ESC-PACAF_Final_RFP_Q A_Matrix.pdf

Environmental Services Construction - Pacific Air Forces (ESC-PACAF)

FINAL RFP - FA8903-16-R-0006

Question/Comment Matrix

3 May 2016

QSTN

RFP

Section

Page

/Paragraph

QUESTION / COMMENT RESPONSE

1 L Page 5 of 19, para 2.1.7

The final RFP was amended to add paragraph 2.1.7, Contractor School (Task Order 0001).

Is there anything required to be submitted with the contract proposal at this time, or was that provided for information only?

No, nothing needs to be submitted with your proposal, this is informational to put all offerors on notice that we will conduct a post-award Contractor School in which deliverables are required.

2 L Page 11 of

19, para 3.5

Per the answer to question 27 in the Draft RFP Q&A, there there are no minimum total bonding capacity or excess bonding capacity requirements. In the FBO Notice Details for the

Final RFP, it states "Excess bonding capacity is $2.5M"; however, there is no mention of the

$2.5M in the official solicitation. Please clarify.

Only bonding capacity and surety information as outlined in

Section L, paragraph 3.5 and Section M, paragraph A.5, must be submitted with the basic contract proposal.

3 L Page 11 of

19, para 3.5

Paragraph 3.5(a) requires "proof of surety information." Paragraph 3.5(b) states that "Proof of excess bonding capacity with original bonding capacity letters from an approved surety listed with the Department of Treasury must be submitted at the TO level. Letters must be signed by an authorized representative of the surety. Letters signed by agents are unacceptable unless accompanied by a Power of Attorney granting proper authority to the agent." Please clarify if the "proof of surety" in paragraph (a) to be submitted with this contract proposal needs to meet the requirements of paragraph (b) and include an original signed letter with a Power of Attorney, or if simply a scanned letter from the surety is acceptable.

Yes, proof of surety in paragraph (a) submitted with the basic contract proposal does need to meet the requirements of paragraph (b) and include an original signed letter with a

Power of Attorney if necessary.

4 L Page 15 of

19, para

5.4(a)

We noted that in the final RFP, the Definitions and paragraph L.5.4(a) were revised to delete the requirement that projects shall/should have a dollar value of no less than $150K.

However, Section M was revised to add "Projects must have an initial award value of at least $150K." This is a significant change in the RFP requirements. It is very common for the government to incrementally fund environmental construction and operations and services projects, and in fact, most of AFCEC's current ESC projects are funded this way.

Consider two different projects/scenarios: (1) A project with an initial award value of less than $150K, but through exercising of options or contract modifications, had a final project value of more than $500K; (2) a project with an initial award value of more than $150K, but through a termination for convenience, had a final project value of $75K. It is unclear why the government would consider Project 2 to be relevant, while Project 1 is not relevant.

Therefore, we respectfully request the government revise the statement in Section M to state

"Projects must have a dollar value of at least $150K."

Initial award value encompasses contracts with any 'exercised' options that were completed in the past five years or are substantially complete (80% or more) as of the release date of the Final RFP.

5 L Page 16 of

19, para

5.4(b)

The PPI Tool noted in Section L.5.4(b) and in Attachment L-11 PPI Tool was not included in the Notice Details/All Files tab in the FBO final solicitation notice. Please provide the final, official accdb file noted in the instructions.

The PPI Tool has been added to the list of attachments on

FBO.

6 ATCH

L-4

PPI Form and PPI Tool

The PPI Tool provided with the draft RFP had different fields than those listed in

Attachment L-4. For example, the PPI Tool requires "Key Individuals" to be listed; however, this field is not in the Attachment L-4. Are we required to complete the "Key Individuals" information in the PPI Tool?

Yes, key individuals must be entered in the PPI Tool. The key individuals as stated in the PPI Tool correlates to Attachment L-

4, Question #10, Reference Contact Information. Per the PPI

Tool Instructions "POC & Key Individuals Tab", page 7 of 9, Key Individuals: Click the “New” button to specify any key individual or individuals who participated in this program or who may support the proposed acquisition. Contracting

Officer” or “Admin POC” button for the point of contact that you would like to add, edit, or delete.

Note: For government contracts provide current information on

Program Manager, Contracting Officer, and Admin POC, if available. For commercial contracts provide points of contact fulfilling these same roles, if available.

Question/Comment Matrix

3 May 2016

QSTN

RFP

Section

Page

/Paragraph

QUESTION / COMMENT RESPONSE

7 ATCH

L-4

PPI Form and PPI Tool

Attachment L-4 Questions 11 and 12 note keystroke limitations on the "web version." The

PPI Tool provided with the draft RFP did not have fields that align with Questions 11 and 12 in Attachment L-4. If the "Program Details" in the final PPI Tool have not been modified to align with the final Attachment L-4, please confirm that it is acceptable for offerors to use their judgement on which field to enter the data.

Per PPI Instructions, page 6 of 9, "Program Details Tab" and

Attachment L-4, questions 11 and 12 should be combined and entered in the "Brief Description of Effort". Question #11 request relevancy information which may be placed is the next block down "Explain how your performance on this contract is relevant, as instructed under Past Performance in Section M of the RFP." The last 2 blocks in the Program Details Tab are to be N/A as they do not apply to this acquisition.

8 L Pages 12-13, para 3.10

Per paragraph L.3.10, we are to submit the required financial responsibility documents no later than 15 calendar days prior to the solicitation closing date. Do the number of copies in

Table 2.2 apply (1 original, 1 hard copy, and 1 CD-ROM)? Also, please clarify if the data required by the 15 days prior is required to be included again with Volume I submitted by the solicitation due date.

Yes, provide the number of copies as stated in Table 2.2. Also, per the instructions in Section L, paragraph 3.10.c., page 13 of

19, provide Attachment L-10 with your proposal.

9 L Page 16 of

19, para

5.4(f)

Paragraph 5.4(f) states "The Government requests that Offerors submit PPI forms for each project to be evaluated for Past Performance at least 15 calendar days prior to the date set for receipt of proposals. References can use this time to complete their associated PPQ." Please confirm the following:

(1) Attachment L-4, the PPI Tool Forms, and the PPI Tool file should be submitted to the address in Block 7 on Standard Form 33 by May 9 (assuming the due date remains May 24);

(2) this same information is also required to be included with Volume III submitted by the solicitation due date;

(3) the number of copies in Table 2.2 apply to the early submission (1 original, 1 hard copy, and 2 CD-ROMs);

(4) the information from the finalized Attachment L-4 should be copied into Attachment L-5 and provided to clients so that clients may complete the PPQ between May 9 and May 24

(assuming due date remains May 24);

(5) submittal of the PPI forms 15 calendar days prior to the date set for receipt of proposals is a request, not a requirement, and therefore is not subject to the late submission rule.

1) Yes. Also, e-copies may be e-mail to the POCs identified in

Section L, para 5.4.c. In addition to the e-copies, hardcopies may also be delivered along with the financial data via

FedEx/UPS/DHL to the POC and address in Section L, para

3.10.b.

2) Yes, copies of Attachment L-4 are to be included in Volume

3, Past Performance.

3)Yes, also see answer to Question #8 above for further information.

4) Yes, that is correct.

5) Yes, however projects received after the proposal due date may be ineligible for evaluation. PPIs are needed as early as possible to process and to facilitate the PPQ process of contacting references.

10 L The intent of question #66 from the Draft RFP Q&As, was to determine if multiple task orders issued under the XXXX contract for compliance-type work in Korea could be presented in a PD/PPQ format, since they were all issued under this single ID/IQ contract.

For the types of work requested in the Compliance areas noted in our question (all requirements of the current PWS), it is unlikely that these TOs would ever be greater than

$150K each. For example, between 2010 - 2013, our firm was awarded (7) separate TOs by the Air Force for work in Korea that is substantially relevant to the evaluation of our capabilities in the Region. However, not one of these FFP TOs was greater than $150K, evidence that valid, significant, and desirable work experience in the Japan/Korea region cannot be appropriately captured in the Team's response to this RFP via a PPQ. The

Government's answer does not provide adequate information to make a decision about presenting this experience in a PPQ and the criteria for an eligible "Project" may limit competition of otherwise well qualified bidders.

We are respectfully requesting that you reconsider and clarify your answer to the original question to: A) reduce the value of the reference projects to $75,000 or less; and/or B) Allow the presentation of multiple Task Orders issued under a single ID/IQ contract for PWS elements required by the current FA8903-16-R-0006 scope to be presented in a single

Project Description/PPQ. Either approach will facilitate better competition among small businesses and provide you with highly relevant Past Performance profiles for the various

Contractors/bidders.

A) No, the dollar value will not be reduced.

B) Yes, multiple TOs awarded from the same IDIQ contract may be combined to reach/exceed the $150K minimum.

Submission requirements as stated in Section L, paragraph 5.4 will apply to all projects being submitted as one PPI/PPQ.

Each project on a single PPI/PPQ must include all Contract/TO numbers, scope, reference contact information, etc as stated on

Attachment L-4.

Question/Comment Matrix

3 May 2016

QSTN

RFP

Section

Page

/Paragraph

QUESTION / COMMENT RESPONSE

11 L 5.4 (Pages 15-

16 of 19) PPI

Sheets

A large multi-faceted project contains a uniquely funded Contract Line Item (CLIN) for services within the required Scope of Work. Can this CLIN and the associated Scope, and funding specific to this CLIN, be submitted as a stand-alone relevant past performance project if it is substantially complete?

Yes, a CLIN may be submitted as a stand alone project as long as it meets the evaluation criteria and is 80% or more complete to be considered "substanlly complete".

12 Please clarify if the RFP posted to FBO on Apr 25 is a Draft or Final RFP. The Zip link is titled "Final RFP", and yet many of the individual files are labeled "Draft" and the FBO site is worded as if it is a draft. Please clarify.

It is the Final RFP with proposals due to us by 24 May. Please read Section L very carefully for proposal submission requirements.

13 L Definition &

Para 5.4(d)

PPI Sheets

(Pages 2 &

15)

Small businesses generally don’t have a large pool of projects to pull from that meet your submission requirements. Requiring that projects be greater than or equal to 80% complete limits a company’s options. It is possible to establish exceptional past performance, relevance and confidence for projects less than 80% complete depending on the nature of the completed scope. Would the Air Force consider adjusting the “substantially complete” component of the past performance requirement to 50% to allow more small businesses to compete for this contract?

No. Multiple projects under the same contract and same scope may be combined to reach/exceed the $150K minimum. See answer to question #10 above.

14 L Page 16/5.4 c Paragraph 5.4(c) states that Attachment L-3 is an example of the PPI. Should this be

Attachment L-4?

No, Attachment L-3 is an example of the 'PPI Information

Summary Sheet'. Attachment L-4 is the actual PPI sheet that is entered into the PPI Tool.

15 L Page 16/5.4 Please clarify how offerors are to submit PPI forms at least 15 calendar days prior to the date set for receipt of proposals. Are we to email the PPI forms to the Contract Specialist and

PCO as indicated in 5.4 (c)? Or should we submit copies of the PPI forms and two copies of the reports in a binder along with a CD of the PPI database as instructed in 5.4 (b)?

Yes, e-mail to the POCs identified in Section L, para 5.4.c. In addition to the e-copies, hardcopies may also be delivered along with the financial data via FedEx/UPS/DHL to the POC and address in Section L, para 3.10.b.

16 L Page 16/5.4 If we submit our PPI information 15 calendar days prior to the date set for receipt of proposals, what PPI information do we need to provide with our proposal and in what format?

Copies of PPIs (Attachment L-4) as stated in Section L, Table

2.2, page 6.

17 L Page

9/2.3.10.3

Under 2.3.10.3 (a) (4), it states that two(2) separate CDs are required for both Volume 2

"Technical Factor" and Volume 3 "Price". Please clarify if you this should say Volume 4

"Price".

Correct, Price is Volume 4.

18 L Page 6/Table

2.2 &

2.3.10.3

Table 2.2 lists 2 e-copies for Volume 2, 3, and 4. The instructions under 2.3.10.3 lists 2 e-copies for Volume 2 and 3 only. Please clarify.

Table 2.2 is correct, submit 2 e-copies (CDs) for Proposal

Volumes 2, 3 and 4.

19 L Page 5/2.2 We respectfully request an extension to 10 June so that we have the necessary time to fully develop our PPIs.

No, our schedule cannot facilitate extensions to the proposal due date.

20 L Page 16/5.4 f The RFP states that PPIs must be submitted 15 days prior to the due date to allow references time to complete their associated PPQ; however, there is no connection or correlation between references completing PPQs and offerors submitting PPIs 15 days before the due date. We respectfully request that the requirement that offerors submit PPIs 15 days before the due date be deleted. This seems to be an old requirement from past procurements when references were required to complete PPQs in the AFCEC database.

No, we must receive the PPIs 15 calendar days in advance of the proposal due date so that the Government may process them in preparation for receipt of the PPQs. There is no

AFCEC database.