New_Saber_-_Questions_and_Answers__-_4_June_2014.pdf

Site Visit Question and Answers for the SABER Solicitation June 4, 2014

1. Section 12.1.1 Contractor Office of the SOW requires SABER contractor to maintain a management office on Niagara Falls Air Force Reserve Station, Niagara Falls, New York to perform all general management operations associated with this Contract. Section 6.1.1 Management Personnel states that The Contractor shall provide a qualified Project Manager (PM) who shall be responsible for the performance of all aspects of the work, and shall be located on Niagara Falls Air Force Reserve Station, Niagara Falls, New York. Will the cost of site management office and PM be covered under a TO issued after the contract award?

The cost of an onsite management office and the Project Manager is considered an indirect cost and shall be accounted for in the coefficient.

2. Section 4.1.6 e4Clicks Software, paragraph 4(c) states,” The Contractor shall provide initial training for Government personnel on the software and Romans database for Job Order Contracts. This training will take place at NFARS during the initial startup of the contract. Training shall consist of two full days of training. The Contractor shall also provide one additional day of R S Means certified training covering a topic chosen by the government.” Please confirm that this training shall be provided by the Estimating Systems, Inc. developer of e4Clicks software and reimbursed with the actual cost of the items to be supplied under Section 4.1.6 – 1) a and b.

Training shall be provided by the developer of e4Clicks software. As stated in the SOW under section 4.1.6, “Contractor shall be reimbursed for the actual cost of the items to be supplied under Section 4.1.6, (1), (a and b). The actual costs shall be included in a delivery order issued after the provision of the items to the Government and provision of evidence of actual costs, such as the suppliers invoice for the items. The coefficient shall not be applied/added to these actual costs.

3. We have a SBA approved mentor-Protégé Agreement. Our mentor has committed to provide us assistance and resources in performing work. Will the government consider our mentor’s past projects and PPQs in meeting requirements of past performance?

A proposal submitted on behalf of two (2) or more organizations is expected to include past performance information for any and ALL involved organizations. Past performance information of all organizations tied to an offer will be evaluated in the award decision.

4. SF1442 indicates bid bond is not required yet solicitation Page 39 requests one. Please clarify.

A bid bond is not required for the basic SABER solicitation/award; it is only applicable to individual task orders (TO) off of the basic award.

5. Will all labor and material for the task orders be tax exempt, and will you provide an exemption certificate?

Labor and material for each task order is not tax exempt. As stated in section 4.1.4 of the scope of work, taxes are a part of the coefficient.

6. SOW 9.1 indicates….10 task orders at once then goes on to say 12 worked on simultaneously. Please clarify.

The first sentence of SOW 9.1 references being able to manage and schedule subcontractors on 10 task orders at one time. The 3rd sentence is specific to the prime contractor possessing, “the background, supervision, equipment, and qualified personnel”, to manage 12 TOs. These are areas specific to the prime contractor outside of subcontracting.

7. Please advise the quantity of tasks planned in the past that never came to fruition, this will enable us to calculate (lost expenses) related to the project development process.

Under the last SABER contract all TO Request for Proposals (RFPs) resulted in an award.

8. Can you provide an average $ amount and total quantity of tasks performed in the past and the term for performance (example: average TO cost $250k, 12 tasks performed in one year).

Please see the attachment “Site Visit Attachment 2” for a list of the previous task orders issued under the last SABER contract. It is broken up by option year.

9. Will the use of minimum labor and equipment line items be permitted for very small projects?

Minimum labor & equipment line items apply to smaller scale projects.

10. Please confirm quantity of full time personnel the contractor must provide - 5 (PM, Super, QC, Estimating and Enviro), or 2 or 3 that have dual-hatted roles.

REF: SOW 9.2.2 Superintendents, 9.2.3 Quality Control Manager, 9.2.5 Environmental Manager - “This individual may perform these duties in conjunction with other duties such as the Project Manager.”

REF: SOW 9.2.6 Cost Estimator “This individual may perform these duties in conjunction with other duties.”

11. Will the successful contractor(s) be responsible for payment of water, sewer, telephone and electric for their temporary office or is this furnished by the government?

Please see the Scope of Work section 12.1.1. and 12.6. The Government, without charge to the Contractor, will furnish reasonable amounts of electric, water and sewer (SOW 12.6). The Contractor shall pay cost of phone, computer/internet, and facsimile machine installation and operation (SOW 12.1.1).

12. Even though environmental items such as silt fence, etc are listed in Means. Items such as Storm Water Pollution Prevention Plans, Inspections etc are not. These are also usually provided by an Engineering firm. Please advise how these items such as SWPP and inspections will be handled. Will these have to be accounted for in coefficient or based upon other methods since they are not in Means?

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to compensate the Contractor for any and all costs (generally indirect costs) and profit not included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental moving of Government property including furniture, portable toilets, and administrative and technical support. No allowance will be considered later for these costs.”

13. It stated that a project manager must be onsite at all times when working is occurring. Is this correct? Usually an onsite superintendent is required not a project manager.

REF SOW 6.1.1 Management Personnel - “The Contractor shall provide a qualified Project Manager (PM) who shall be responsible for the performance of all aspects of the work, and shall be located on Niagara Falls Air Force Reserve Station, Niagara Falls, New York. The PM or alternate shall be directly available to the CO via Contractor-provided cellular phone number during normal duty hours to meet and discuss Contract issues. After normal duty hours, to include weekends and holidays, the PM or alternate(s) shall be available within 2 hour to meet on Niagara Falls Air Force Reserve Station, Niagara Falls, New York, with Government personnel (as authorized by the CO) to discuss Contract issues (cellular phone number(s) for this purpose shall be provided to the CO prior to the Pre-Performance Conference, and shall be updated as changes occur).”

REF SOW 9.2.2 Superintendents - “The Contractor shall employ Construction Superintendents to oversee all work under this Contract for each individual TO.

Superintendents shall have a minimum of 5 years experience with programs of similar size and scope. When work is being performed, the Superintendent shall be available within 15 minutes during all working hours, except for such incidental errands as required by his/her duties. The Superintendent is responsible for the proper coordination and timeliness of the work, and for the proper workmanship of all trades; therefore, his/her absence from the project site without a suitable substitute representative of the Contractor shall be considered as damaging to the Government. The ability of the Superintendent, based on his/her knowledge and experience, is essential to the proper execution of the work, as is his/her ability to communicate and direct the efforts of those performing the work. The Government reserves the right to restrict the employment under the Contract of any employee identified as a potential threat to the health, safety, security, well-being, or operational mission of the installation and its population.

Upon notification of a TO, the Contractor must identify a Superintendent and alternate for the TO Contract. The privilege of a potential employee being allowed access should be considered in all hiring and subcontracting decisions. The U.S. Air Force Reserve Command shall not be held responsible or liable for any costs or delays that a Contractor incurs due to a Contractor’s employee being denied access to Niagara Falls Air Force Reserve Station, Niagara Falls, New York. The Superintendent and/or alternate shall be responsible for collecting badges from all employees upon completion of the project/Contract or termination of service. Prior to final payment, the Superintendent must provide proof to the CO of collection/turn-in of all badges for employees granted base access in support of this project/job.

The Superintendent shall visit each site for which he/she is responsible daily and submit detailed bi-monthly progress reports (AF Form 3065) for each TO. Furthermore, the Superintendent shall schedule and coordinate subcontractors and material suppliers, schedule Pre-Final and Final Inspections, and attend all site visits and Pre-Final and Final Inspections. This individual may perform these duties in conjunction with other duties such as the project manager.”

14. Where can superintendent and project manager qualifications be found if any in the solicitation?

REF: SOW 9.2.1 Contractor Project Manager and SOW 9.2.2 Superintendents

15. There is a very substantial difference between the wage rates listed in Means and Davis Bacon Prevailing wages we must pay. This can be as much as 20% to 60% higher than that listed in Means depending labor trade. How will the difference between these be handled? i.e. coefficient or other methods.

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to compensate the Contractor for any and all costs (generally indirect costs) and profit not included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

16. How where labor differences between Means and Davis bacon were handled on the historical/previous SABER contract?

Through the coefficient.

17. Please advise what percentage of self performance is required under the SABER Contract if above the normal SBA 8A requirement.

See FAR Clause 52.219-14(c)(3) and (4) Limitations on Subcontracting, which is applicable to all task orders.

18. How will change orders be addressed? Per FAR and negotiated or per Means with Coefficient or other methods.

REF: SOW 3.1.4 Change Orders - “If differing site conditions are encountered during execution of the TO, or a legitimate change to the work is required, the TO may be modified. The Contractor shall not proceed with out-of scope activities without CO approval (see Section 2.4 Contracting Officer’s Authority). The Contractor shall initiate a request for modification in writing to the CO and include all details and supporting material related to the request. The CO shall investigate the Contractor’s request; and, if the requested changes are warranted, ask the Contractor to submit a change proposal to address any new taskings or changes to the current TO. The change proposal will be evaluated by the Government in the same manner as the original TO proposal. If the change proposal is accepted, the CO shall issue a modification to the TO to the Contractor. If the modification would cause the TO to exceed the Contract limitations outlined in Section 2.3 Contract Limits, a waiver must be approved by AFRC HQ before modification to the TO can be issued.”

19. How will close out documents such as OM manuals and asbuilts be reimbursed? Through coefficient or other methods?

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to compensate the Contractor for any and all costs (generally indirect costs) and profit not included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

20. Please verify that wage taxes, insurances, etc will be covered in the coefficient.

As stated in section 4.1.4 of the SOW; “Coefficients shall include, but not be limited to, overhead; profit; labor burden for the Contractor and subcontractors; bonds; insurance;

taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

21. This contract will have a Buy American Act. Means is not based on Buy American Act

Materials and equipment. How will this difference be handled?

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

22. Please verify that bonds will be covered/reimbursed through the efficient.

As stated in section 4.1.4 of the SOW; “Coefficients shall include, but not be limited to, overhead; profit; labor burden for the Contractor and subcontractors; bonds; insurance;

taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

23. Will the contractor provided software to the government be provided through the coefficient or another method?

As stated in the SOW under section 4.1.6, “Contractor shall be reimbursed for the actual cost of the items to be supplied under Section 4.1.6, (1), (a and b). The actual costs shall be included in a delivery order issued after the provision of the items to the Government and provision of evidence of actual costs, such as the suppliers invoice for the items. The coefficient shall not be applied/added to these actual costs.

24. How will safety equipment and materials not in Means be handled. Through the coefficient or another method?

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to compensate the Contractor for any and all costs (generally indirect costs) and profit not included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

25. Can the coefficient be applied to lowest of 3 competitive bids of materials, subcontractors, etc. if the Means is not respective to market?

REF: SOW 4.1.4 Coefficients - “The Coefficient is defined as a numerical factor to included in the UPB line item pricing. Coefficients shall include all costs not covered in the UPB line items. Coefficients shall include, but not be limited to, overhead; profit;

labor burden for the Contractor and subcontractors; bonds; insurance; taxes; any adjustment factors for average TO size; costs associated with procurement of required tools, equipment, software, specifications, and computers; compliance with environmental laws; and the Contractor’s perception of the accuracy of the UPB.

Coefficients shall also include cost for design, daily cleanup, protection or incidental

26. Can a copy of the sign in sheet from the pre bid be provided?

Yes. It is posted as an attachment on FBO under this solicitation.

27. How should the solicitation line items 1001 through 4001 be filled out since there are no dollar amounts only coefficients?

CLINs 0001-4001 are to be left blank due to the possibility of multiple coefficients for each line item based on the value of the TO. B-004 Coefficient Schedule needs to be completed.

28. How will lowest bidder be determined in regards to B-004 Coefficient Schedule?

Average of coefficients? Weighted base on estimated percentage of awards?

Calculation of the Total Evaluated Price using the contractor’s proposed Coefficients from section B-004 is explained in Section M-002, 4, c, pg 75 of the solicitation.

29. In regards to relevant contracts does a relevant contract that is a SABER type contract count for one or on number of awarded task orders under it? It states contracts but also projects. Please clarify how SABER type contracts be counted in regards to task orders "projects".

A basic IDIQ award (such as a SABER basic award) would count as 1 contract and each TO issued off of a basic IDIQ award would be considered 1 contract. For this solicitation please consider the word project to equal the word contract. Example – If you have an awarded basic IDIQ contract and have 7 awarded TO’s against it, you would have a total of 8 contracts.