Questions and Answers 2.pdf

Base Telecommunication Services (BTS) Minot AFB, ND

RFQ FA4528-24-Q-KM03

Questions and Answers Current as of 14 Nov 23

1. Regarding Attachment 8. Will that document be revised to require pricing for Purchase, Install, Removal, and Relocation of the associated PID numbers? I also noticed pricing is grayed out on Attachment 7 for CLIN 0002.?

• CLIN 0002 is grayed out because all prices for that CLIN will be referred to on attachment 8 – CLIN 0002 Pricing. All items on attachment 8 will be invoiced for on CLIN 0002. But it is a large document and we felt it best to separate them.

Attachment 8 will not be revised. Refer to attachment 2, factor 3 discussed pricing expectation. CLIN X001 is that monthly firm fixed rate to include all labor. CLIN X002 will be all work orders parts and material as listed on attachment 8. And CLIN X003 is special projects that are not covered under the other CLINS, no pricing required.

2. PWS Paragraph 1.4.1.1 – Government states that, “Contractor must provide the resumes of the personnel filling key roles with the proposal”. Additionally, PWS Paragraph states that, “the government highly recommends the recruitment and hiring of incumbent personnel to retain critical knowledge as it relates to the base inside and outside plant infrastructure”. Since this statement favors the incumbent Contractor and bidders have no control over whether the incumbent contractor will provide resumes for their personnel, we request the Government either provide resumes for incumbent personnel or remove the requirement to provide resumes with the proposal.

• Resumes are no longer required, proof of certification only.

3. PWS Paragraph 4.1.1 (Work Order Procedures) – states, “The Contractor must include individual pricing for these items included on the PID to include installation materials, but not including labor. Labor is covered under the Operations, Maintenance, and Support requirement. It is impossible for bidders to predict or estimate the labor effort required to perform an undetermined number of Work Orders, and therefore impossible for us to accurately estimate the correct level of Staffing. The Government is essentially asking for contractors to bid on an undefined requirement. PWS Paragraph 4.1.1 (Work Order Procedures) – states, “The Contractor must include individual pricing for these items included on the PID to include installation materials, but not including labor. Labor is covered under the Operations, Maintenance, and Support requirement. It is impossible for bidders to predict or estimate the labor effort required to perform an undetermined number of Work Orders, and therefore impossible for us to accurately estimate the correct level of Staffing. The Government is essentially asking for contractors to bid on an undefined requirement.

• The Current contract has 4 full time employees working 40 hours per week. They also have 1 PM working 15 hours per week. All items listed in attachment 8 – CLIN 0002 Pricing should be for Work Order requirements, part and material as listed for each item/task. CLIN 0001 for O&M is where all labor costs should be accounted for as a flat firm fixed price regardless of work order quantity.

4. PWS Paragraph 5.1.2 (Special Projects) – states, “Unless unique circumstances apply, labor may not be included for Special Projects, as Contractor labor is included under Operate, Maintain, and Support.” Here again, it is impossible for bidders to predict or estimate the labor effort required to perform an undetermined number of Special Projects, of varying scope and complexity, and potentially requiring a variety of skilled labor categories. It is therefore impossible for us to accurately estimate the correct level of Staffing to support this requirement in our O&M Price. The Government is essentially asking for contractors to bid on an undefined requirement.

• CLIN X003 is for Special Project requirements not included in O&M or Work Orders as outlined in the PWS section 5. Special Projects will not be priced by the offeror and therefore will not be evaluated by the Government. Do NOT include a price in CLIN X003. This CLIN will be structured as a not to exceed (NTE).

5. We are aware that Minot AFB currently has a 5-year Contract (Minot AFB Communications Infrastructure Multiple Award Construction Contract IDIQ – Contract Number – FA4528-22-D-0003 - that supports Communications Infrastructure Special Projects. Please confirm whether future Infrastructure Special Projects will be competed under that IDIQ or under this BTS Contract.

• This requirement is separate from the Multiple Award Construction Contract (MACC) and is not part of this acquisition. Acquisitions under either contract vehicle will be based on whether the requirement is defined by the Government as construction or services type contracting.

6. We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

• This is not a new requirement, and there is an incumbent contractor.

7. If not brand-new, could you please provide the current / previous contract number?

• Current contractor number is FA452822C0005, previous contract number was

FA452817F4001. For any additional contract information, please submit a FOIA request at https://www.foia.af.mil

8. Can you confirm that the new request for proposal is a small business set-aside?

• Yes. The Government intends to award to the Small Business offeror with the best overall value to the Government.

9. Could you kindly provide me with the exact due date for this opportunity? Because the mentioned due date in SAM.gov is not the same in the solicitation.

• The solicitation close date will be amended to Thursday 30 November – no later than 12:00PM CT.

10. The Combined Synopsis/Solicitation, "Requirement Information", Paragraph #4 states, "The Contractor must obtain a security clearance at the Secret level within 6 months https://www.foia.af.mil/ after contract award at their own expense utilizing DD 254." Based on the significant number of variables involved, it is not realistic to expect a contractor to accurately affirm that they can achieve this goal unless they already have a SECRET CLEARANCE in place. There are many reasons why a company will be denied or delayed in achieving a SECRET facility security clearance (FCL). Currently the process requires being issued an active DD254, requesting access from DCSA to NCAISS, NISS, DISS, NBIS, and SWFT, obtaining approval for a DOD approved PKI token, taking multiple training classes and obtaining the requisite certifications, ALL key management personnel being granted an active Secret clearance, additionally appointing an FSO who also must obtain an active Secret clearance and take the requisite NISPOM training, and appointing an ITPSO who must also take the requisite training and establish an Insider Threat Program.

All of these steps must be completed prior to an actual inspection of the primary facility in order to be considered for an FCL. It is not unusual for companies to take years in order to accomplish this milestone. Since there is no possible way bidders can be assured that they will obtain the required FCL within the specified timeframe, and to avoid the possibility of the Contract being terminated and re-competed, would the Government consider revising this requirement to require that Bidders must already hold a Secret Facility Clearance on Bid Day, and require Bidders to provide proof of a current SECRET Facility Clearance?

• A secret security clearance is required to fully preform the outlined duties. We expect the winning contractor to begin working a secret security clearance at time of award to ensure employees can perform their duties. We have removed the timeline expectation.

11. Can you tell me when the contract will be awarded and the anticipated start date?

• The Government intends to award the contract no later than the beginning of Jan

2024. Start date will be 1 Mar 2024.

12. I noticed that the Updated documents were uploaded to SAM on Oct. 31, but the Documents still indicate that the Site Visit is "Tentatively scheduled for Oct 30. Clearly, since this was Cancelled, then re-Issued, it was impossible for Bidders to Sign up for or attend the Site Visit (the Date was 1 day BEFORE this was Re-Posted). Please identify when the Site Visit will be held, and the Deadline for requesting attendance.

• On the solicitation, the description states //Site Visit 30 October 2023--please see attachment 1 and 9 for additional details// Additionally attachment 9 required all interested parties attending the site visit to provide notification no later than 1100 hours 26 Oct 2023 it attending.

• Documents uploaded on 27 Oct (not 31 Oct) were an amendment to the initial posting and were posted to correct the response deadline to post questions and answers that had been completed. No change to any other data.

• The Government does not intend to hold another site visit.

13. How many onsite FTEs are currently providing the support as defined in the PWS?

• Currently 4 full time technicians and 1 PM

14. How many hours per week are the contracted resources working onsite currently?

• 4 technicians are 40 hours per week. PM is currently 15 hours.

15. When does the current contract expire?

• The current contract expires on 29 February 2024.

16. If the Site Visit has already been held, can you provide the Sign-In Sheet?

• In accordance with FAR 15.505(f), the Government is prohibited from disclosing the number or identity of other offerors.

17. Will the Government please clarify if the proposal/contract is for three or four option year periods?

• RFQ is for base plus 4 option years.

18. The DD254 is blank. Does the Government intend to provide a draft DD254 for this effort?

• The Government has attached instructions for the DD254, and the most current

DD254. See “Attachment 10 – DD254 – updated” and “Attachment 10 – DD254

– instructions”.

19. Thursday, 23 November falls on Thanksgiving, plus Veterans is observed on Friday, 10

November. Will the Government please extend the Response deadline to Thursday, 30 November- no later than 12:00 PM (noon) CT?

• The solicitation close date will be amended to Thursday 30 November – no later than 12:00PM CT.

20. FAR 52.222-62 Paid Sick Leave Under EO 13706 is missing from the solicitation. Per

FAR 22.2110 when FAR 52.222-41 SCLS applies, so should this clause. Will the Government please add FAR 52.222-62 to this solicitation?

• Yes, FAR Clause 52.222-62 will be incorporated into the contract as required by

FAR 22.2110.

21. Attachment 6 Financial.docx states "DO NOT HAVE THIS SECTION FILLED OUT IF

YOUR FIRM IS SELECTED AS THE POTENTIAL AWARDEE…" Will the Government please clarify if it wants the lower part of this Bank Reference to be completed by Offeror's Bank and provided as part of the initial proposal submission or does the Government want only the top half completed and leave the lower half blank and submit with the initial proposal submission?

• Please fill out ONLY the top portion of attachment 6, ending at the "DO NOT

HAVE THIS SECTION FILLED OUT IF YOUR FIRM IS SELECTED AS THE

POTENTIAL AWARDEE…" section. The bottom section will be sent by the Government to your financial institution if your firm is selected as a potential awardee.

22. Attachment 1 - Instructions of Offeror, Section 5 indicates return of the PPIF with the submission. Attachment 5 - PPIF indicates "forms submitted directly from the Contractor being evaluated will be thrown out." This language appears to contradict Section 5 about providing the PPIF with the proposal. Will the Government please clarify what Offerors are to provide as part of its proposal regarding PPIF?

• Any PPIF submitted by the offerors will be thrown out. They must be submitted directly from a customer to the Government. If that customer chooses to share or courtesy copy the offerors, that is acceptable.

23. The DD254 is blank. Would the Government please clarify whether there is a facility clearance required, and if so, what level? Are there security requirements for the personnel (eg Secret, Top Secret, etc.), and if so, which personnel?

• The technicians will need to have Secret, the minimum requirement to obtain a Restricted Area Badge.

24. Will the Government allow Past Performance from Sister Companies? For example.

Company X owns Company Y and Company Z, both with extensive Base Telecom experience but with the small business NAICS requirements we will be submitting through sister company Company W, also a BSNC Company. Please clarify if this will be acceptable.

• For offerors that are joint ventures, the evaluation shall take into account past performance of the joint venture. If the joint venture does not demonstrate past performance for award, the contracting officer shall consider the past performance of each party to the joint venture.

25. What has been the historical need for CCNP support and engineering on WOs?

• There hasn’t been a need for a CCNP engineer. The AF supplies Engineer support on most large Work Orders. The Contractor should have access to CCNP engineering support.

• **There is no expectation of a engineer to be on retainer. In the event one is needed it will be covered under CLIN 0003, but the Government will provide a minimum of 3 months’ notice to the contractor.**

26. Would the government create the CCNP support as a CLIN hourly category due to the indefinite amount of hours this would generate?

• The AF supplies Engineer support on most large Work Orders. The Contractor should have access to CCNP engineering support. However, in the event it is needed this would be covered under CLIN 0003

• **There is no expectation of a engineer to be on retainer. In the event one is

27. Due to the composition of the BTS systems and different parts and pieces of the UC environment. Will the government add a CLIN item for UC engineer hours to enable engineering support for non-CISCO base requirements?

• The AF supplies Engineer support on most large Work Orders. The Contractor should have access to engineering support. However, in the event it is needed this would be covered under CLIN 0003

• **There is no expectation of a engineer to be on retainer. In the event one is

28. Are Cisco (GEMSS) and Avaya (CTS) sustainment contracts in place for the Cisco and

Avaya systems? Under Appendix A/ General on page 30 of the PWS, the following sentence appears at the end of the 2nd paragraph. ”The contractor must contact sustainment contract listed in Appendix 4 of the PWS”. There does not appear to be any reference to Appendix 4 in the PWS. Please clarify.

• Removed, no sustainment contracts are in place outside of the normal Warranty agreements.

29. Does the USAF have OEM sustainment contracts in place for any of the equipment listed in Appendix A? If yes, please list the manufacturer and current status of the sustainment contract with expiration date. Please list any equipment that requires an OEM sustainment agreement which would be the awarded vendors responsibility.

• The USAF currently does not have Sustainment Contracts in place outside of normal Warranty agreements.

30. PWS section 1.5.3.7 Equipment states that “The Government will furnish the following equipment” but, no equipment list was provided. Please clarify.

• Equipment listed in Appendix E. along with normal office furniture (Desk/chairs, NiPR computer, facility)

31. PWS section 3.1.1.1 references Appendix D as “Government Furnished Equipment” The table of contents references Appendix D as “Historic Workloads” Please provide clarification.

• PWS section 3.1.1.1 has been updated to reflect Appendix E as “Government Furnished Equipment. See “Attachment 3 – PWS – updated”.

32. Per PWS: “The successful Contractor must have on staff for the duration of the contract

(or must be able to subcontract) a Cisco Certified Network Professional (CCNP) with specific voice certifications to ensure technical solution and costing requirements are met for requests to integrate and collaborate other voice services with the BCM, as well as perform all tasks associated with System Administration of the BCM (to include, but not limited to patches, PKI certification updates, BCM database external backups). A letter confirming the individual employment or intent to employ must be included with their submittal. This letter must be resubmitted within fifteen days after the Contracting Officer issues the Letter of Intent to exercise an option year. Is the CCNP an onsite or remote resource?” If not onsite, remote access would be required to accomplish the tasks highlighted below.

• Most issues will be solved remotely yes. Some of the more in-depth issues will need onsite engineering assistance. Intent is for contractors to be present on base during duty hours.

33. Reference Attachment 1, Addendum to 52.212-1 Instructions to Quoters. Technical Capability- There isn’t any instructions on a required format (margins, font type and size, maximum page count, etc.), only the documents the Government expects to be submitted.

Is the Government going to provide guidelines for contractors to follow or can the contractor decide the format (margins, font type and size, maximum page count, etc.) for its documents?

• The Government will not be providing formatting guidelines, the offerors may decide on their formatting.

34. Do the incumbent personnel have the certifications and training identified in the PWS?

• PWS requirements may be different than previous iterations of this contract.

Personnel will be required to have the certifications and training identified in the

PWS.

35. Will the Government provide the names/resumes of the incumbent employees or a way for offerors to contact the incumbent personnel or remove the requirement to include resumes in our proposal?

• Resumes are no longer required. Please see changes to the PWS 1.4.1.1

36. Reference PWS, Appendix B: Definitions and Acronyms; 1.2 Definitions Equipment and Installation Performance Specification (EIPS) Establishes the technical requirements for BTS system equipment. Would the Government provide the Equipment and Installation Performance Specification (EIPS), so the offerors accurately propose manpower and provide realistic pricing for CLIN 0001 and 0002.

• Removed from acronyms list. Attachment 8 – CLIN 0002 Pricing column F does list the previous 12 month quantity of each item.

37. Reference Attachment 8, CLIN Pricing Schedule. Item # 1108-Fiber Optic Adapter Plate

LC SM (Corning or equivalent), unit of measurement (UOM) is listed as Ft. Please confirm whether the UOM for item #1108 should be FT or EA?

• UOM EA. Corrected PIID Numbering corrected for option year incorporation.

38. Building Distribution or Riser Cable Item number #1153 thru #1161 indicates the UOM as EA. Please confirm whether the UOM EA is for a box or should the UOM be FT?

• UOM Ft. Corrected PIID Numbering corrected for option year incorporation.

39. Fiber Optic Cable for Inside Structure Installation item # 1176 thru 1185 indicates the UOM as EA. Please confirm what the UOM should be EA (box), FT., MTR, etc.?

40. Metallic Cable, PE 39, Unarmored (for installation into manhole/conduit), Item # 1257 thru # 1260 indicates the UOM as EA. Metallic Cable, PE 39, Unarmored Item # 1257 thru # 1260 please confirm what the UOM should be, i.e., EA (Reel), FT, MTR, etc.?

41. Metallic Cable, PE 39, Armored, Gopher Resistant Tape (for direct buried installation), item # 1361 thru #1364 Indicates the UOM as EA. Metallic Cable, PE 39, Armored item # 1361 thru # 1364 please confirm what the UOM should be, i.e., EA (Reel), FT, MRT, etc.?

42. Conduit Installation (includes all associated hardware & firestop seal) item # 1409 thru # 1412 indicates the UOM as EA. Would the Government please confirm the UOM for items # 1409 thru #1412 (i.e., 10’ stick, 8’ stick, ft.)?

• Conduit installation will be Ea. Normally bought and sold in 8’ sections. PIID Numbering corrected for option year incorporation.

43. Cable Installation item # 1413 thru # 1416: These items (# 1413 thru # 1416) appear to be installation (labor) items. Would the Government please verify what is to be included in the cost for these items?

• All items listed in attachment 8 – CLIN 0002 Pricing should be for Work Order requirements, part and material as listed for each item/task. CLIN 0001 for O&M is where all labor costs should be accounted for as a flat firm fixed price regardless of work order quantity.

• PIID Numbering corrected for option year incorporation.

44. Cable Installation item # 1413 thru # 1416: Would the Government please clarify the UOM for cable Installation item # 1413 thru 1416, currently the UOM is EA?

• UOM Ft, corrected PIID Numbering corrected for option year incorporation.

45. Splice Pit Excavation item #1417 thru # 1421: These items # 1417 thru #1424 appear to be installation (labor) items. Would the Government please verify what is to be included in the cost for these items?

• All items listed in attachment 8 – CLIN 0002 Pricing should be for Work Order requirements, part and material as listed for each item/task. CLIN 0001 for O&M is where all labor costs should be accounted for as a flat firm fixed price regardless of work order quantity.

46. Splice Pit Excavation item #1417 thru # 1421: Would the Government please clarify the

UOM for cable Installation item # 1417 thru # 1424, currently the UOM is EA.

• UOM will be each (EA). This will be for the excavation, cable preparation, backfill and surface restoration. PIID Numbering corrected for option year incorporation.

47. Splice Pit Excavation item #1417 thru # 1421: Due to fluctuations in raw materials, will economic price adjustments (EPAs) be allowed if we provide documentation from the manufacturer of significant increases in the cost to produce some products?

• Economic price adjustments will be negotiated at each option year.

• Need some help on this one. Can I say this?-Beaton

48. Vendor Specific Equipment List, Avaya Equipment, Definity Consoles & Voice Terminals: Item # 1425 VOIP, please clarify what the Government is wanting prices on the item?

• This item is for VoIP Phone and should state VoIP phone 9641G. Item corrected.

PIID Numbering corrected for option year incorporation.

49. Please verify the UOM for item #1448 Cable locating beyond 50,000? If the UOM is

EA, how many ft. are included in this item?

• UOM Ft. Corrected. Added item for over 60,000. PIID Numbering corrected for option year incorporation.

50. Will the VOIP tech need to access the network beyond the demarc to interface with the software?

• The VoIP tech will need to access CICSO Call manager

51. Please confirm that the work on the on-network side of the VoIP demarc will only involve the end devices (i.e., VoIP phones.)

• Work will be on the Phones, Gateways or any other equipment listed under the Call Manager.

52. Could you kindly confirm whether it is mandatory for the prime contractor to possess a CIPS account, as indicated in "Attachment 3 - PWS"?

• A CIPS account is mandatory. However, account access will be initiated after contract award, but prior to contract start.