Questions_and_Answer_Set_3.pdf

Administrative Support Services New England Region and Puerto Rico

GS-01-P-16-BW-C-7007

QUESTION SET 3

30. My inquiry is to find out of this opportunity need to be at the locations or can it be done via computer home base status.

Answer: The Engineering Technician VI teleworks from home. The Graphic Artist and Technical Writer II teleworks from home 1 day a week. All other employees may telework on a situational basis (ie, weather related).

31. Can you post Exhibit 4 - Services, Information Technology and Operations Support CPAR Form as a separate document for completion?

Answer: Yes, Form has been uploaded to FBO.

32. Is there a benefit package attached to the current employee’s base rate of pay? If so can you tell us what the benefits consist of?

Answer: That information is proprietary.

32. For past experiences we need to submit CPAR evaluations. If we have CPAR’S that are already filled out and in the data base do we still have to submit them to you, or will you access the database and retrieve the evaluations.

Answer: Please select the evaluations that are similar to the requirements of the contract and submit them with your package per section L.

33. Most labor based contracts contain productive hours of 1920 per FTE. Since the annual hours total 2080, vacation equals 80 hours and holiday hours equal 80 hours, productive hours represent actual hours worked. With that in mind, a fully burdened labor rate encompasses those vacation and holiday hours into the FBLR within the Fringe costs. Under the Schedule B of this RFP, are all 2080 hours productive hours? Or are those 2080 in schedule B inclusive of vacation and holiday hours? If they are inclusive, are we able to bill directly for vacation and holiday hours? Or is the Government only reimbursing the contractor for actual hours worked on site?

Answer: The Productive Hours should be 1920 per FTE. The Government will pay for actual hours worked. The fully burdened rate should capture Vacation and Holiday costs. Please reference Amendment 0001.

34. Upon review, it appears that there is a leap year that falls within the Third Option of this RFP. Schedule B only provides a basis of 2080 for a majority of Full Time positions. Will the government require the contractor to account for the additional day during the leap year within this effort? Should the basis for annual hours in Option 3 be 2088 hours?

Answer: The Productive Hours should be 1928 per FTE for Option Year 3. Please reference Amendment 0001.

35. During the pre-proposal conference on 5/16/16, it was stated that the PR contract employee works "from a home office." Does GSA provide all GFE necessary for the employee to provide needed support, for example a computer, internet connection, etc.? Or are those materials provided by the contractor? If contractor furnished, may the costs for the equipment be direct charged to the government as an other direct cost or should they be included in overhead (thereby resulting in a contractor site versus government site overhead rate)?

Answer: The Engineering Technician VI uses all of his own equipment including laptop, internet connection and phone.

36. If the contract employee works from his/her home, is there a requirement for him/her to travel to GSA facilities to accomplish tasking? If yes, is the cost of that travel reimbursable as an other direct cost on the contract? Is the contract employee provided with a government vehicle with which to perform the necessary travel? If travel is required, please provide an estimate of the required travel during the base year and each option period.

Answer: Commuting costs to work will not reimbursed. Transportation will be provided for any Travel beyond the duty station. No costs will be associated with travel.

37. Please provide the schedule for the Engineering Technician VI working in PR.

Answer: The Engineering Technician VI works 20 hours per week, 5 hours per day Monday through Thursday. The Engineering Technician may be required to work 25 hours per week on some occasions. The bidding hours in Schedule B is based on 25 hours per week.

38. Some positions are indicated as "Subject to Funding" on the SF 1449 and some are not. Are those not so marked fully funded at this time?

Answer: Full funding is anticipated at time of Award.

39. Is it possible for GSA to continue the two referenced positions (CLIN 0010 and 0011) through extending the current contract if the incumbent vendor isn't the awardee for the new contract? Transitioning to a new employer for only two months presents a significant hardship for the employees filling those positions (requiring them to "double pay" FICA and other taxes, potentially interrupting insurance coverage, etc.). In addition, the transition creates a high likelihood of loss of support for GSA due to the impact on the individual employees and what appears to be an extended timeframe for clearing new staff members.

Answer: No.

40. Does the government anticipate the requirement for "overtime" (hours worked over 40 in a single work week) for any positions on this contract? Has there been a requirement for "overtime" on any predecessor contract. If yes, in accordance with the Fair Labor Standards Act

(FLSA) contractors are required to pay 1.5X the normal hourly rate for those hours. In order to properly price the needed "overtime" support, please identify the number of required "overtime" hours for each CLIN/position and allow bidders to provide a separate rate for those hours to allow for inclusion of the overtime premium. A separate rate is the most economical approach for GSA as it doesn't increase the "regular" hourly rate to accommodate for the additional cost.

Answer: There is no Overtime anticipated. There was no overtime done on the previous contract.

41. Please confirm if the PR services are performed in a federal building or from the contractor site.

Answer: The Engineering Technician VI works from their home office in Puerto Rico.

42. Please clarify this statement: "Unanticipated holidays declared by the president will count as federal holidays. As long as the contractor pays employees as if it were an anticipated federal holiday, the contractor will be paid for the unanticipated holiday as if it were a normal federal holiday." Does this mean the contractor will be able to bill GSA as if the employees were working for unanticipated holidays? Typically holidays are incorporated into a contractor's fringe or overhead rates which are applied to direct labor. However, a contractor can't/wouldn't include "unanticipated holidays" in its indirect rates so the only way to reimburse the contractor for cost incurred for unanticipated holidays is as a direct charge.

Answer: The contractor will be able to bill for the additional hours related to the unanticipated holiday.

43. Please provide the number of years of related experience and education required for the Administrative Assistant and Secretary Positions described in the referenced paragraphs.

Answer: Please reference industry standard for these positions.

44. Please clarify the reference to "all Task Orders" in the referenced paragraph (C.c.c (b).

Answer: Please disregard. There are no Task Orders in this contract.

45. Please clarify this statement in the referenced paragraph: "The invoice must have a signature and the following certification statement: “The undersigned firm certifies that to the best of the its knowledge, information and belief that the work covered by this invoice has been performed in accordance with the Contract Documents, that all amounts have been paid by the firm for work for which previous invoices were issued and payments received from the Owner, and that the current payment shown herein is now due.” (emphasis added) Who are "the firm" and "the Owner" in the statement required on the invoices? Who is "the firm" paying?

Answer: The firm is the awarded contractor. The firm receives payment from the owner, GSA.

The firm pays the employees.

46. In Section G, Note 1, what proof of delivery is required to be submitted with the invoice in accordance with this paragraph?

Answer: Proof of delivery is the approved time sheets submitted in advance of the invoice.

However, timesheets will be submitted to the COR and not to the Finance Website.

47. During the pre-proposal conference on 5/16/16, the government stated some incumbent contractor staff may need re-investigation to be eligible to work on the contract. In light of the anticipated short transition/fast start up for this contract, please identify by CLIN/labor category which incumbents require re-investigation before they are able to be assigned to work under the new contract.

Answer: The Engineering Technician VI is going the adjudication process now. All other employees hold a valid adjudication which no longer expires.

48. The referenced section states: "The Government shall provide, without cost, the facilities, equipment, materials necessary to successfully execute required administrative support services."

Please confirm this includes all equipment/materials for the part-time contractor staff member working from a home office in PR.

Answer: Please reference answer to question 35.

49. Please clarify the reference to "onsite supervisors" in the Section H.13. During the pre-proposal conference on 5/16/16, GSA stated the key personnel were not required to be on-site.

Answer: Please disregard the word “onsite”. Please see Amendment 0001.

50. Please clarify the requirement for a Contractor Pandemic Plan as stated in the referenced paragraph H.14. Given the requirement for contractor staff to work on government site, in accordance with Section H.11, the contractor has no control over the plan to address a pandemic.

The contractor will required to follow the plan developed by GSA for federal and contractor staff working in its facilities.

Answer: The Contractor will be required to follow the Pandemic Plan issued by GSA.

51. Please clarify the requirement stated H.15 in paragraph a): "The Contractor shall include all appropriate discipline specifications, clauses, and terms of this contract to Contractor’s personnel, employees, and subcontractors performing work under this contract." The meaning of this sentence is unclear. What does this statement require contractors to do?

Answer: This refers to the flow down of the contract requirements from the prime to the subcontractors.

52. Please clarify if the requirements of paragraph H.15 b) apply to this contract.

Answer: Yes, if either party anticipates any potential organizational conflicts of interests.

53. Please clarify the inclusion of 52.232-36 Payment by Third Party. Does the government anticipate the use of a commercial purchase card for payment under this contract?

Answer: Third Party can potentially be an assignee where the contractor chooses payment to flow through. GSA does not anticipate use of purchase card under this contract.

54. Please clarify the comments made by GSA during the 5/16/16 pre-proposal conference related to the requirements of 52.222-17 Non-displacement of Qualified Workers and "other issues" bidders should take particular note of in this clause which will be applicable to this contract. Was the government referring to the exception to right of first refusal based on incumbent performance issues and/or inability to qualify under new contract requirements?

These comments were made in response to Q4 of the additional questions answered during the conference.

Answer: Yes, existing qualified employees performing well should be given the right of first refusal.

55. Please clarify this statement in the referenced paragraph GSAM 552.237-70: "(a) Offers will be considered only from responsible organizations or individuals now or recently engaged in the performance of building service contracts comparable to those described in this solicitation." and "(b) Competency in performing comparable building service contracts." Is there a requirement for bidders to have current/recent contracts with the GSA Public Building Service to be selected as the awardee of this contract.

Answer: GSAM 552.237-70 is not applicable and removed. Please see Amendment 0001.

56. Referenced Exhibit 5D states: "In conjunction with the Contract Specialist, visits contract sites and/or contractor's office to ascertain facts with respect to matters under dispute." (emphasis added) Will transportation be provided for the Admin Asst? If no, will travel be reimbursable as an other direct cost? If no, please provide an estimate of required travel to allow bidders to include costs for required travel in their proposals.

Answer: Transportation will be provided. No costs will be associated.

57. Referenced Exhibit 5J states: "Some travel may be required to participate in various presentations and to supervise the production of finished materials." Will transportation be provided for the Admin Asst? If no, will travel be reimbursable as an other direct cost? If no, please provide an estimate of required travel to allow bidders to include costs for required travel in their proposals.

Answer: Transportation will be provided. No costs will be associated.

58. Referenced Exhibit 5K states: "Some travel is required." Will transportation be provided for the Admin Asst? If no, will travel be reimbursable as an other direct cost? If no, please provide an estimate of required travel to allow bidders to include costs for required travel in their proposals.

Answer: Transportation will be provided. No costs will be associated.

59. Are there any page limitations for the Past Performance and/or Experience of the Firm(s) sections of bidders' proposals?

Answer: No

60. The referenced item section L, Submission Requirements, states: "2. Organization and Methodologies: Describe its proven organization and methodologies related to meeting the overall requirements of the statement of work." Please further describe what information/answers the government is looking for in response to this statement. Is the government seeking insight into how the bidder executed similar administrative requirements (it would seem that would be described in the Experience of the Firm section)? The information sought is unclear.

Answer: This Section will be revised per Amendment 0001.

70. Please confirm the bidders' pricing should be effective for 160 days.

Answer: Correct.

71. Please confirm there are contract staff filling all 11 required positions at this time who are eligible for right of first refusal offers in accordance with all requirements of 52.222-17. There was an implication in the pre-proposal conference discussions that some might not qualify (see comments made in response to Q4 of the additional questions). Also in the Question Set 1, the answer to Q8 states resumes are to be provided for "proposed new personnel." Bidders need to know if they need to provide resumes because there are no incumbent staff members in any positions and/or those currently in the positions aren't qualified/eligible to move to the new contract.

Answer: The current incumbent staff is qualified and eligible to move to the new contract for the required 11 positions.

72. There was a reference to "schedules" that need to be provided in bidder proposals during the discussion of the requirement to provide a draft Quality Plan. That specific reference was unclear during the discussion. Please clarify specifically what was referred to during that discussion.

Answer: Scheduled of all the employees will need to be provided such what days they work, the hours they work, and what days they telework if applicable.

73. In reference to the solicitation, please advise if the Awardees' prime contractor must be a GSA schedule holder, or does the set-aside Economically Disadvantage Women Owned Small Business hold all the barring?

Answer: The Awardee does not have to be a schedule holder. The Awardee must be a qualified EDWO Small Business.

74. In order to ensure the Government is able to receive complete and like offers from vendors, would the Government confirm that the following statutory elements are required in Puerto Rico?

- FICA (Social Security and Medicare Contribution)

- FUTA

- SUTA

- Accident Insurance

- Disability Insurance

- Vacation

- Holidays: 11 Total (10 Federal Holidays plus 1 day for Good Friday)

- Sick Leave

- Christmas Bonus

- Health and Welfare

- Workers Compensation Insurance

Answer: The minimum wages and fringe benefits are listed in the applicable Wage Determinations. Please reference the minimum insurance requirements in Section I. Any other compensation should be specified in your Management Plan.

75. In order to ensure the Government is able to receive complete and like offers from vendors, would the Government confirm that the following statutory elements are required in Massachusetts?

- FICA (Social Security and Medicare Contribution)

- FUTA

- SUTA

- Solvency Assessment

- Employer Medical Assistance Contribution

- Workforce Training Fund

- Vacation

- Holidays 11 Total (10 Federal Holidays plus 1 day for Patriot’s Day)

- Sick Leave

- Health and Welfare

- Workers Compensation Insurance

Answer: The minimum wages and fringe benefits are listed in the applicable Wage Determinations. Please reference the minimum insurance requirements in Section I. Any other compensation should be specified in your Management Plan.

76. Do the SBA Forms 2414 and 413 need to be included in the proposal? Or, just uploaded to the WOSB Repository?

Answer: Please just upload it to the Repository.

77. Employment terms are different in US and in PR specifically when talking about employment at will. In the case of the PR based person, will his/her contract need to be different in regards to this matter?

Answer: No.

78. What is the initial time to fill vacant positions after award of contract?

Answer: Time to fill vacant positions will vary.

79. Are existing contracted employees re-hirable by a new contractor under the terms of this

RFP?

Answer: Yes

80. Who decides upon contracted personnel’s overtime? Contractor or Contracting Agency?

What will be typical requirements for this client’s operation?

Answer: GSA determines if a need for overtime arises. Funding will have to be requested in advance of the overtime and modification to the contract will be negotiated and issued.

81. Are Past Performance Evaluations from Private or Non-Government Clients valid for a new potential Contractor?

Answer: Yes

82. As per the RFP provided package it is understood that contracted employees’ salaries will be in accordance with USDOL tables provided for each pay grade by state (I.e. R.I. and PR).

However, there are different paygrades that have step #1 to Step #10. Can the salary step (within the Pay Grade) be re-defined on my proposal for existing personnel from previous contractor?

Answer: The DOL Wages Determinations provide the minimum. The contractor compensation package should be defined in the proposal.

83. In light of the requirement to ship rather than email our responses; upcoming holiday weekend and associated loss of mailing days; and the final answers to questions/final RFP not yet being published, would the government consider extending the due date for proposals to no later than 10 business days following the publication of the answers/final RFP?

Answer: Proposal Extension is not anticipated at this time.

84. Will you accept electronic proposals via email?

Answer: No