DCC_Questions.docx

Atch 8 Questions and Answers

1. Are the customers responsible for their own presentations?

For the most part yes, we get them started and they run PowerPoint presentations, etc… themselves. Except for the Auditorium and Corona Room, we run the control rooms.

2. What is the frequency of use of the DCC?

Anywhere from 220-330 events per year, so we are busy throughout the year with the exception of maintenance days and maintenance weeks (when we have HVAC, lights, equipment repair/upgrades, etc.) and holiday time when usage drops.

3. Will you publish an attendee's list from the site visit?

Yes, the sign in sheet is listed as Atch 7.

4. What are the periods of occasions and can one VI Tech operate the event?

One AV tech can manage one event and that happens, but not often. However, since we have multiple events occurring daily, more than one tech is required.

5. I know government approves OT, but does it pay for it reimbursable?

Surge Hours are built into the contract and are used for 4-Star and other DV events only. Typical events do not require surge hours.

6. Is the presentations support at DCC supplemented by GS personnel or military? No.

7. 1.3.7. Leave: The DCC shall be fully manned at all times during the center's normal operating hours. The Contractor and DCC management shall coordinate employee absences that exceed 72 hours.

Question: Is leave mentioned at exceeding a 72 hours period ...measured by three days or 9 days?

Three days, not nine.

8. Paragraph 1.2.2, NOTE: Volume 1 should contain a tab for Evaluation Factor 1 – Price Evaluation. However, prices will be included in a separate binder/folder since the customer will not be privy to pricing information.

Question: How or where is the contractor to provide their pricing if not included in Volume 1? Should it read “Volume 2” should contain a tab as required in paragraph 3.2.2 Volume Organization?

There should be 2 volumes of information. Volume 1 will have pricing as requested. Volume 2 will contain all information other than pricing, because pricing is in Volume 1.

9. Table 1.2 – Proposal Organization and Paragraph 3.2.2 - Volume Organization.

Question: Table 1.2, Volume II does not include a Tab 1 Evaluation Factor 1 – Price Evaluation but it is included as a requirement under paragraph 3.2.2 Volume Organization. Please clarify as to whether Volume 2 should contain a tab for Evaluation Factor 1 – Price Evaluation.

There should be 2 volumes of information. Volume 1 will have pricing as required. Volume 2 will contain all information other than pricing, because pricing is in Volume 1.

10. Paragraph 3.0 – Executive Summary & Paragraph 3.2.2 – Volume Organization

Question: Is the Executive Summary included in the 70-page limit? Where in the Volume Organization do you want the Executive Summary?

The Executive Summary will be included in the 70-page count and the summary is at the beginning of the Volume 2. Only pricing information will be in Volume 1.

11. Paragraph 4.0 – Evaluation Factor 2 & Table 1.2 – Proposal Organization Technical Approach. All offerors are required to submit an original Technical Approach plus four (4) copies. Table 1.2 lists Volume I and Volume II as 4 Hard Copies/1 Disk Copies.

Question: Is the contractor to submit one “original” proposal plus four copies or is the original included in the 4 hard copies count listed in Table 1.2?

1 original and 4 copies.

12. Paragraph 4.4 (d) Letters of Intent and (2) Resumes for all Key Positions Question: Request that this requirement be deleted as it leans to favor the incumbent in proposal evaluations. If it is to remain a proposal requirement, may contractors submit Position Descriptions to include representative experience, training, and education?

DCC requests resumes to ensure an individual is technically knowledgeable in the key areas necessary to utilize, maintain, perform preventive maintenance, research, etc., in support of the equipment in the center.

13. Paragraph 5.0 - Evaluation Factor 3. Past Performance.

Additionally, past performance should demonstrate ability to deploy personnel worldwide.

Question: The Davis Conference Center Multimedia and Information Management Services contract is performed solely at MacDill AFB why is there a past performance requirement to show ability to deploy personnel worldwide?

This should be removed, they will not deploy. However, they will be required to do site visits during technical expos (e.g. Orlando’s Info Comm)

14. Will you be issuing a full solicitation document?

The Combined Synopsis-Solicitation posted on FBO is the only one that will be provided.

15. I was unable to find a SECTION B. is there one?

Disregard comment reference to “Section B”. Section B contains the pricing information on the SF1449 and is provided for on the form as a continuation page. The reference to “Section B” should not and does not have a bearing on the proposal submission.

16. How many hours per month will each position work?

Each position will be working 40-hours per week or 160-hours per month. This does not include any surge hours for events that require more hours during the day to complete their agendas; these are normally 4-Star events that require an exception to policy approved by the Installation Commander. As you know, we have 100 hours for AV/IT and 100 hours for Event Manager.

17. There was not a SF1449 or list of Contract Line Item Numbers (CLINs) of services to be provided in the FBO documents.

All information is contained in FBO, including the CLINs. A SF1449 will be issued upon award only.

18. Question: How or in what format do we provide our pricing for this solicitation?

The format in the “Descriptions of Requirement” section in the Combined Synopsis-Solicitation posted on FBO is sufficient for providing pricing information.

19. Question: Will deadline for proposals be extended?

No, proposal deadlines will not be extended

20. 2. Does the current contract require four full-time positions for the entire Option Year 4? For Option Year 3?

Yes…..all four full-time positions will be required from base year through option year 4.

21. Under the Audio Visual Technicians narrative, para 4.5.9 of the PWS states “…Contractor will provide trained and qualified employees who can…”. Within the AV market space, the CTS (Certified Technology Specialist) certification is the most relevant and recognized AV certification, yet neither this nor any other AV certification is required for either of the two AV positions. Requiring an AV certification for both AV positions would provide better-qualified personnel to introduce proven, current best practices on the use of AV equipment in the DCC as well as enable creation of a more insightful AV technology refresh plan. Would the government consider adding CTS certification as a requirement in lieu of the Security+ certification for one of the two AV Technician positions?

A Certified Technology Specialist Certification is not on the DoD or AF approved list and cannot be considered in lieu of a Security+ Certification.

22. Hirsch Velocity software is listed in the Technical Requirements Tables (paras 4.6.11 and 4.7.1.10 of the PWS), along with associated tasks, for the Events Manager and Client Support Administrator and Information Technology Service (CSA/IT) positions. The software is not listed in the AV Technical Data Table of para 4.5.35, nor are any AV Technician tasks associated with the software. Yet the AV Technician description of para 4.5.8 of the PWS states “…Must be skilled at using Hirsch Velocity Software and managing Hirsch Security Systems”. Having no mandatory tasks involving Hirsch Velocity software identified for the two AV Techs, would the Government consider removing the requirement for the AV Techs to be skilled in the software at contract award (and accept the AV Techs achieving this thru post-award cross-training) because as listed it appears to be unnecessarily restrictive?

Hirsch software is a force protection initiative that the conference center introduced to enhance security. The software is simple, runs on a dedicated laptop and is used to lock exterior doors automatically on a daily basis. It also allows you to change the times when it locks the exterior doors based on conferences ending at other than normal closing time and during an emergency, it can lock all doors simultaneously.

23. To enable us to properly plan an approach for surge support, for each of the Key Positions how many surge hours (not dollars) of overtime were actually used in Option Year 4? In Option year 3?

AV used 76 hours in Option Year 4 and 61 in Option Year 3; Event Manager used 66 hours in Option Year 4 and 54 in Option Year 3.

24. For each of the Key Positions, how many surge hours (not dollars) of overtime were actually used in Government Fiscal Year (GFY) 2012? In GFY 2011? In GFY 2010?

AV used 58 hours in FY12; 42 in FY11; 49 in FY10… Event Manager used 41 hours in FY12; 52 in FY11; 47 in FY11.

25. Can we propose a different labor mix than the one proposed in the PWS and on the incumbent contract?

No. The DCC will not deviate from the needs it requires to run the center. The DCC takes four contractors in the areas identified (Events Manager-Lead; Senior AV/IT Technician; AV Technician; CSA) to effectively and efficiently run operations, therefore, no other proposal will be entertained.