAC Journeyman or Stationary Engineers License in Virginia, Maryland, or the District of Columbia. Utility Plant Shift Engineer also requires HVAC Journeyman or Stationary Engineers License, but has modified language that says that license is "(location determined by task order)". Some states (e.g., Idaho) do not require Stationary Engineer certification. Would the government consider removing the designation for Virginia, Maryland, or the District of Columbia and allow the local government team to determine required certifications based on site equipment and state or local requirements? We recommend the licenses be geographically specific to the site identified at the task order level. | Yes | Yes | |||
| Section L.5 | For the past performance requirements, if CPARS are unavailable for submission, please allow for contractors to provide PPQs. | CPARs are automatic for government contracts that have had one year of performance completed. Any Contractors that do not have entered CPARs will be rated as neutral. | NO CHANGE | |||
| Model Contract Section B.2 | The stated contract types are FPAF, FP, LH and CR yet the Model Contract CLIN Structure does not reflect these types. Will the USG be updating the CLINS to reflect that information? | The FBI contract writing system does not print it on the line item of the SF-33 - we have no control over this. We can look into adding it to the CLIN description. | Yes | |||
| Model Contract Section B.5 | The USG notes that this is a partial SBSA - will the USG confirm how many awards will be performed for F&O vs SBSA? | Unable to be determined at this time. | NO CHANGE | |||
| Model Contract Section I | Given the intended contract types that include Cost Reimbursable line items - will the USG be providing CR related clauses at the IDIQ level or will they be included with each task order as solicited and awarded? (e.g. 52.216-7 Allowable Cost and Payment, 52.246-3 Inspection of Supplies - Cost Reimbursement) | No, please refer to FAR 16.307(a)(1) which states clause 52.216-7 is not used with commercial items or services. This is not a cost reimbursement supply contract (i.e. 52.246-3) but instead a hybrid service contract with cost CLINs. | NO CHANGE | |||
| Model Contract Sections B.2 and I | Will the USG be updating the Model Contract to consistently reflect the stated contract types in Section B - for example 52.216-1 Type of Contract notes it is only FPAF. | It is consistently reflected however the FBI contract writing system does not print the contract type on the SF-33. We can look into adding it to the CLIN description so it shows when printed. | NO CHANGE | |||
| Section L.9 Volume 7 | Will the USG be releasing the SEED Task Order with the final IDIQ FRFP? | YES | NO CHANGE | |||
| Section L4.1 | In Section L4.1 (Subfactor 2: Management Team Capabilities), the key personnel list does not match key personnel list in para 1.5.6 of the PWS. Please clarify that the key personnel list matches the task order seed project’s key personnel list. | The key personnel list at 1.5.6 has been deleted. But it should be pointed out the two lists were not intended to be the same. The IDIQ management team at L.4.1 is not key personnel. The IDIQ and Task Order are completely separate. | Yes | |||
| Section M.2.1, Table M.2.1 | In Table M2.1 on pages 68 and 69, there is an error in the chart. Factor 5 is listed as third important, but table says that it is less important than Factor 4, which is listed as 4th important. This is conflicting guidance. Please confirm that the table should state that Factor 5 is slightly less important than Factor 3, not 4. | Updated | Yes | |||
| Section M3.5 | In Section M3.5 on page 70, it states “The government will evaluate each offeror’s price narrative along with the fully burdened labor rates for all key personnel positions for the four (4) geographic for all years, base and four option year.” Section L7.2 calls out six geographic regions. Please confirm and clarify the number of sites. | Updated. | Yes | |||
| Section M.2 Subfactor 3 | In Section M3.2 Subfactor 3 – Management Team Capabilities, it does not identify that Key Personnel will be rated despite being identified in requirements for this section in Section L. Based on the Price evaluation of Volume 5, it appears that Key Personnel are only scored for price and not capabilities. Please clarify. | The intent of this question is not clear. The management team is being assessed as a whole. Language added to make it less ambiguous. | ||||
| Yes | ||||||
| Section M3.5 and Section L7.1 | Section M3.5 – Section L7.1 says that the Task Order pricing needs to be included in Volume 5. Section M3.5 does not say that it is scored. Please clarify. | This has been changed. See the updated price Template for the IDIQ. Labor hour rates for the Seed Task Order is the same information being requested at the IDIQ level. Contractors can duplicate the info to ensure it gets submitted in the correct Volume. | Yes | |||
| Section L1.4 | Section L1.4: “IDIQ Proposals shall not propose nor contain capabilities and experiences of subcontractors, partners, or teaming partners unless it is a sister subsidiary that includes a clear statement of meaningful involvement or the RFP package includes a signed subcontractor agreement with the proposal.” Please confirm that proposals can include the capabilities and experience of a Joint Venture's parent companies when the parent companies demonstrate meaningful involvement in performance of the contract. | Yes, however the Facility Clearance (which is a gatekeeper to award) must be in the name of the Prime contractor on the contract. | NO CHANGE | |||
| PWS 7.1.3 | Please provide position descriptions and qualifications for the following Task Order key position: Fire Alarm Technician, Deputy Program Manager, Operations and Maintenance Shop Lead, Critical Facility Manager (CFM). | These key personnel have been updated. | Yes | |||
| PWS 7.1.3; PWS 1.5.6 | The position titles listed in PWS 7.1.3 differ from the position titles listed in PWS 1.5.6. For example, PWS 7.1.3 lists a Contractor Program Manager, Safety Officer, and Controls Engineer. PWS 1.5.6 lists a Program Manager, Site Safety Officer, and Electrical Controls Engineer. Will the Government please confirm and update the position titles in both places for consistency and clarity? | These have been updated | Yes | |||
| PWS 7.1.3 | Please provide position descriptions and qualifications for the following key position: Security Officer. | These have been updated | Yes | |||
| PWS 7.1.3 | Please provide position descriptions and qualifications for the following Task Order key position: Fire Alarm Technician, Deputy Program Manager, Operations and Maintenance Shop Lead, Critical Facility Manager (CFM). | These have been updated | Yes | |||
| Attachment J-4-EFOM IDIQ Labor Rates Price Template | Please provide an updated Attachment J-4-EFOM to include all the LCATS in the pricing spreadsheet that need to be priced. | The positions that need to be priced are already listed. The requirement is not to price all positions. | NO CHANGE | |||
| Draft RFP B.1 Procurement Objectives; Attachment J-4 EFOM IDIQ Labor Rates Price Template | The geographic regions listed in the RFP do not directly align with the regions listed in the pricing tabs. For example, pricing tab includes a Southwest region, but none of the locations identified in the RFP seem to be in the southwest. Will the Government please confirm and update the locations in both places for clarity? | Pricing template has been updated but we should add as the name implies this contract is intended to be FBI Wide so it is not possible to list definitively all the possible locations. | Yes | |||
| L.9.2.2 Seed Task Order - Price Template. Draft RFP | Please provide the TSC TORFP Price template. | TSC TORFP will only be available to those vendors that provide a FCL at the Top Secret level. | NO CHANGE | |||
| L.6 VOLUME 4: FACTOR 4 – SUBCONTRACTING PLAN. Draft RFP | Please confirm Small Businesses are not required to submit Volume 4: Factor 4 – Subcontracting Plan. | Confirmed. | NO CHANGE |
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