Consolidated_Questions_and_Answers_FA9302-16-R-0001.pdf

Questions for the Base Multimedia Services (BMS) Solicitation

FA9302-16-R-0001

1. Question: Our firm currently possesses a Secret Facility Clearance. Our Defense Security

Services (DSS) Industrial Security Representative informed us that a letter from the Air Force to the DSS Facilities Clearance Branch requesting an upgrade is required. The letter is needed before any steps can be taken to upgrade the Facility Clearance to Top Secret. Will the Air Force provide the requested letter to the Defense Security Service to facilitate obtaining a Top Secret Facility Clearance prior to award?

Answer: After contract award, a signed DD254 will be provided to the contractor to facilitate facility clearance.

2. Question: Section 2.1, Services Summary, on page 15 of 22 of the PWS references PWS paragraphs 1.3.3 and 1.27.4; however, the PWS does not contain these paragraphs. What PWS sections were intended to be referenced?

Answer: 1.3.3 and 1.27.4 have been removed and Services Summary updated in the Revised PWS.

3. Question: Are any of the labor categories unionized or have a CBA?

Answer: No.

4. Question: PWS 1.17, Hours of Operation, on page 9 of 22 of the PWS notes that extended hours shall be required at no additional cost to the government. In order to include overtime in the Firm-Fixed-Price, please provide historical overtime by CLIN.

Answer: Refer to Attachment 3 of the Revised RFP for estimated workload of all hours.

5. Question: Please provide the applicable Wage Determination or the Wage Determination number and revision number.

Answer: Wage Determination number is 2015-5604 and was added the solicitation on Thursday 28 Jan 2016.

6. Question: Are CLINs X003 and X004 Firm Fixed Price or cost reimbursable? Also, will travel overtime be handled as Time &Material?

Answer: All CLINs are Firm Fixed Price. There is no provision to bill overtime.

7. Question: Is training and associated travel cost reimbursable under CLINs X003 & X004? If not, how should these costs be handled.

Answer: Refer to paragraph 3.6.2 in the Revised PWS for Contractor training responsibility. There are no training costs relative to CLIN X004. Travel costs should be proposed IAW with the PWS.

8. Question: Will modifications be issued to CLINs X003 and X004 if required overtime and travel are significant?

Answer: Refer to Attachment 3, Estimated Workload, and the Revised PWS for pricing

CLINS.

9. Question: Is the workload data in Attachment 3 historical, current or projected for the follow-on contract? Is it the Government’s intent that the workload data be used for pricing?

Answer: See Question 4 response.

10. Question: Please provide historical mileage data for the six vehicles.

Answer: The vehicles are operated by contractors and contractors are not required or directed to reveal mileage.

11. Question: Is Site Visit attendance required?

12. Question: 52.212-01 Instructions to Offerors, Addenda to 52.212-1. The Government indicated that Part II: Technical, will consist of a 2 page Property Plan. Is 2 pages the correct number?

Answer: Yes; please reference RFP, Addenda to 52.212-1 PROPOSAL PREPARATION INSTRUCTIONS, paragraph 2, Part II TECHNICAL, for submission details.

13. Question: Does the Government require any other Technical volume information, e.g., Phase-In, Management, Technical Approach?

Answer: No, see Question 12 response.

14. Question: Does the Government have an Excel Pricing Spreadsheet for this solicitation?

Answer: Yes, RFP was amended and Excel Pricing Spreadsheet was added.

15. Question: Has a contractor performed similar work to this for the government in the past? If available, please provide the incumbent contract number.

Answer: The incumbent contract number is FA9301-11-D-0001.

16. Question: Ref: General Provision Clause 52.222-41, Service Contract Labor Standards (May 2014) and 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards – Price Adjustment (Multiple Year and Option Contracts) (May2014)

(a) Question: As this procurement fall under the purview of the Service Contract Act, will the Government amend the solicitation to incorporate the most current prevailing Wage Determination applicable for Edwards AFB, CA?

Answer: See Question 5 response.

(b) Question: Are the hourly employees covered by a collective bargaining agreement (CBA)? If so, will the Government amend the solicitation to incorporate the current CBA applicable for Edwards AFB, CA?

Answer: See Question 3 response.

17. Question: Ref: Solicitation Provisions, Paragraph 14. AF 5352.215-9000 Facility Clearance (May 1996) and Attachment 6, DD Form 254, DoD Contract Security Classification Specification.

Solicitation Provisions, Paragraph 14 states “The offeror must possess, or acquire prior to award of a contract, a facility clearance equal to the highest classification stated on the Contract Security Classification (DD Form 254) attached to this solicitation.” Our DSS Representative advised that we could not apply for a Top Secret facility clearance until we obtain a Government contract that requires such a facility clearance. We have had a compliant Secret facility clearance since 2005 and, therefore, securing a Top Secret facility clearance could be expedited by DSS to meet contract requirements. The Government (Edwards AFB) would assist in the process by issuing a sponsor letter to DSS for the company.

(a) Question: If awarded the contract, will the Government issue a sponsor letter on behalf of the company to allow it to obtain the Top Secret facility clearance?

Answer: See Question 1 response.

(b) Question: Are all personnel working on the contract required to have a personal TS security clearance?

18. Question: Ref: PWS Paragraph 1.13 WORK ORDER REQUESTS states “All multimedia services shall be requested via AF Form 833, Multimedia Work Order…” Ref: PWS Paragraph 1.15 JOB ORDER ACCOUNTING SYSTEM (JOCAS) requires the contractor input data into JOCAS for all multimedia work orders and requires data entered into JOCAS to be submitted on the last day of the month to BMM.

(a) Question: Is the JOCAS Government-furnished? If so, will the Government provide a Government-furnished computer system on which the JOCAS is loaded and available for use by the contractor?

Answer: Yes; Yes.

(b) Question: Does the JOCAS include pre-determined reports that will allow the contractor to print out the required reports for submittal to the BMM on the last day of the month?

Answer: Per the Revised PWS JOCAS Training will be provided.

19. Question Ref: SF1449 Continuation Page 2 of 79, specifies the Period of Performance to be 1 March 2016 to 28 February 2017. With proposal submission due on 12 February 2016, there appears to be very little time for Government evaluation and subsequent contract award as well as sufficient time for a successful contractor phase-in/transition (including GFP inventory).

(a) Question: Will the Government provide a phase-in/transition period for this contract?

Answer: Yes, if needed.

(b) If so, how long will it be?

Answer: To be determined upon contract award.

20. Question: Ref: PWS Paragraph 1.12 PUBLIC ADDRESS states “Public Address services may be required at locations other than Edwards Air Force Base and/or at times outside normal business hours.”

PSW Paragraph 1.13.10 WORK ORDER REQUESTS states “Multimedia services may be required at locations other than EAFB and/or at times outside normal business hours.” Based on these PWS citations, there appears that work performance may require overtime hours to be incurred by the contractor.

(a) Questions: To ensure an equitable price forecast by all offerors, will the Government provide an annual estimate of overtime hours to be expected to be expended by the contractor on the Edwards AFB Base Multimedia Services?

Answer: Refer to RFP, Attachment 3, and Estimated Workload for hours worked.

21. Question: Ref: SECTION III – GOVERNMENT-FURNISHED PROPERTY (GFP) AND

SERVICES, Paragraph 3.1.2, states “all materials necessary to carry out multimedia functions will be supplied by Public Affairs.”

(a) Does Paragraph 3.1.2 addressing all materials to be supplied by Public Affairs apply to all maintenance and repair parts and calibration services as addressed in PWS Paragraph 1.9 MAINTENANCE?

Answer: Yes; Public Affairs will provide the materials necessary for repairs as referenced in the Revised PWS, paragraph 1.9 MAINTAINENCE.

(b) Will the contractor be able to use an existing Government copying machine available on site at Edwards AFB?

Answer: Yes, copy machines are available for Contractor use.

(c) Will office supplies and copy machine supplies used by the contactor be provided by Public Affairs per Paragraph 3.1.2?

Answer: No, the contractor will provide their own office supplies. Public Affairs will provide the supplies and consumables necessary to accomplish the function of multimedia to include automated data processing equipment maintained by PA.

22. Question: Ref: PWS Paragraph 1.26 VEHICLES, states “Fuel may be purchased at the

Base/Military Service Station pending the establishment and annual renewal of a Fuels Purchase Agreement with the Defense Energy Support Center (DESC).all materials necessary to carry out multimedia functions will be supplied by Public Affairs.”

(a) To ensure an equitable price forecast by all offerors, will the Government provide the annual historical fuel quantities purchased by the current incumbent contractor from DESC records?

Answer: No; the vehicles are operated by contractors and contractors are not required or directed to reveal mileage, nor maintenance costs to Government personnel. In addition, the PWS has been revised removing “Fuel may be purchased at the Base/Military Service Station pending the establishment and annual renewal of a Fuels Purchase Agreement with the Defense Energy Support Center (DESC).all materials necessary to carry out multimedia functions will be supplied by Public Affairs.”

23. Question: Ref: SECTION III – GOVERNMENT-FURNISHED PROPERTY (GFP) AND

SERVICES, Paragraph 3.2, states “The government shall provide the contractor the GFP listed in Appendix A.” Appendix A does not identify any computer equipment and/or software that will be provided by the government to perform the multimedia functions required by the contract PWS.

(a) Will the government provide an Appendix to the solicitation identifying computer equipment and/or software that will be available to contractors for use on the contract?

Answer: No appendix will be provided. The Government uses standard computers and monitors with compatible software that is provided for contractor use in performance of the awarded contract.

24. Question: Ref: SECTION II – SERVICES SUMMARY (SS), Paragraph 2.1, lists contractor service requirements and performance objectives for mission essential items. In the table that lists the performance objectives and performance thresholds, we could not find PWS paragraph references for Paragraphs 1.3.3 and 1.27.4 under the fourth Performance Objective listed.

(a) Will the government please provide the proper PWS paragraph references for the fourth Performance Objective listed?

Answer: See Question 2 response.

25. Question: Is there a Wage Determination (WD) associated with this effort? If so, will you post it?

Answer: See Question 5 response.

26. Question: The Instructions to Offeror (#4, b, 4) requires a technical description of our approach. This is not mentioned in the section on proposal preparation instructions-it is an essential requirement for evaluation so where is it to be included?

Answer: Based on the assumption that the question references FAR 52.212-01(b)(4):

The technical description mentioned in the provision is satisfied with the submission of the items listed in the “ADDENDA to 52.2112-1 PROPOSAL PREPARATION

INSTRUCTIONS.”

27. Question: In regards to Performance Work Statement (PWS) 1.4, please elaborate on the last sentence- This is a new requirement and is unclear as to the scope. Is this in the workload estimate?

Answer: The Revised PWS, paragraph 1.4, was expanded to further clarify Social Media Outreach Analysis. The estimated workload includes Social Media Outreach Analysis and is part of the Base Multimedia Services function.

28. Question: Please clarify CLIN 0004 “Alert Services.”

Answer: CLIN X004 has been revised.

29. Question: Fuel Purchase Agreement Inclusion?

Answer: See Question 22 response.

30. Question: Is there a purpose for the pair of dashes listed in CLIN body?

Answer: The upper right dashes in each CLIN are place holders put in place by our contract writing system and should be disregarded.

31. Question: The Proposal Preparation Instructions, Part III-Past Performance Information

3(d)(3) on page 8 of 29, requests explanation of teaming arrangements and copy of teaming and/or joint venture agreements for such arrangements. There is a parenthetic note that the information provided does not apply to page limitations listed in Part II. Should the information on past performance teaming arrangements be submitted with Part II-Technical, or Part III-Past Performance Information?

Answer: Part III – Past Performance.

32. Question: Reference Government Property - Does the Government supply a database program to track property? If not are there any file extension requirements to ensure compatibility with the Governments property program?

Answer: No, the contractor is required to track property provided to the contract in accordance with FAR Part 45. Reference FAR Part 45 for guidance.

33. Question: Our company recently lost its Top Secret Facility Clearance since we no longer have an active TS requirement. According to our DSS representative, we can be quickly re-instated if the government is willing to sponsor our company.

Is the government willing to sponsor a contractor in this situation?

Answer: See Question 1 response.

34. Question: Reference CLIN XXX4: As discussed in the preproposal conference yesterday, this CLIN is very confusing. In the discussions it was determined CLIN XXX4 was going to be for overtime (OT). That’s great, there should be a CLIN for overtime. The only problem is Attachment 3, Item 3 & 4 captures all Alert including regular duty day and after hours. I would guess of the 450 hours per month, there’s only about 30 – 40 after normal duty Alert hours (OT). All Alert hour do need to be captured including other than normal duty hours.

For this reason, may I suggest possibly adding another CLIN; CLIN XXX4 for normal duty hours Alert and CLIN XXX5 for other than normal duty hours Alert.

Answer: At the site visit, there was some confusion about the Alert Hours CLIN X004 structure. CLIN X004 is not a CLIN for overtime. CLIN X004 and Attachment 3 have been revised to clarify the requirement.

Background- Sure we could think about use of an over and above CLIN for the Overtime and Double time [California law requirements contractor has to comply with].

However, when we were looking at whether the gov't could take over the work under a 10 U.S.C. 2463 cost study, the gov't Program Manger realized the contractor could certainly manipulate his workforce to maximize that which he would charge us if we adopted such an over and above approach.

Next, we are allowed to impose reasonable risk upon a contractor, and I don't see this as being outside what is a norm for the commercial industry.

35. Question: Background: The RFP refers to historical workload data and during the proposal conference it was implied that the information in Attachment 3 "Estimated Workload" is based upon historic workloads. The actual workload of the current contract hours differs in most if not all performance areas. The estimated hours in Attachment 3 represents a measurable growth in labor when compared to the current contract. Several new programs have come to EAFB in the last 6 months, increased work demands, and we understand that there are numerous programs currently transitioning to EAFB and will further increase workloads over the current contract workload level.

Question: Is it accurate to interpret the estimated hours as representative of the Government's anticipated level of effort and not necessarily intended to reflect the current contract workload?

Answer: The estimated workload is indicative of the Government’s anticipated level of effort.

36. Question: Ref: PWS Paragraph 1.5 ALERT SERVICES, Subparagraph 1.5.2 and 1.5.3 requires contractor response and arrival at applicable site (workplace or scene) within a specified time frame.

Ref: SF1449 Continuation, CLINs 0003/1003/2003/3003/4003/5003 for travel states “When required on individual Task Orders, the Contractor shall submit a proposal for all travel costs associated with PWS. Proposed travel shall be validated and approved IAW the Joint Travel Regulation (JTR) by the Contracting Officer…”

Question: Will contractor personnel be paid auto mileage IAW the Joint Travel Regulation for responding to ALERT SERVICES?

Answer: JTR was cited in error, PWS was revised to reflect the Federal Travel Regulations (FTR). Auto mileage will not be paid for responding to Alert Services where an employee regularly performs his or her duties.

If so, will the contractor be able to charge such auto mileage to CLINs 0003/1003/2003/3003/4003/5003 for travel?

Answer: See Response Above.

37. Question: Ref: ATTACHMENT 3, ESTIMATED WORKLOAD, provides historical information covering labor hours for specific sections of multimedia support services, i.e.

Aerial Photography Services, Alert Services, Location Photography, etc.

(a) Question: Are the annual hours shown under column “Use per Year” the actual historical hours worked per approved Task Orders in each section of multimedia support services listed?

Answer: See Question 35 response.

(b) If so, do the annual hours worked as shown include Overtime (OT) and Double time (DT) as well as straight time (ST) hours?

Answer: See Question 35 Response.

38. Question: Ref: PWS Paragraph 1.10 Training Requirements for Aerial Photographers states

“The contractor’s Aerial photographers shall undergo government-provided training on, and maintain proficiency in, the follow areas:”

(a) Question: Is all government-provided training identified for Aerial photographers located at Edwards AFB? If not, will the government pay all travel and associated costs with getting the training at other locations?

Answer: If training is outside of Edwards, the contractor will submit travel costs on the travel CLIN.