Amendment 1 - Consolidated Questions and Answers PMO.xlsx
XLSX spreadsheet 37 KB Posted
- Attached to
- Buckley SFB Program Management Services
- Solicitation number
- FA254325Q0005
About this file
This is a Questions and Answers document for solicitation FA254325Q0005 "Buckley SFB Program Management Services," which is structured as a competitive SDVOSB set-aside firm-fixed-price contract. The requirement is for six FTE positions including Program Manager, Engineering Technician, Material Control Technicians, and Dorm Maintenance personnel, with a period of performance starting March 30, 2025.
Key details include: proposals are due February 13, 2025 with award estimated for March 24, 2025; the incumbent is Management Solutions, Inc. under contract FA254319FA032; all positions require Secret clearance and NACI background check; no remote work is allowed; the government will provide office space, equipment, and tools; NexGen-IT is the primary database system; price reasonableness will be evaluated on LPTA basis; and wage determination increases are allowable for option years. The technical volume is limited to 15 pages and must address management approach, quality control, and service interruption approach. The current scope has expanded from the incumbent contract with new positions added.
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Sheet1
| Document/Attachment | Page and Paragraph | Question | Answer |
| Solicitation/PWS | 1. Has the acquisition strategy been finalized? 2. What is the anticipated release date for the RFP? 3. What is the designated contract vehicle for this opportunity? | ||
| The solicitation was recently published on SAM.gov as a competitive SDVOSB set-aside. The RFQ is titled “Buckley SFB Program Management Services” under Notice ID: FA254325Q0005. | |||
| Solicitation/PWS | Is this a new requirement? If not can you provide the current contract number and name of the incumbent? Could we interview existing personnel on this contract? | The current contract, FA254319FA032 Program Management Office, is awarded to Management Solutions, Inc. Nothing prohinits the incumbent contractor from allowing its employees to be interviewed. | |
| PWBS Attachment 2 | pg 14 2.6 | Will the government provide metrics on the number of items that required rework | Rework is for unsatisfactory work identifed during quality assurance surveillance found by the Government or by the Contractor quality control. |
| PWBS Attachment 2 | pg 11-13 2.0 | Will the government provide historical performance against the SLA/PLA | We do not understand what this is asking for |
| PWBS Attachment 2 | pg10 1.5.6 pg 15 3.2 | How is the requirement to respond to emergency tickets of 15min deconflicted against the no overtime approved for contract requirement and duty hours mandate | The Dorm Maintenance position is M-F, 0630-1700 hours, the emergency response time of 15 min will be during working hours. |
| PWBS Attachment 2 | pg 3-6 1.2 | The PWS experience required for the Engineering Technician IV are considerably higher than the SCA/WD for this procurement would require. The requirements are more appropriate for an exempt employee. Can the government explain this apparent disconnect | The Government remains firm on Engineer Technician IV as the WD category for the Program Manager and Electrical Facility Interior Utility System Sub-AMP positions. |
| PWBS Attachment 2 | all | A number of databases are referenced in the PWS without specificity can the government provide the systems being used and deconflicted or information on the current workflow and the interaction with those systems to provide more specificity to this FFP effort | Current database used is NexGen-IT. |
| Solicitation FA354325Q0005, RFQ Combo instructions and Basis of Award | Att 1 pg 2 1.8/Solicitation pg 1 | The Solicitation shows a submission date of 31Jan25 and Attachment 1 show a submission date of 13Feb25. Which date is correct? | Currently, the proposal submission deadline is 13 February 2025. An extension will likely be granted with the posting of this Q&A. The correct submission date will be reflected in Attachment 1 and on SAM.gov |
| Solicitation/PWS | Has there been a change to the scope of work and personnel required since the contract was awarded to the incumbent? | Yes, new positions have been added. | |
| PWS | Pg 7. para 1.4.11 | States "Coordinate actions with transportation, supply, or other units". Is a contractor provided vehicle required to fullfill this requirement? | The contractor will not be moving supply items in a vehicle. |
| PWS | Pg 15. para 3.4 | States "Site Visits to other facilities within BSFB may be required". Is a contractor provided vehicle required to fulfill this requirement? | The contractor can sign out the general Governement vehicle to drive between sites. |
| PWS | Pg 11. para 1.6e and Pg 19 para 3.7 | Paragraph 1.6e states that all contractors assigned must have a secret clearance while paragraph 3.7 says that tasks required are unclassified and contractors must obtain NACI clearance. Is a secret clearance is required or an NACI background check? | Both are required |
| PWS | The duties outlined within the PWS seem to indicate that contractor personnel will access government owned networks and databases. Can the government confirm that the personnel support this contract will be issued Common Access Cards? | Yes | |
| PWS | Will the government provide the electronic equipment and office equipment needed to support this contractor or is this a contract requirement? | The Governement will supply electronic and necessay office equipment. | |
| PWS | pg 9. para 1.5 | The duties outlined in this section will required various tools. Does the government provide the required tools or will this be a contractor requriement? | Yes, the government will provide any tools necessary. |
| PWS | pg 9. para 1.5 | Does the government maintain a bench stock of replacement supplies, parts and components related to the dorm maintenance requirement? | Yes. |
| PWS | 1.1 - Scope & Workload | Can the government provide additional details regarding the specific mission-critical tasks that should be prioritized under this contract? | There is no 'mission-critical' task listed in 1.1. |
| PWS | 1.1 - Staffing | Will the contractor be required to provide surge support beyond the six FTEs, or is the staffing level fixed for the duration of the contract? | Only the six FTEs listed within the PWS are required |
| PWS | 1.2 - SOPs | Will the contractor have access to existing standard operating procedures (SOPs), or will we be required to develop new process documentation from scratch? | Existing SOPs will be used. |
| PWS | 2.3 - Risk Management | Will the contractor be responsible for conducting independent risk assessments, or will our role be primarily to support government-led risk management efforts? | Risk assessment details located in PWS paragraph 3.6.3. a.iv. /v. |
| PWS | 2.4 - Success Criteria | How does the government define 'successful performance' for this contract? | Achieving all requirements set forth in the PWS/contract |
| PWS | 3.1 - Security | What level of security clearance is required for each of the six FTEs, and will interim clearances be acceptable for personnel awaiting full clearance approval? | The level of security clearance is secret. There are no interim clearances that allow for personnel to access computers. |
| PWS | 3.2 - Remote Work | Are there any remote or hybrid work allowances, or must all contractor personnel be physically present at Buckley Space Force Base? | There are no remote or hybrid work allowances. All contractor personnel must be physically present at Buckley. |
| PWS | 3.3 - Clearance Sponsorship | Will the contractor be responsible for sponsoring security clearances for new hires, or will the government provide assistance in the clearance process? | PWS 1.6 and 3.7 |
| PWS | 4.1 - IT Systems | Will the contractor have access to government IT systems, networks, and software, or must we provide our own infrastructure for data management and project tracking? | Yes. Only NexGen IT program will be used for infrastucture data management. |
| PWS | 4.3 - Software | Are there existing project management tools that the contractor must use, or is there flexibility to introduce new tools and software solutions? | There is existing software that is to be used. |
| PWS | 5.1 - Budget | Is there a budget ceiling or funding limit that should guide our pricing strategy? | We cannot provide this information |
| PWS | 5.2 - Cost Restrictions | Are there any restrictions on indirect cost recovery, overhead rates, or profit margins that we should be aware of? | No, we do not intend to conduct cost analysis. We will conduct price analysis and it will be evaluated as listed within Attachment 1. |
| 5.3 - Travel | Will travel be reimbursable under the contract, or should all anticipated travel costs be included in the firm-fixed price proposal? | No separate CLINS for travel. All costs should be included within the firm fixed-price quote. | |
| PWS | 6.2 - Facilities | Will the government provide office space, facilities, and equipment for contractor personnel, or must we include these costs in our proposal? | Yes, see PWS 3.4.1 |
| PWS | 6.3 - Incumbent Transition | Is there an incumbent contractor currently performing this work? If so, will there be a transition period, and will the contractor have access to incumbent personnel for knowledge transfer? | The current contract, FA254319FA032, is awarded to Management Solutions, Inc. The Government will not facilitate a transition period, but the contractor can reach out to the incumbent. |
| PWS | 6.4 - Evaluation Timeline | What is the expected timeline for proposal evaluation, contract award, and start of performance? | Award is estimated to be around 24 March 2025. PoP start is 30 March 2025 |
| RFQ | 1.3 - Contract Type | Can the government confirm that this solicitation is structured as a Firm Fixed Price (FFP) contract with no cost-reimbursement elements? | Yes, this will be a Firm Fixed Price contract with no cost-reimbursement elements. |
| RFQ | 1.5 - Period of Performance | Will the government allow adjustments to the proposed pricing due to wage determination increases or inflationary adjustments over the option years? | Yes, wage determination increases are allowable adjustments |
| RFQ | 2.0 - Discussions | Will the government conduct discussions or clarifications before the final award, or should bidders assume initial submissions are final? | The government intends to award without discussions/clarifications. However, we retain the right to have discussions/clarifications if they are needed. Initital submissions should be submitted as final. |
| RFQ | 2.0 - Debriefing | Is there an opportunity for a post-award debriefing if our proposal is not selected? | If not selected and upon request, we will provide the items listed in FAR 15.503(b)(1) in accordance with FAR 13.106-3(d) and 15.503(b)(2). A formal debrief will not be held. |
| RFQ | 3.0 - Price Evaluation | Can the government clarify the method used to determine 'price reasonableness' for this contract? Will there be a comparison to an Independent Government Estimate (IGE)? | Price reasonableness should be based upon competitive quotations when possible which is expected for this requirement. A reasonable price is also a price that a prudent business person would pay for an item or service under competitive market conditions. A comparison to the Independent Government Estimate may be used in determining price fair and reasonableness, but we cannot provide information regarding our IGE. |
| RFQ | 3.0 - LPTA | For evaluation of the 'Lowest Price Technically Acceptable' (LPTA) offer, will the government provide specific scoring details or just a pass/fail determination? | If not selected and upon request, we will provide the items listed in FAR 15.503(b)(1) in accordance with FAR 13.106-3(d) and 15.503(b)(2). A formal debrief will not be held. |
| RFQ | 3.0 - Pricing Feedback | Will the government provide feedback on price reasonableness if our proposed pricing is determined to be unbalanced or outside the expected range? | Quotes are evaluated on an "acceptable" or "unacceptable" basis. If a quote is determined "unacceptable" the reason for it can be provided in general terms upon request per FAR 15.503(b)(1)(v) |
| RFQ | 3.0 - FAR 52.217-8 | Since the RFQ mentions evaluation of FAR 52.217-8 (Option to Extend Services), can the government confirm whether price extensions will be evaluated using historical pricing trends or a pre-determined escalation percentage? | The extensions will be based upon the price of the last performance period before the extension is utilized IAW attachment 1. The extension is subject to Wage Determination increases |
| RFQ | 3.0 - Option Years | For Option Year pricing, should we assume a fixed escalation rate for labor and indirect costs, or will the government provide guidance on acceptable price adjustments? | This is a firm-fixed price contract. Acceptable price adjustment includes Wage Determination increases. Pricing of option years is up to the offeror, but must be complete, reasonable, and balanced per Attachment 1. The quote should contain the offeror's best terms from a price standpoint. |
| RFQ | 3.0 - Price Clarifications | If our cost proposal differs significantly from the government’s expectation, will there be an opportunity to clarify or modify pricing? | LPTA evaluation factors and method will be followed IAW attachment 1. The Government does not intend to hold discussions/clarifications, but reserves the right to if in the best interest of the Government |
| RFQ | 3.0 - Technical Acceptability | Will the government provide additional details on how 'technical acceptability' is assessed for Factor 2 (Technical Approach)? | No, all evaluation criteria are listed within Attachment 1 |
| RFQ | 3.0 - Quality Control Plan | What level of detail is expected in the Quality Control Plan to be submitted within 10 days of contract award? | Enough detail to describe the minimally acceptable levels of service required for each requirement. |
| RFQ | 3.0 - QCP Revisions | Will the government allow revisions to the Quality Control Plan after award, based on operational findings? | Revisions to the Quality Control Plan may be considered depending on the circumstances. |
| RFQ | 3.0 - Past Performance | Are there any historical performance deficiencies from previous contractors that we should address proactively in our approach? | No |
| RFQ | 3.0 - Service Interruptions | For the 'Service Interruptions Approach' section, can the government clarify specific thresholds that define an unacceptable service outage? | See PWS 2.0 Service Summary |
| RFQ | 3.0 - Equipment Installation | Is there an expected timeline for contractor-provided equipment installation and testing before the 30 March 2025 start date? | No. There is no equipment installation requirement |
| RFQ | 3.0 - Government Furnished Equipment | Will any government-furnished equipment (GFE) or software be provided to the contractor for use during performance? | Yes |
| RFQ | 3.0 - KPIs | Does the government have specific performance metrics (beyond the PWS) that will be used to evaluate contract compliance? | No |
| RFQ | 3.0 - Performance Incentives | Can the government clarify whether there are any KPIs (Key Performance Indicators) linked to potential incentive payments or deductions? | This is a firm-fixed price contract, no payment incentives exist under this requirement. Contract may be deobligated for required services not provided by the contractor |
| RFQ | 3.0 - Cybersecurity Compliance | Are there any cybersecurity or IT compliance requirements (e.g., CMMC Level 2, NIST 800-171) that must be met before contract execution? | Cybersecurity will be completed after hiring. 3.6.3a.v.1 |
| RFQ | 3.0 - Onboarding Timeline | Is there a required timeline for onboarding staff, or is there flexibility in phasing personnel in during the contract start-up period? | All personnel should be onboarded by the contract period of performance start date. |
| RFQ | 1.0 - General Information | Confirm Primary NAICS 541330 Engineering Services Size Standard: $25.5 million annual receipts except $47.0 million annual receipts for Military and Aerospace Equipment and Military Weapons and Contracts and Subcontracts for Engineering Services Awarded Under the National Energy Policy of 1992 and Marine. | Confirmed. |
| Attachment 1 | Pg 3, Para 2.E. | Does the Government's "page limits are double sided" mean that in actuality there are double the page limits? For example the number of actual pages for Volume II is 20 as long as they are 10 pages back-to-back when printed? | The intention was for a total of 10 pages allowed. We will remove the double sided language from the document, but increase the page limit for the technical approach to 15 pages in this amendment. |
| Attachment 1 | Pg 3; Para 2.E.1 | Does the Government want every page of the Proposal on company letter head or the just the cover page of Volume II and/or Volume III? | First pages of Volumes I, II and III must be on company letterhead. |
| Attachment 1 | Pg 3; Para 2.E.3 | Is the Offeror permitted to use landscape pages? | Yes, landscape pages are permitted |
| Attachment 2 | Pg 1; Para 1.1 | Which of the six (6) positions are currently vacant, if any? | The two dorm maintenance personnel and the two material control personnel |
| Attachment 2 | Pg 1; Para 1.1 | What is the seniority list (by position and start date on the incumbent contract) for the incumbent personnel? | Unable to provide this |
| Attachment 4 | CLIN 0001 | Will the Government clarify what "(Projected, TBD on Award Date) 30 March 2025 – 29 March 2026" means? What approach should the Offeror take to respond to this? | Our intended period of performance start date is 30 March 2025 |
| Attachment 4 | CLIN 5001 | Will the Government insert a Total Evaluated Price (TEP) line above CLIN 5001 (and below CLIN 4004) to differentiate between TEP and Total Price? | The total awarded price will include the total evaluated price amount (total of Option Years 1-4 and Option Year 4 rates applied to CLINS 5001-5004) |
| Attachment 2 | Pg. 5 - Para. 1.3.6 | What is the current CMMS system used for equipment inventory and maintenance schedules? | NexGen IT |
| Attachment 2 | Pg. 5-6 - Para. 1.3.12 (a-d) | Is "military/infrastructure experience" a requirement or can it be substutited for non-military facilities/infrastructure experience | No |
| Attachment 2 | Pg. 6 - Para. 1.3.13 | Does this requirement have a specific timeline to be completed? | This will need to be completed shortly after hiring to allow indivual to access required computer program. |
| Attachment 2 | Pg. 6 - Para. 1.4 | Are there any specific requirements for "Material Control Technicians?" I.e., education, years of experience? | No, but individual should have knowledge of how a warehouse operation works. |
| Attachment 2 | Pg. 10 - Para. 1.5.6 | Are the required response times only during normal business hours of operation? | Yes |
| Attachment 2 | Pg. 14 - Para. 2.4 | Can we add/submit this position in our price proposal? | The contractor can build this into their quotes, but a separate CLIN will not be provided for this position |
| Attachment 2 | Pg. 15 - Para. 3.4.1 | Will the contractor be provided office spaces and furniture required to accomplish daily tasks? | Yes. |
| Attachment 1 | Page 2, Paragraph 6 | Lowest Priced Technically Acceptable (LPTA) contracts often result in high turnover and poor staff retention, as staff are offered more competitive salaries in the private sector. Poor staff retention disrupts services and increases onboarding costs, negatively affecting contract performance. Would the government consider using a Best Value award methodology? | The Government is firm on the Lowest Price Technically Acceptable offer approach. |
| Attachment 2 | Page 11, Paragraph/Section 1.6 | We have noticed that all labor categories specified in the PWS require a Secret Security Clearance. Would the contractor require a facility clearance as well at the proposal stage? | This will be required after award of contract |
| Attachment 1 RFQ COMBO and Solicitation | Sol Page 2, paragraph 1.8 | SF 1449 shows the Quote Submission Deadline as 31 January, while Attachment 1 states the proposal submission deadline as 13 February. Will the Government please confirm the proposal submission deadline is 13 February. | Currently, the proposal submission deadline is 13 February 2025. An extension will likely be granted with the posting of this Q&A |
| Attachment 1 RFQ COMBO | Page 10, Paragraph E.3.2. bullet #1 | Will the Government provide an equipment list with procurement dates in order to allow offerors the ability to establish a replacement plan/priority list? | No. The list already exists in NexGen IT and this will be the only program used for equipment information. |
| Attachment 1 RFQ COMBO and Attachment 2 PWS | Page 10, Paragraph E.3.2 bullet #2 | The RFQ references "training and equipment maintenance plans as specified in the PWS (Attachment 2)" however these items do not appear in the PWS. Will the Government clarify as to which PWS paragraph this requirement references or remove this requirement? | These items will be removed |
| Attachment 2 - Performance Work Statement | Page 10, Para 1.5.6 | Requestiong clarity of response times. Specifically, is this requiring 24/7 coverage for Emergency & Urgent classifications? Or are these response time within the duty hours of the contractor? | There is no 24/7 coverage requirement. |
| Solicitation+-+FA254325Q0006 | Pg3-5 | Do we have to fill the proposed price ? | This should be conducted on Attachment 4 |
| Attachment+1-RFQ | Pg-3 para E | Price volume limit 10 page. Is customer expecting a discriptive price volume ? If yes then what should we answer in it? | Price volume should include the provided price sheet and meet all other elements listed in Attachment 1 for the price quote. The contractor can provide supporting/misc. information if needed with the remaining pages. |
| Attachment+1-RFQ | Pg-3 para E | Price volume excel is Attachment+4+-+PMO+Pricing+Sheet given then what details we need to provide in Volume 1 | Price volume should include the provided price sheet and meet all other elements listed in Attachment 1 for the price quote. The contractor can provide supporting/misc. information if needed with the remaining pages. |
| Attachment+2-PWS | Pg 11 para 1.6 | Does Dorm Maintainance personnel needs security clearance? | Yes |
| Attachment+2-PWS | Pg 11 para 1.7 | Can maintanence personal work on public trust clerance ? | No |
| Attachment+1-RFQ | Pg-10 | As per factor -2 evaluation -Include in the technical capability a plan for meeting the 30 March 2025 start date involving any lead times for ordering equipment as well as equipment placement or refresh. Can government clarify the equipment requirement ? As per PWS offers need to provide only labor CLIN pricing | There is no equipment requirement. This language will be removed |
| Attachment+1-RFQ | Pg-10 | Factor 2- Management Approach - offer need to provide training and equipment maintenance plans. Please clarify as we do not find such requirment in PWS | These items will be removed |
| Attachment+1-RFQ | Pg-10 | Please provide the lisit of equipment if applicable to this PWS | The contractor is not required to provide any equipment. |
| Can the government please share the current level of effort, current contract value? | The current contract, FA254319FA032 Program Management Office, is awarded to Management Solutions, Inc. We are unable to provide current contract value | ||
| Attachment1-RFQ COMBO - Instructions and Basis of Award | Pg 10 of 10, 3.0. BASIS OF AWARD |
E. Evaluation Factors
2. Factor 2 – Technical Approach:
| Management Approach & Quality Control and Service Interruptions Approach | Would the Government kindly clarify the distinction between the Quality Assurance Planning under the Management Approach section of the Technical Approach (Volume II) and the Quality Control and Service Interruptions Approach of the Technical Approach (Volume II), including any differences in scope, focus, or evaluation criteria? Can the Government please confirm if these are the same? | Confirmed. |
| Attachment1-RFQ COMBO - Instructions and Basis of Award | Pg 10 of 10, 3.0. BASIS OF AWARD |
E. Evaluation Factors
| 2. Factor 2 – Technical Approach: Quality Control and Service Interruptions Approach | Would the Government please consider excluding the Quality Control and Service Interruptions Approach from the Technical Approach (Volume II) page limit, given its detailed focus on service monitoring, compliance measures, and corrective actions, to allow for a more comprehensive and structured response while maintaining clarity and conciseness within the allotted limit? | Page limit for technial approach will be increased to 15 pages in this amendment, but this needs to be included within the technical approach. | ||
| Attachment 2 -Performance Work Statement | Pg 5 of 20, Paragraph 1.3 - Facility Interior Utility Systems Sub-AMP Support | Would the Government kindly clarify the current tools, software, or equipment being utilized for the Facility Interior Utility Systems Sub-AMP Support task requirement? | Microsoft office, NexGen IT | |
| Attachment 2 -Performance Work Statement | Pg 6 of 20, Paragraph 1.4 - Material Control Technician | Would the Government kindly clarify the current tools, software, or equipment being utilized for the Material Control Technician service requirement? | Microsoft office, NexGen IT | |
| Attachment 2 -Performance Work Statement | Pg 6 of 20, Paragraph 1.2 - Program Manager | Would the Government kindly clarify the specific tools, software, or equipment requirements for the Program Manager service requirement? | Microsoft office, NexGen IT | |
| Attachment 2 -Performance Work Statement | ||||
| Attachment1-RFQ COMBO - Instructions and Basis of Award | Pg 3 of 10, Point E - RFQ | |||
| Section 1.1, PWS | In Section 1.1 of the PWS, the Government has specified the requirement of 6 (six) FTEs while in Section E of 2. Instructions to Offerors in the RFQ, it is stated that "Qualification statements/resumes and/or intent to sign letters, Table of Contents, Glossaries, Tabs, and List of Acronyms do not count against the page limit. None of these items are required, but if they are included, they shall be submitted with Volume III". Considering this, we assume that there is no requirement of resume submission. | This is correct | ||
| Attachment1-RFQ COMBO - Instructions and Basis of Award | ||||
| GENERAL | Would the Government consider granting an extension to the proposal submission deadline to ensure fully compliant and well-prepared proposals? Additional time would allow for thorough proposal development, accurate pricing, and effective resource planning, supporting a more competitive acquisition process. | An extension will likely be granted with the amendment and posting of this Q&A document. | ||
| FA254325Q0005 | N/A | Will the government consider a pre-rfp release site visit. Without the site visit a incubant will have a tremendous advantage. | A site visit will not be held for this requirement | |
| FA254325Q0005 | N/A | How many facilities are on the MX schedule? | Two Dorm Buildings for the Dorm Maintenance Personnel. Do not currently have an answer on total facilities on base for the other positions | |
| FA254325Q0005 | N/A | The PM is managing the FSRM list; Do you have a SABER contractor accomplishing the engineering packages? | This could not be confirmed by the COR. |
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