Q&A.pdf

Questions pertaining to the Keesler AFB Multimedia Services requirement are listed below with answers in bold type.

1. Are Personally Owned Vehicles allowed for contractor use? Yes, the contractor can use POVs on base.

2. Are any vehicles provided on the current contract? If so what is the historic number? The government does not provide vehicles for this contract.

3. 3.3 CFE notes that the contractor is to provide a computer and database for work tracking. The GFE list includes computers. Can the GFE be used for this purpose? The contractor is responsible for all CFE including the computer and database for work tracking.

4. Will CFE computers be allowed to operate on the AF network? No, only GFE computers serviced by 81 Communications Squadron will be allowed on the AF network.

5. 3.4 lists a Hot Roll Laminator as CFE and there are laminators included in the GFE? We interpret these to not be the same equipment and is that correct? They are not the same equipment. The contractor is responsible for all CFE.

6. 3.5 lists an Edge Trimmer as CFE and there is a trimmer included in the GFE? We interpret these to not be the same equipment and is that correct? These are two different pieces of equipment for two different tasks. The contractor is responsible for all CFE.

7. We interpret section 1.1 in Appendix B to indicate that all paper, batteries, lamination, office supplies and other expendable materials are CFE. Is this correct? Yes, although this is not classified as equipment but supplies covered in the CLIN.

8. Since the contractor is to provide bulb replacement (4.6), will the government describe the lighting that is currently in the building? Has the lighting been updated with LED fixtures? Building 0902 currently has fluorescent and incandescent lighting. The base has not updated our building with the LED fixtures yet.

9. 1.1.2 Appendix B states the contractor shall provide all data storage devices yet there are numerous devices listed in the GFE spreadsheet. Will the government clarify the requirement. The contractor is responsible for CD/DVD supplies and data storage for CFE equipment.

10. Are production software licenses (Adobe Cloud, Office,...) a part of the contractor responsibility or provided by the government? The Adobe Cloud is provided on the GFE. Office is provided on government workstations for AF email services. Office is not always provided on standalone systems (I.e...Mac computers)

11. Is this RFP essentially the same as the current requirement? Does this RFP have increases or decreases in the requirements from the current contract? The Request for Proposal (RFP) is essentially the same.

12. Is there a current Incumbent? Yes

13. What is the name of the current Incumbent? Multimedia Marketing Associates, Inc.

14. Is the incumbent able to compete for this line of business? Yes

15. Is this an entirely new requirement? No

16. Will this contract require a security clearance? Para 1.20.1 identifies as a minimum, Contractor personnel shall successfully complete a National Agency Check with Written Inquiries (TIER 1) before operating Government-furnished workstations that have access to AF automated information systems. Any personnel with access to classified material will be submitted by the Contractor’s Facility Security Officer (FSO) for a Secret security clearance. The Contractor shall comply with the requirements of DOD 5200.2-R, Personnel Security Program; AFI 31- 501, Personnel Security Program Management, 25 Jan 05; and AFMAN 33-152, User Responsibilities and Guidance for Information Systems, 1 Jun 12.

17. Are there any Key Personnel for this contract? No

18. What are all of the labor categories for this contract? This is a performance based requirement. The contractor must decide the appropriate labor categories.

19. What is the POP for this contract? Base Year: 1 Oct 18 – 30 Sep 19 Option Year 1: 1 Oct 19 – 30 Sep 20 Option Year 2: 1 Oct 20 – 30 Sep 21 Option Year 3: 1 Oct 21 – 30 Sep 22 Option Year 4: 1 Oct 22 – 30 Sep 23

20. Is this a LPTA requirement? No, see FAR provision 52.212-2 Evaluation – Commercial Items included in the solicitation.

21. Does the government have an estimated man-hours for this requirement? Estimated man-hours is not provided. See PWS Appendix D Workload Estimates and Appendix C Work Order Priorities.

22. Based on the solicitation, there is currently no way for the Government to know the level of staffing effort that coincides with each competitor’s price proposal. Would the government be willing to increase the response requirement to include submitting a staffing plan? No, this is a non-personal service, performance based requirement. Evaluation will not include review of a staffing plan.

23. Can I submit resumes of qualified professionals along with my price? No resumes will be reviewed

24. Is there a page limit for the Past Performance Information? Provide a list of no more than 3, of the most relevant contracts performed for Federal agencies or commercial customers within the last 3 years; and ensure references listed are provided the Past Performance Questionnaire (PPQ), Attachment 4 for completion. See Addendum to FAR 52.212-1(b)(10) Past Performance Information (PPI) included in the solicitation.

25. What are font requirements for the proposal in terms of size and font type? No specific requirements.

26. Under the evaluation criteria, the government is looking for past performance that has occurred during the last 3 years. Would the government consider changing this to 5 years to allow for a better representation of an offeror’s past performance history? In order to be considered recent, some portion of past performance must have occurred during the last 3 years from date of receipt of proposal.

27. PWS paragraph 1.6.1.5, states that IMI Interactive Multimedia Instruction Graphics support will be provided to the 81 TRSS/TSUI and wing level requirements. Are we to assume that any associated workload for this support is included in Appendix D of this solicitation? Yes

28. PWS paragraph 1.9.7, Video and Still Camera Equipment and PWS paragraph 1.9.8, Video Camera and Recorder System, states the contractor shall issue video cameras, recorders and associated accessories. There does not appear to be any associated workload for this task, will the government please provide? The government does provide limited equipment for self-help projects for customers to utilize for services no longer provided under contract. Items can be requested through our contracted personnel or any member authorized to check out visual information equipment.

29. During the site visit we were shown a self-help area, what type of support is the contractor required to provide? Will the government please provide associated workload for this service? See answer to question 3.

30. PWS paragraph 1.10, Equipment Maintenance. Is there any equipment that the contractor is required to maintain service agreement for? If so, what equipment and what is the associated cost of any agreements? There is currently no cost associated to maintaining service agreements.

31. PWS paragraph 1.1.5.2.2. General ethics, telephone and email etiquette, excellent communications and customer service skills. Contractor personnel shall maintain open and professional communication with members of the Public Affairs staff. Complaints validated by the Public Affairs Officer/NCOIC shall be reported in writing to the Contract Administrator and the Contractor for action. Failure of the Contractor to correct validated complaints raised by the PA staff and the Contracting Officer (CO) will be considered a failure to perform. The Contractor personnel shall display a professional, positive, and cooperative attitude while in the workplace.

The government has an implied duty to cooperate with a contractor, yet paragraph 1.1.5.2.2 seems to breach this implied covenant by interfering with the contractor’s management of its personnel. Numerous DoD Directives, FAR clauses and Joint Ethics Regulations make it clear that a Contracting Officers must not tell a contractor to hire or fire a particular employee, reassign or discipline an employee, grant or deny leave or change employee duty hours. Yet, this paragraph and Service Summary Item 1 taken together seem to do just that. The phrase within the paragraph “failure to perform” is synonymous with Termination for Default. Yet it makes 100% compliance a contract condition that would lead to a Termination for Default if the 100% were not achieved.

In addition, Section 2, Service Summary references paragraph 1.1.5.2.2 states the contractor will correct validated complaints raised by the PA staff and the Contracting Officer (CO) and has a performance threshold of 100%. I’m sure all contractors desire to provide outstanding customer service to both internal and external customers. This appears to be very subjective and extremely harsh without taking into consideration the complaint itself since the complaint can be made and validated by the same individual.

The resulting contract will be performance based; therefore, the government will not tell the contractor to hire or fire a particular employee, reassign or discipline an employee, grant or deny leave or change employee duty hours. The contractor’s employees will essentially be Customer Service Representatives and expected to exibit general ethics, telephone and email etiquette, excellent communications and customer service skills. The intent of para 1.1.5.2.2. is not to say if the contractor makes any mistakes in this area they will be terminated. Rather, the contractor is required to provide corrective action in response to all validated complaints. All customer complaints must be validated by a Contracting Officer Representative (COR) and final validation must be done by Contracting Personnel.

32. PWS paragraph 1.6.1.11. Scan documents and convert them to a Portable Document Format (PDF) using Contractor-furnished GIS and Contractor-furnished software (Adobe Acrobat) as identified in AF Form 833 work orders. Scan text documents perform Optical Character Recognition (OCR) on the documents using Contractor-furnished GIS and Contractor-furnished software (Omni Page Pro or equal) and convert the document to a Microsoft Word format. For document scans, each page scanned and converted will receive a work count of one (1).

Since technology has changed over time, is Optical Character Recognition (OCR) and Omni Page Pro the preferred method of scanning documents?

There does not appear to be any workload for this task, will the government add the appropriate workload? PWS Paragraph 1.6.1.11. should be removed.

33. Is there a minimum level Photographer labor category (i.e.. Photographer I, II, III or IV) for any of the Photographic and Videographer positions? This will be a performance based contract. The contractor must decide that the labor category level provided is able to fulfill the requirement.

34. The government references BVIM and BMM throughout the solicitation, will the government clarify which is the correct one? The correct one is BVIM for Base Visual Information Manager.

35. PWS paragraph 1.7.3.12. PA Photography. The Contractor shall provide professional photographic support to the base PA Office, who employs photojournalism techniques of storytelling images through composition, lighting, decisive moment, and other accepted standards as currently displayed in national magazines and newspapers.

Since this position appears to be one of a critical nature, does the government require a certain level photographer classification to be assigned to this position? (Ie… Photo I, II, III or IV) This will be a performance based contract. The contractor must decide that the labor category level provided is able to fulfill the requirement.

36. PWS paragraph 1.7.3.12. PA Photography, is the workload associated with this position included in the numbers reflected in Appendix D, Workload? Yes

37. PWS paragraph 1.7.4.6. Work Control System, does this system only apply to the work being performed in the Video section or can it be part of the main work order tracking system? This can be part of the main work order tracking system

38. The prior solicitation had CLIN’s for Reimbursable Parts which were determined at contract award.

What were those values for;

CLIN 0002?

CLIN 1002?

CLIN 2002?

CLIN 3002?

The Government cannot provide CLIN pricing.

39. PWS paragraph 1.1.3, Work Control states this system shall provide for logging and tracking of all Keesler VI Service work orders, numbering them, and showing the status of each work order. Is this system something that the government is providing or something the contractor needs to provide?

Is this system the database program referred to in Appendix B, paragraph 3.3? Yes

40. During the site visit we were shown the Public Affairs Office and it was indicated that the contractor provides a photographer to support PAO and that person had office space within the PAO. Is the photographer assigned full time to PAO? The primary duties are to fulfill the requirements of PWS paragraph 1.7.3.12. - 1.7.3.16 as well as Alert/Emergency Photographer duties stated in PWS paragraph 1.7.3.17 - 1.7.3.27. This is a performance-based requirement and therefore the interested offeror is solely responsible for determining how to ensure requested services, contained in the PWS, are met and how many personnel it will take to do so.

41. Paragraph 4.6, states the contractor is responsible for purchasing and replacing all light bulbs and fluorescent tubes for the VI facility. Can the government provide an estimated cost associated with this task? Estimated less than $500 annually for approximately 100 bulbs/tubes.

42. PWS paragraph 1.7.4.14. PA Programming. The Contractor shall perform skills in video documentation and broadcast journalism. Perform specific tasks that range from preparing and releasing information to the media, to understanding how to set up a unit web site. Prepared to write and announce broadcast news and spot information pieces. Perform voice dynamics and developed broadcast voice delivery skills for radio and video production. Able to deliver various radio shows, including news and music, and audio spot production, and has examined the principles of recording and editing. Perform video shooting and editing, lighting skills, captioning, and studio operations, as well as more complex tasks such as spot, feature, and documentary production.

The above requirements appear to be new to this contract, will the government please provide workload for setting up web sites, preparing, writing and announcing broadcast news and spot information pieces? Also, how many radio shows have been produced? What complexity level does the government consider these tasks to be? Modify paragraph 1.7.4.14. to the following:

"1.7.4.14. PA Programming. The Contractor shall produce “fast” (newsworthy and able to turn product in 12-24 hours) broadcast products for all platforms such as the official Commanders Access Channel, Keesler Website and social media. Furthermore, these broadcast products will consist of Keesler events (change of command, parades, etc.) human interest stories, (i.e., a day in the life of Security Forces patrol), local stories of interest to Keesler personnel, military news, and others events as determined by PA that meet 81 TRW/CC & 2 AF/CC priorities. Each story in and of itself could be considered of average complexity. These broadcast products and all associated programming on CAC 14 are included in Appendix C with the listing for PA/CAC Fast Productions. The Contractor shall perform skills in video documentation and broadcast journalism. Prepared to write and announce broadcast news and spot information pieces. Perform voice dynamics and developed broadcast voice delivery skills. Able to deliver various radio-type shows like podcasts, and audio spot production, and has examined the principles of recording and editing. Perform video shooting and editing, lighting skills, captioning, and studio operations, as well as more complex tasks such as spot, feature, and documentary production."

All workload estimates are based on the PA/CAC category. The only radio show-like product we produce is a monthly podcast. We consider these tasks to be of average complexity mostly due to the need to shoot and edit said product in a turn around time.

43. PWS 1.7.4.4. Advice, Assistance and Searches, will the government provide workload for this task?

There is no workload associated with this task just provide advice and assistance to the customer.

44. There seems to be a conflict between paragraph 1.6.1.11 and Appendix B paragraphs 3 – 3.5 Minimum Contractor-Furnished Equipment (CFE). Please clarify. PWS Paragraph 1.6.1.11. should be removed.

45. PWS paragraph 1.7.4, Video/Audio Production, it appears that the workload has increased in this area, does the government expect this trend to continue? There is a potential for growth in this area as the demand for video becomes more and more prevalent, but there is no way to know for sure exactly how much more will be required at this time, or to know exactly how the workload will increase.

46. Would you please clarify the requirements of paragraph 1.1.5.2.2 and Services Summary Item 1?

Could you please provide of the types of complaints you are speaking of and the corrective actions that would be expected.

See the answer to question 31

47. What is the current value of the incumbent contract? The current contract was awarded for the amount of $2,175,258.00.

48. Do you expect any supply cost associated with this training of PA personnel? No

49. In paragraph 1.7 paragraph 1.21.5 is referenced. There is no paragraph 1.21.5 in the PWS. Please Clarify. PWS Paragraph 1.7 is incorrect and should state the following: " IAW AFI-35-109 Public Affairs Visual Information 1 June 2017. "

50. Reference: 1.1.5.2.2. General ethics, telephone and email etiquette, excellent communications and customer service skills. Contractor personnel shall maintain open and professional communication with members of the Public Affairs staff. Complaints validated by the Public Affairs Officer/NCOIC shall be reported in writing to the Contract Administrator and the Contractor for action.

Failure of the Contractor to correct validated complaints raised by the PA staff and the Contracting Officer (CO) will be considered a failure to perform. The Contractor personnel shall display a professional, positive, and cooperative attitude while in the workplace.

Attachment 1 Services Summary

Reference paragraph 1.1.5.2.2. Is it the government’s position that a complaint filed by any member of the PA staff, validated by the PA Officer or the PA NCOIC and then reported in writing to the Contract Administrator and the Contractor for action must be corrected by the Contractor to the satisfaction and discretion of the PA Officer or the PA NCOIC? What degree of discretion is waived by and afforded by the Contracting Officer to the PA Officer or PA NCOIC in reaching a determination that the corrective actions taken by the Contractor were insufficient or otherwise failed to correct their “validated complaint”? If the “failure” by the Contractor to “correct validated complaints” is considered a “failure to perform” (presumably by the PAO or NCOIC), is it the government’s intention to terminate the contract for default (T4D), since “failure to perform” is the prerequisite for a T4D and 100% compliance is required? Would you please clarify the intent of this question? See question 31

51. Who is the incumbent? See the answer to question 13

52. Does the incumbent do the wood or metal fabrication for graphics signs, displays and exhibits, etc.

on site or offsite? Is space available if a new contractor wanted to do all the work on site? All engraving is done on site and there is available space.

53. The government has an implied duty to cooperate with a contractor, yet paragraph 1.1.5.2.2 seems to breach this implied covenant by interfering with the contractor’s management of its personnel.

Numerous DoD Directives, FAR clauses and Joint Ethics Regulations make it clear that a Contracting Officers must not tell a contractor to hire or fire a particular employee, reassign or discipline an employee, grant or deny leave or change employee duty hours. Yet, this paragraph and Service Summary Item 1 taken together seem to do just that. What possible corrective action could a contractor take “after the fact”. Would an apology for not smiling suffice? Would the only “corrective action” be employee termination? The phrase within the paragraph “failure to perform” is synonymous with Termination for Default. Yet it makes 100% compliance a contract condition that would lead to a Termination for Default if the 100% were not achieved. Would you please clarify if the intent is to have this paragraph act as a “sword of Damocles” over the contractor or otherwise diminish the contractor’s right to manage its employees? See the answer to question 31

54. Can the Government please provide the following:

a. Total # of personnel including their SCA Labor Category i.e. Photographer IV or Illustrator II This will be a performance based contract; therefore the government will not be providing this information.

b. Provide the SCA hire dates for all incumbent staff who are supporting an SCA coded position so bidders can appropriately price paid time off so we are compliant with DOL SCA requirements.

Incumbent staff information will not be provided during solicitation phase.

55. Under the Statement of Equivalent Rates for Federal Hires paragraph on page 36 of the solicitation subparagraph a. it list 36.25% as the total fringe benefit factor. Please confirm this is for information only and there is not a requirement to use the 36.25% fringe in our pricing? The information provided under the Statement of Equivalent Rates is for information only.

Performance Objective Para. Performance Threshold

1. Correct validated complaints raised by the PA staff and the Contracting Officer (CO)

1.1.5.2.2. 100% compliance

56. The Vacation that is presented in sub paragraph d. and the vacation that is incorporated into the WD 15-5147 rev 5, are different, which is correct? The information included in FAR 52.222-42 is for information only. The applicable wage determination is WD 15-5147 Rev 5.

57. Does the Wage Board Pay Schedule mentioned in sub paragraph d. apply to this contract? The information included in FAR 52.222-42 is for information only.

58. Para. 3.3.11 states the contractor is responsible for all transportation requirements except those in restricted badge areas. In order to estimate transportation costs, please provide how many occurrences and mileage requiring contractor furnished transportation the estimated miles per year. Contractor personnel use their POVs for all assignments except for restricted badge areas. This information has not been tracked by the government and the current contractor does not know the annual mileage.

59. Para 1.7.3.17 states the contractor will provide an alert photographer who will keep the Command Post informed at all times of their location and can use a Contractor-provided cell phone, pager or other reliable method. Appendix E_GFP lists 5 I Phones. Are these I Phones available for use by the contractor? No, the Contractor is responsible for their own cell phones.

60. Please provide a list of existing Full Time Employee (FTE) specific job titles and associated number of positions for the current effort. This will be a performance based contract; therefore the government will not be providing this information.

61. Please provide a list of existing Part Time Employee (PTE) specific job titles and associated number of positions for the current effort. This will be a performance based contract; therefore the government will not be providing this information.

62. Please provide the existing job descriptions for the current effort. This will be a performance based contract; therefore the government will not be providing this information.

63. Please provide the estimated annual hours for each position, i.e. FTEs at 1,920 hours or 1,880 hours or another estimate—based on ten (10) Federal paid holidays and two (2) or three (3) weeks paid time off. This will be a performance based contract; therefore the government will not be providing this information.

64. For 508 Compliance, what specific deliverables do you require? Closed or Open Captions? Audio Descriptions? Open/Closed captions are required by the Code of Regulations (CFR) Title 36, Part 1194, Section 508 if requested at any time by an individual with disabilities through the Freedom of Information Act. There is a 508 compliance letter required to be signed by the requesting customer to be responsible for any costs associated with 508 compliance.

65. Please provide a list of current Contractor-furnished software and associated number of licenses for each. Software/equipment and/or proprietary information furnished by current or another contractor performing duties at KAFB will not be provided.

66. Please provide a list of current Contractor-furnished equipment. Software/equipment and/or proprietary information furnished by current or another contractor performing duties at KAFB will not be provided.

67. Can the Government provide a list of Government provided site licensed software, which the Government is providing for this requirement? Does this include Office and/or Adobe products and if so, which products? List of current Government-furnished software was provided on the GFE and uploaded on Wide Area Work Flow.

68. Will the contractor require commercial internet services to access various sites that may be restricted by the government? Yes

69. For purposes of determining materials costs, will the Government provide the offeror the number of photographic prints, large format prints, engravings, letter posters, maps, calendars, contact sheets and Compact Discs (CDs) paper, illustration board, card stock, vinyl coated Styrofoam, plastic panels, wood, metal, etc. associated with the number of work orders? Please see Appendix D "Workload Estimates"

70. Is the Cable Access Television channel (CAC) a public or a closed channel? The CAC is a closed channel for Keesler Air Force Base and Keesler base housing.

71. Does your channel stream video or graphics/slides or a combination of both? Both video and graphics.

72. Do you require Section 508 Compliance on PA programming? It is a closed channel provided by Cable One for Keesler AFB and base housing only. Closed captions and audio descriptions as required by Air Force Instruction 35-109.

73. Please provide more information on Broadcasting and the expectations for the contractor. Does this mean live streaming? Will the contractor need to provide all equipment for a live broadcast? Will the contractor need to coordinate with other Contractors, vendors, and government personnel? Please define their roles in the live broadcast. We’d request the contractors be able to operate and manage the equipment we’ve provided (Sling Studio) that enable live streaming on live streaming platform, such as YouTube, Facebook or Instagram. There currently will be no requirement to conduct live broadcast via or to the CAC. The role of the contractor would be to set up cameras and potentially control the broadcast via an internet connected iPad. Live streaming events would probably be limited mostly to large-scale events, such as those involving the Wing or NAF commander.

74. Please provide a list of existing Full Time Employee (FTE) specific job titles and associated number of positions that currently fulfill these roles. This will be a performance based contract; therefore the government will not be providing this information.

75. Section 1.1.2. Data Storage states: “The Contractor shall supply all computer disks and data storage devices.” How much data is currently being stored? Software/equipment and/or proprietary information furnished by current or another contractor performing duties at KAFB will not be provided.

76. How much data is projected to be stored during the life of the contract? Software/equipment and/or proprietary information furnished by current or another contractor performing duties at KAFB will not be provided.

77. What are the existing storage systems (infrastructure – I.e. Equipment, software, etc.)?

Software/equipment and/or proprietary information furnished by current or another contractor performing duties at KAFB will not be provided.

78. Does the Government want one central storage device located at the office for Multimedia Services?

Current items being utilized is based on the contractor’s level of expertise and knowledge in the visual information field and utilization of appropriate software and pertinent equipment for the job at hand without any mission stoppage incurred.

79. Does the Government want a secondary storage device located in another office or offsite for a backup of data storage? It’s the contractor’s discretion

80. Do multiple users need to access the stored data through a network? It’s the contractor’s discretion

81. Does the Government have existing storage for the workload items in the Table of Workload Estimates? Yes

82. How long does each item in the table need to be stored/retained? For the duration of the contract.