ECLS_RFP_Questions_Answers.pdf

ECLS RFP Questions

1) What is the current contract award amount? This information is not pertinent to this current requirement as the scope is different from the existing contract.

2) What is the name of the current contractor? The incumbent is The Ginn Group

3) Are there any incumbent employees currently performing? Yes

4) If yes, how many? The number of current FTEs is not relevant to this solicitation.

5) Would incumbent employees have 1st right of refusal under this opportunity? Clause FAR 52.222‐17 Non‐Displacement of Qualified Workers, is included in the RFP.

6) Will there be another opportunity for a site visit? A Site visit was held at Industry Day. There are currently no plans to hold another.

7) Can you provide information on whether GS graded people in the government would fall under the exempt or non‐exempt category of the SCA? We have contracts that includes SCA wage determinations and normally classify management/supervisory personnel as exempt.

Key personnel are considered non‐exempt; others are exempt.

8) Ref. PWS 5.1.2 Mission‐Essential Contractor Services Plan. The PWS states, “The Contractor shall submit a Mission Essential Services Plan at time of proposal for evaluation by the Government. The Contractor shall submit a plan and any revisions to the plan to the PCO for approval prior to implementation in accordance with the FAR and applicable supplements and shall be in compliance with all applicable guidance and clauses listed in the contract.

The Contractor shall activate the plan only if authorized by the PCO acting under the direction of the FC or civilian equivalent.” Please identify which volume is this part of, the page limits, and how this plan will be evaluated. The Mission Essential Plan is not part of a particular volume but is to be submitted as a separate document with the proposal. There are no page limits. Plan will be evaluated for acceptability but will not be a discriminator.

See also DFARS 252.237‐7023.

9) Ref. Section L.E. The RFP includes the following statement, “Attachment 4 is locked and password protected. All entries are to be made only in the aforementioned “fill‐in” cells.

Failure to follow these instructions, or any alteration of Attachment 4, may result in rejection of the offeror’s proposal.” The print area as provided from the Government does not include all the visible cells that contain pertinent information. Can offerors adjust the Attachment 4 print area for hard copy readability and completeness? Attachment 4 has been revised and is provided with RFP Amendment 0002.

10) Ref. Section L.D.(3). The RFP states, “The answering space on the FACTS Sheet may be expanded so that the filled‐in FACTS Sheet for each relevant contract covers no more than both sides of three (3) 8 ½ x 11 inch pages.” Attachment 9 has a significant amount of space in taken up in tables and in instructions which limits the amount of space that can be used for Offeror responses. Additionally, the following instructions in Attachment 9 are inconsistent with section L instructions:

Item M.1: “This is limited to two pages beyond the page limitation of the FACTS sheet information.”

Relevancy Table: “. If additional space is needed, please attach a separate sheet to your response (limited to two pages). Please be as specific as possible with the fill‐in information provided”

Item N: “This narrative portion is limited to one (1) additional page beyond the

FACTS sheet required page limitation.”

The unfilled FACTS sheet is almost 4 ¾ pages. With Past Performance weighted so heavily in the evaluation, we respectfully request that Offerors are allowed to expand the FACTS Sheets to both sides of six (6) 8 1/2 x 11 inch pages. Additionally, will the

Government provide an MS Word version of Attachment 9?

The FACTS sheet form contains 4 printed pages when uncompleted. We have allowed for an additional 2 pages to account for completion of the form making a total of 6 pages single sided. We will allow the offeror to submit 6 individual sheets of paper to provide the completed FACTS sheet but you may use both sides of the six individual sheets. This effectively gives you 12 pages to complete your submission but the government will only accept 6 individual pieces of paper (printed on both sides) for your submission.

Item N allows for a single page response, we will allow this response to use both sides of a single page.

11) Paragraph 1.A. of Section M states that the USAF will “utilize the Tradeoff source selection procedures in accordance with FAR 15.3 as supplemented by the DoD Source Selection Procedures referenced in DFARS 215.300 and the AFFARS Mandatory Procedures 5315.3…” The DoD Source Selection Procedures (referenced at http://www.acq.osd.mil/dpap/policy/policyvault/USA004370‐14‐DPAP.pdf) states in paragraph 1.3 that there are several approaches outside of LPTA for tradeoffs, including “Value Adjusted Total Evaluated Price (VATEP) tradeoff source selection process with monetized adjustments included in the evaluated price for specific enhanced characteristics and tradeoff source selection process with subjective tradeoffs.” Section M.1.A. appears to indicate that the USAF will utilize tradeoff source selection with subjective tradeoffs as opposed to VATEP. Is this correct? This is a Price Past Performance tradeoff. VATEP is not applicable.

12) Section L states, "…Offerors are requested to submit Volume II, Present/Past Performance Information, so that it is received ten (10)calendar days prior to the required due date for proposals."

In the Section L attachment, the above statement is not present. Shall interested contractors submit so that Volume II is received 10 days prior or not? What Section L&M should the contractor follow ‐ the attachment and/or the L&M found on pages 89‐111?

Yes, you are requested to submit the Present/Past Performance volume 10 calendar days prior to the due date for proposals. We have verified that the information is the same in both versions of Section L; the only reason a separate copy of L and M was posted was because there were minor formatting issues with it once it was incorporated in the body of the RFP that we were unable to overcome. Refer to the final paragraph within Paragraph C of Section L.

13) How many FACT Sheets would the government like submitted with Volume II?

As stated in Section L D.2:

Each offeror/joint venture member shall complete a separate FACTS Sheet for each active or completed contract (with preferably at least one year of performance history) in the past three

(3) years that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (3), each offeror/joint venture member shall address its three (3) most recent and relevant contracts. For each critical subcontractor included in the offeror's proposal, a FACTS Sheet for three (3) of their most recent and relevant contracts shall also be included.

14)It is our understanding that the prime completes 3 and the sub completes 3 for a total of 6 Fact Sheets, is this correct? Yes, that is correct.

15) Also, in the case that the critical subcontractor is NOT a newly formed entity, but still does not have three relevant past performances to include in their FACT Sheets, will the Government accept and still evaluate less than three from the Critical Subcontractor Offerors may submit fewer than 3 relevant past performances but this may impact their relevancy evaluation.

16) Would the Government allow the Prime to have 4 or 5 Fact Sheets if the Critical carries 2 or 1?

As stated in Section L D.2:

Each offeror/joint venture member shall complete a separate FACTS Sheet for each active or completed contract (with preferably at least one year of performance history) in the past three

(3) years that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (3), each offeror/joint venture member shall address its three (3) most recent and relevant contracts.

For each critical subcontractor included in the offeror's proposal, a FACTS Sheet for three (3) of their most recent and relevant contracts shall also be included.

17) The RFP reference the Wage Determination Guide WD 15‐2139 as attachment 5. Will the Government please provide ta correlation of these Occupation Codes to the RFP SCA reference labor categories? The Wage Determination Guide provides the minimum acceptable salaries by law for the labor categories identified. It is the offerors responsibility to identify the categories of labor required to support this effort.

18) Section L states, "The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed critical subcontractor in accordance with the format contained in the "FACTS Sheet".

Can the Government please confirm how many Past Performances should be included in Volume II? How many Past Performances from the Prime? How many Past Performances from the Critical Subcontractor?

As stated in Section L D.2:

Each offeror/joint venture member shall complete a separate FACTS Sheet for each active or completed contract (with preferably at least one year of performance history) in the past three

(3) years that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (3), each offeror/joint venture member shall address its three (3) most recent and relevant contracts.

For each critical subcontractor included in the offeror's proposal, a FACTS Sheet for three (3) of their most recent and relevant contracts shall also be included.

19) As Stated in Section L, "As part of Volume I, for each of the past three (3) calendar years ending with the calendar year immediately prior to the calendar year in which this solicitation is being issued, submit your…TCIR…DART…"

Can the Government confirm the years needed are 2013, 2014, and 2015? Yes, these are the 3 years prior to the current calendar year

20) The solicitation states, "Please ensure the information submitted in the FACTs Sheet is for each order (or series of orders)…"

For a Single Award IDIQ contract (where tasks orders are for funding purposes) that has 14 recurring, consecutive task orders of the same work, same location, same Contracting Office, supporting the same customer for the past two years, would the Government prefer ONE FACT Sheet for this Past Performance or 14 FACT Sheets? One FACT sheet.

21) The measurement stated in the mentioned sections for hrs/man year is 2080 and defined as "labor hours". While the total paid hours a year for 1 employee is 2080, in general an employee will work 1920 hours.

2080 totals hours ‐ 80 holiday hours ‐ 80 vacation hours = 1920

We recommend the government change their labor hour figure to 1920.

The number of hrs/man year is used for evaluation purposes only so it really makes no difference. All proposals will be evaluated using the same number of hours (i.e. 2080).

22) As stated, "All positions require a minimum of a Secret clearance, while some positions in a particular program may require access to Top secret/sensitive Compartmented Information clearance level."

As mentioned in the solicitation, the expectation is the awarded contractor will have 95% of the positions staffed within 30 calendar days post award. With that expectation, can the Government please identify which positions require clearances and at what level?

There are three (3) positions that will require top Secret clearances. One Material Manager (Level III‐Program Lead) and two Material Manager (Level II)

23) Can the Government please state the approximate percentage of travel for each position?

90% of the travel will be incurred by the Material Managers. The other 10% is performed by customer support personnel and/or Senior IT Technical Analyst.

24) Can the government please state the amount of days in the past year that were classified as "Energy/Down Days"? There will be one Energy Day in 2016 but in some years past there have been two. It depends on the calendar dates that certain holidays fall on in each given calendar year.

25) Can the Government please explain how and in what volume the "Mission‐Essential Contractor Services Plan" shall be submitted? See response to question #8.

26) Can the Government please supply the cost‐reimbursable CLINs (travel, Vehicle & MHE Repair, Non‐Stock, ODC Shipping, etc.) with a plug number per CLIN? This information will ensure that each interested vendor has the capital on hand to make the purchases up front to be reimbursed after. Historical annual averages are as follows: Travel ~$100K; Vehicle & MHE is ~$25K; Non‐Stock listed material is ~$900K and ODC shipping material is ~$10K. The government will pay as invoiced but the cost per month may fluctuate.

27)Please advise if an incumbent is providing the services.

See response to question #3.

28)If there is an incumbent please provide information such as contractor name, contract number, contract award amount, period of performance. See response to questions #1 and 2;

contract number is GS‐10‐F‐0277M, GSQ0415DB0046.

29)Is the ongoing contract covered under Service Contract Act? Except for Key Personnel, the Service Contract Labor Standards will apply to the forthcoming contract.

30)Does Executive Order 13495 apply to this solicitation? Are the incumbent available for hire?

See clause 52.222‐17 in the RFP. We have no insight into incumbent availability.

31)For cost purposes, what is the seniority date for the incumbents? We do not believe this question has any bearing on the current acquisition.

32)Is the requirement covered under any Collective Bargaining Agreement (CBA)? Unknown.

33)Please provide the applicable Occupation code from the Area Wage Determination. See response to question #17.

34)Are all positions filled currently? Refer to PWS, Appendix E for positions that are applicable to the upcoming contract.

35)Is there any hazard pay differential? No

36)Does the contractor need to provide any specific material for the performance of work? GFE will be provided as listed. The government provides personal protective equipment, however individual warehouse employees may want to purchase safety shoes for an industrial environment. Ref PWS Para 5.5.1.

37)Regarding the Technical/Sustainment Analyst Labor Category, on what types of equipment/systems and/or functional areas is the analyst required to have experience with and be a technical expert? Is there a minimum experience (e.g. years)/education/certification requirement?

Refer to section 1.0 of PWS for systems list and PWS Appendix D, Section 4.C describes the Technical/Sustainment Analyst positions’. The government has not identified a minimum experience requirement other than direct experience with the systems identified in Section 1.0 of the PWS. Since these positions are considered Subject Matter Experts, the government anticipates thorough knowledge of the systems being supported.

38)Regarding the Customer Support/Data Entry Labor Category, is there a minimum experience (e.g. years)/education requirement?

Refer to Appendix D of the PWS paragraph 4b.

39)Regarding the Senior Information Technology Systems Analyst Labor Category, is there a minimum experience (e.g. years)/education/certification requirement?

Refer to Appendix D of the PWS paragraph 2d.

40)Can Government extend due date by 1 week to 5th of December 2016?

Yes, see RFP amendment 1.

41)Please advise if Executive Order 13706 ‐ Paid Sick Leave for Workers on Federal Contracts is applicable to this solicitation.

EO 13706 applies to “new contracts”. From the DOL FAQ sheet, “The proposed regulations apply to “new contracts,” that is, contracts with the Federal Government that result from solicitations issued on or after January 1, 2017…”

42)For security clearance requirements, the RFP only states that some positions may require Secret or higher clearance. Can the Government specify the Clearance required for each of the Labor Categories in the RFP? See response to question #22.

43)Does the 2080 hours per year include the Government payment of holidays, vacation and sick‐time? See response to question #21.

44)The Annual Productive Hours are 1920 (after deducting holidays, vacation, sick time). Is the offeror expected to provide replacements when contractors are out for vacation or sick time?

See response to question #21.

45)How many task orders have been issued on the current contract? What positions have been issued under those task orders? This is not relevant to the current acquisition.

46)Based on ALMSS only being used for this program will the government consider past performance with like systems as Very relevant past performance? No, see definition of very relevant in Section M.2.A. Experience with ALMSS usage is critical to successful performance for the majority of labor positions on this contract. While the government can provide training, it will take at least 6 months for contract personnel that are unfamiliar with ALMSS to become self‐sufficient with using the system. This is a significant limiting factor and does not warrant a very relevant rating.

47)PWS 4.2.6 states that some positions may require access at the TS/SCI clearance level. Will the Government sponsor these individuals if access is required for the particular program?

Individuals must have the clearance upon contract award.

What labor categories require TS/SCI clearance level? See response to question #22.

48)Per PWS paragraph 5.10.4 Method of Job Offer. The contractor must provide personnel capable of performing as required on Day 1 of the contract. Is the winning contractor expected to offer the position to an incumbent contractor employee? Is there a conflict between this requirement and the requirement in PWS? Refer to Clause 52.227‐17 (and PWS Para 5.10.3), Non‐Displacement of Qualified Workers.

49) With the evaluation source selection process utilizing Tradeoffs that may be made between past performance and cost/price, with past performance being significantly more important than cost/price, please clarify the offeror’s fill‐in requirements in the Relevancy Table for the following:

A. Category #7: Please clarify and/or provide instruction to the program similarity for the examples of federal supply chain the Offeror is to provide. Programs of a similar operational nature to those identified in Paragraph 1.0 of the PWS.

1. Category #11: Please clarify and/or provide instruction to the Personnel management the Offeror is to provide. The PWS Services Summary Paragraph 2.0 identifies specific metrics related to personnel management.

50) Regarding Attachment 4. The spreadsheet is password protected and uses Arial 10 point font, which contradicts the font and size requirement shown in Section L (L.A.2) which requires all print to use Times New Roman and no smaller than font size 12. Since the worksheet is password protected and cannot be changed, will the Attachment be reissued with the font and size required or will the font requirement be waived for this Attachment? A revised Attachment 4 is provided with RFP Amendment 0002.