17R0021_QA_1_final.pdf

Question # Contractor Question Government Response

Reference (3) Price Factor, a., states, “These prices shall be identical to the quoted pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present.” Please clarify what prices are to be used for bidding purposes for the additional 6 month period, the base period or last option period. FAR 52.217‐8 requires the contractor to provide pricing as the previous 6 months. For evaluation purposes, the final year will be used.

Reference (3) Price Factor, states, “The total evaluated price will consist of the contractor’s proposed price for the base period, all option periods, the option pricing for the additional 6‐month period, and surge pricing as requested below.” Where is the surge pricing information and how are contractors to include surge pricing in their proposal? "Surge" was incorrectly utilized in the RFP. The RFP has been updated to reflect "plug number" vice the erroneous surge

In order to estimate the labor categories and labor hours per Task for all Tasks, will the Government please provide historical data that allows for a sound basis of estimating?

Conference/Event set‐ups (average 90 a year), Disposal (6000 pieces), Receipt (7000 pieces), Copier Paper distribution (83 copier rooms); Cataloging (1200 entries); Property accounting Transactions (approximately 20 daily).

Will the Government please provide the square footage of the facilities and the number and type of items inventoried? 16,720 square footage of rack space, IT equipment received & disposed will be inventoried upon receipt.

Reference 6.2.5, Subtask 5, please identify the types and quantities of hazardous materials (HAZMAT) that require handling and inventory?

Batteries, light bulbs, liquid drainage from pre‐disposed property (oil, mercury).

Reference item 13., GFP/GFE/GFI, Does the Government provide Personal Protective Equipment (PPE) required for the performance of the contract?

No. Contractor responsibity for providing protective gear for contractor employees (e.g. safety boots). Hard hats provided by Gov't.

HC1028‐17‐R‐0021

Question & Answer, round 1

Reference 6.3, Task 3, Conference Room Setups, in order to estimate the level of effort associated with this Task, please provide an estimate or historical data on the annual number of ceremonies, conferences, training, and special events.

Estimate 90 conference/event set‐ups annually.

Reference 6.5.4, Subtask 4, and 6.5.9, Subtask 9, are the 10% inventories conducted on a weekly or monthly basis?

Monthly or as needed to verify processing accuracy.

Will the Government be conducting a formal site visit?

Yes, site visit scheduled for Friday 2/09/2017 at 0900‐1100 hours.

If no formal site visit, will the Government allow a contractor to conduct a brief walk through in order to access the dynamics of the operations and better estimate staffing requirements? NA

Would the Government please advise calculation to determine 1 FTE=2000 hours? Use current market analysis for Material handler and Inventory Manager positions per hour. The annual number of hours excludes holidays.

12 What holiday schedule is the contractor to follow? Federal Holidays (e.g. Christmas, New Years)

Would the Government please advise what the hours of operation are of the warehouse including the receiving and distribution of property at the loading dock?

Hours of operation 7am to 3:30pm Mon thru Fri.

14 What is the square footage of the warehouse? 16,720 square footage rack space.

Would the Government please advise if there are any “On Call” duties? No on call duty.

16 Is there a Collective Bargaining Agreement in effect? None that the Government is aware of.

What Wage Determinations is the current workforce under?

the current contractor is performing under the most recent version of the wage determination that is included within this RFP. The specific labor category within the wage determination cannot be released as the Government is requesting contractors to propose their own staffing plan.

Our time keeping system requires online entry, does the Government provide phone and internet access for the contractor to manage timekeeping and company communications? Yes. Computer workstation which include phone, printer access, laptop.

Does the Government provide office space for administrative and Human Resource functions? Yes. Shared space of onsite contracted employees

Does the Government require bonding for any contracted personnel? No, there are no bonding requirements outlined within the RFP.

21 Does the CRP utilize a specific software for tracking? Microsoft Office tools (e.g. excel, access, word)

6.2.2 Please advise how many loading docks are utilized at

one time. three

What the Government please advise what the receiving hours for the loading docks are? Receiving hours 7am to 330pm Mon‐Fri

6.2.6 What are the required hours of the licensed forklift

operator? 8 hours daily

6.2.9 Is there a designated computer report from a specific

program to be used or is this a report developed by the contractor? Yes, contractor suggestions are encourage to better operation,

6.4.1 Is the contractor provided truck required to have a lift?

No, but highly encouraged

6.4.2 and 6.4.4 Is the movement of classified materials to NSA and outside of FGGM, by the contractor conducted utilizing the contractor’s vehicle or a GOV?

Contractor's vehicle

6.5.4 Would the Government please advise the time

requirements for the weekly inventory? As needed for verification. Normally once a week (Thursday NLT 3 pm)

Has a new “Inventory Management” position been filled within the current contract for required additional support stated as needed in the current operational structure for this DISA contract? Yes. (3 personnel)

Does the contractor share any blankets, dollies, hand trucks, stevedores and floor protection with Government employee’s? Yes.

Please explain further the one time reference to “contract access fees” and how they pertain to the contract?

contract access fees refers to a fee collected under GSA contracts. This requirement will be awarded through the open market, therefore the reference to contract access fees has been removed. The point of the section is to clarify that the contractor should include all costs within their FFP proposal.

E.g. Are they local, county or State fees anticipated for access to the facility physical location?

The Government is not aware of any local, county, or state fees in place for accessing the facility.

In order to respond adequately to the requirement of detailed staffing per task area, can you please provide us with workload statistics on a daily or monthly level. More specifically:

Task 1 and 2 Central Receiving/Mover Support:

∙ How many deliveries are received at the loading docks on a monthly basis? 110 shipments average monthly ∙ Typically, on a monthly basis, how many items are received on the deliveries? 1500 items ∙ Is DRMS located on base at Fort Meade? Yes.

∙ Are pallets and shrink wrap government or contractor supplied? Both.

∙ If pallets and shrink wrap are contractor supplied, can you give us an estimated quantity of need on an annual basis? Triwalls‐ 40 ea per yr; Shrink wrap‐ 48 rolls per yr

Task 3 Conference Room Setups:

∙ How many conference rooms will the contractor be responsible for? 8 (conference/training rooms) ∙ How many orders for conference room setups occur on a monthly basis? 10 monthly ∙ Can you give us approximate room size, schematics etc (# chairs, tables, etc) are needed for most set up requirements? Government provide chairs and tables, largest room ∙ Regarding paper deliveries; how many locations need to be serviced and how often? 83 copier rooms bi‐weekly (every 2 weeks).

∙ Are the paper delivery locations all within walking distance within the same building or will contractor personnel need to utilize the vehicle to reach the service locations?

DISA has a cluster of 6 buildings which connect to each other, no vehicle required to distribute paper.

Task 4 Transportation:

∙ Is DRMS located on Ft. Meade? Approximate mileage from base of operations? Yes, 5 miles.

∙ Will the contractor be provided overnight parking for the truck free of charge? Yes.

∙ What is the annual mileage usage for the contractor provided truck? Estimate 400 miles per year

Task 5 Property Accountability:

∙ How many different line items of product are maintained?

Each Inventory Manager maintain an maximum of 5000 pieces per managing account.

∙ What is the total quantity of items stored in the warehouse, i.e. # of pieces, # of pallet locations, etc. 1500 pallets of equipment ∙ Approximately, on a daily basis, how many entries for additions, deletions, transfers, etc are made In the DPAS system? Average 20 transactions daily.

∙ What is the total size (sq ft) of the warehouse the contractor will be maintaining? 16,720 square footage rack space.

∙ Is the warehouse equipped with racking for storage of pallets? If yes, how many locations vertically – 1, up, 2up, etc…. Yes, Rack space 380 (4 high); Skid space 760 (2 skids per rack)

Will you be providing a sponsorship for acquiring the Security Level 1 No.

35 If not, could I utilize a sub‐contractors Security Clearance to bridge the gap until my staff was cleared and approved Yes.

36 What types of vehicles and how many are required for the contract i.e. (1) Van, (1) Pick‐up

At least a 26 foot truck for offsite runs (e.g. DRMO/Offsite Deliveries).

Government vehicle available (Cargo Van) for smaller loads.

37 Is there a schedule site‐walk? Yes

38 Can a potential awardee be in the process of obtaining Secret Facility Clearance at the time of award? No.

39 Can the facility clearance of a subcontractor be utilized to comply with the Secret Facility Clearance requirement? Yes

Reference: Paragraph 3.c.(1) a. The staffing plan shall clearly outline the contractor’s staffing abilities in relation to the scope of the contract. The Government anticipates that approximately 14 full time equivalent (FTE) personnel (1 FTE = 2000 hours) will be necessary to perform the tasks in the PWS. This estimate is for information purposes only, and in order for this subfactor to be rated Acceptable, the proposed staffing plan shall clearly outline and define a staffing approach that demonstrates a labor mix sufficient to perform the tasks in the PWS in accordance with the contractor’s technical approach. Failure to outline the full staffing of this contract, per task, will result in an Unacceptable rating.

Question: The government anticipates approximately 14 full time personnel (information purposes only). In view of the requirements outlined in paragraph 6. (Performance Requirements) and the requirement to clearly outline and define a staffing approach, please provide some historical or anticipated volume for each of the performance requirements. Including inventory range and depth, number receipts (new material and excess going to DRMO), number of on‐base customers, number of trips to off base locations (customers) per month, number of anticipated reporting requirements, number of Conference Room set‐ups, including number of chairs and tables, and hours of operation.

Average per year: Conference/Event set‐ups (average 90), Disposal (6000 pieces), Receipt (7000 pieces), Copier Paper distribution (83 copier rooms/5000 boxes); Cataloging (1200 entries); 4000 DPAS transactions;

DRMO/NSA Runs (30); 1500 customers; 8 conference/training rooms, 580 chairs & 40 tables; Office Moves (200) Warehouse Operation hours 7am to 3:30 pm (8 hour days); 4 reports (Daily Shipment log; Weekly Activity Report;

Shipment Aging Report; Daily Personnel Status).

41 Is the incumbent, Bering Straits Logistics Services, LLC, eligible for award of a contract under this 8(a) set‐aside RFP?

To be considered for award for this requirement, the Offeror must be an eligible 8(a).

SF 1449, p. 3 of 74, RFP Information Sheet, ¶1, states: “Other Direct Charges (ODCs)/Travel Proposals including ODCs will be entertained; however the Government reserves the right not to include ODCs should it not warrant them necessary.”

Does this mean that the Government may issue a contract that does not provide for Travel, or does it mean something else?

at this time the Government anticipates the use of an ODC CLIN; however, should circumstances change and the Government determines travel is unnecessary, the ODC travel will be removed

Does this instruction apply to material and equipment ODCs that are unrelated to travel as well as travel ODCs? Yes.

SF 1449, pp. 8‐9 of 74, Performance Work Statement, ¶ 3 Background, states: The MP31 warehouse contractors has the responsibility of receiving, inventorying, delivering copy paper, conference room set‐ups,, office moves, forklift operations, distribution and disposal services. A previous improvement team has provided changes to increase fiscal, acquisition, and property management business processes.

As a result of this action, shipments must be delivered within five (5) working days. Recently MP32 has picked up the capital asset and non‐DISA site accounts. The Agency has gone from an annual inventory to monthly inventory cycle, which requires additional support to the directorates. This task has created a need for additional accountability support in the role of Inventory Manager. In addition, MP3 supports the Fort Meade operations as Integrated Logistics Support Branch (MP31). This has created a need for additional accountability support in the role of a Property Administrator with Property Management Branch (MP32).

Was the incumbent contract modified to require deliveries with in five (5) working days, and if so, what changes in pricing and staffing (level and nature) resulted?

No.

Was the incumbent contract modified to add the “capital asset and non‐DISA site accounts” that “MP32 has picked up” and if so, what changes in pricing and staffing (level and nature) resulted? Yes, additional Inventory Managers were brought on.

Does the incumbent contract currently provide “additional accountability support in the role of Inventory Manager” and if so, at what time was that role required under the incumbent contract?

Yes. Once mission required additional support due to increase responsibility.

Last 2 years of contract.

Does the incumbent contract currently provide “additional accountability support in the role of a Property Administrator with Property Management Branch (MP32)” and if so, at what time was that role required under the incumbent contract? Last option year of the contract.

SF 1449, pp. 6‐7 of 74, RFP Information Sheet, ¶ 3 Price Factor, (a) “The total evaluated price will consist of the contractor’s proposed price for the base period, all option periods, the option pricing for the additional 6‐month period, and surge pricing as requested below.” Does the government require surge pricing and if so, Where in the SOW are surge pricing requirements addressed?

How will proposals be evaluated for surge efforts?

Where in the price proposal spreadsheet (Attachment 3) should surge efforts be priced?

Surge is not applicable to this requirement; any reference to surge has been updated.

SF 1449, pp. 6‐7 of 74, RFP Information Sheet, ¶ 3 Price Factor, (c) instructs offerors to use specified “plug” numbers for ODCs for travel/material/equipment, and states that “actual incurrence of the costs shall be authorized by the COR in writing prior to incurrence and travel and will be paid IAW FAR Part 31.205‐46.”

Are these three (travel, material, and equipment) ODCs independent of one another?

It is anticipated that one ODC CLIN will be awarded for each year. This one CLIN will support all ODCs. The plug number provided in the RFP is all encompassing of travel, material, and equipment

How are offerors to account for material and equipment ODCs costs that are not incurred in connection with “travel”? The plug number is all encompassing and will account of all ODCs Are deliveries outside of FGGM (¶ 6.4.4, Subtask 4) “travel” and, if so, are the costs of such deliveries required to be authorized by the COR? Yes.

SF 1449, p. 3 of 74, RFP Information Sheet, Pp. 5‐6 of 74, ¶ 3(c)(2) Past Performance Factor states, “Past performance efforts cited must be for similar services as outlined in the PWS, with satisfactory performance, and must have occurred within the last 3 years. No more than 3 past performance efforts may be submitted, . . .” Will subcontractor past performance be counted and, if so, will it be counted as equivalent to similar past performance by the offeror/prime or given less weight than similar past performance by the offeror/prime?

Per the RFP past performance information: "In order to be rated Acceptable, the Government must determine that based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or that the offeror’s performance record is unknown. This factor will be rated Unacceptable if, based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort." The "OFFEROR's" (prime contractor) past performance information is reviewed, and subcontractor past performance can not replace that of the "Offeror's" past performance. The determination of acceptable past performance for a subcontractor is the responsibility of the "Offeror", or prime. However, a subcontractor's past performance may be submitted for review as part of the Offeror's proposed staffing plan.

At p. 9 of 74, Performance Work Statement, ¶ 5, the RFP states, “Scope. The contractor shall provide all . . . tools, materials, equipment and trucks that are not Government furnished but necessary to perform all of the services required . . .” At P. 10 of 74, ¶ 6.1.1, Subtask 1, the SOW states, “The contractor will provide the necessary equipment (i.e. blankets, dollies, hand trucks, stevedores and floor protection as needed) when necessary.” At p. 11 of 74, ¶ 6.4.1, the SOW states, “Contractor shall provide a truck.” At

p. 18 of 74, ¶ 13, the SOW states that the “Government shall furnish the computer hardware, software, and supporting GFE materials and facilities, as required, in support of the tasks requested in this task order.”

Will the government provide equipment that is not listed on Attachment 4? Yes, phone and complete work station.

How much equipment, and what kind, should the contractor anticipate it will be required to provide? Warehouse supplies (e.g. Triwalls, packing tape, shrink wrap)

How many trucks will the contractor be required to provide?

As needed for deliveries (normal one truck)

What is the required GVW or payload of truck or trucks? 26 footer Who will provide equipment for bar coding activities, the government, or the contractor? Both.

Will the contractor be required to provide materials to pack and crate, or will such materials be furnished by the government? Both.

What occupation codes of the wage determination are to be used? Inventory Mgr, Warehouse Mgr, Material Handler

Regarding the incumbent employees:

Are the incumbent’s employees for the incumbent contract unionized or otherwise subject to a labor agreement?

No.

How many employees does the incumbent have working on the contract? What occupation codes? For each employee, what is the length of service with the incumbent and any previous contractors/predecessor(s)/facility?

14 FTEs, 1‐ Warehouse Mgr (5 yrs); 1‐Forklift Driver (5 yrs); 4 Material handlers (2 yrs or less); 1‐ Lead Inv Mgr (2 yrs) 7‐Inventory managers (2 yrs or less)

At p. 14 of 74, Performance Work Statement, ¶ 9, Place of Performance, the RFP states, Alternate Place of Performance ‐ Contingency Only. . . contractor employees may be required to work at an alternate place of performance (e.g., home, the contractor's facility, or another approved activity within the local travel area) in cases of unforeseen conditions or contingencies (e.g., pandemic conditions, exercises, government closure due to inclement weather, etc.). Non‐emergency/non‐essential contractors should not report to a closed government facility. Contractor shall prepare all deliverables and other contract documentation utilizing contractor resources. . . .”

Will Contractor and its personnel be considered non‐ emergency/non‐essential? Yes.

Does the government anticipate that the contractor will provide support if the contractor cannot work at FGGM? No. Contractors will be released back to company when facility is closed.

With respect to the incumbent contractor’s personnel, please advise how long each has been employed on the incumbent contract and any predecessor contract? Some personnel have been on current contract for 5 years.

At p. 15 of 74, Performance Work Statement, ¶ 12.1, the SOW states, “. . .the company must have an interim or final SECRET Facility Clearance from the Defense Security Service Facility Clearance Branch.” Must the facility clearance be in place at time of award, at time of project commencement, or at a later date?

Yes, everything need to be in place during time of bid/time of award.

Regarding Performance Work Statement, ¶¶ 12.2 – 12.4 (pp.

15‐16 of 74):

How many of the incumbent personnel currently hold a favorable adjudication of a TIER 3 investigation by any of the DoD CAFs or other federal adjudications facility within a ten year period? DoD CAF has to provide the interim secret clearance.

Will the government permit personnel requiring SECRET access under the contract to begin work prior to completing a favorably adjudicated Tier 3 Investigation? Yes.

At p. 69 of 74, the RFP states, in part, “(3) If the competition is to be limited to 8(a) concerns within one or more specific SBA regions or districts, then the offeror's approved business plan is on the file and serviced by the Chicago, Illinois District Office (District Office servicing the contracting office location).” Is this contract limited to 8(a) concerns within one or more specific SBA regions or districts? No, Any eligible 8(a) contractor can compete.

The RFP includes DISCLOSURE AND CONSISTENCY OF COST ACCOUNTING PRACTICES (OCT 2015)). Small businesses are specifically exempted from CAS (48 CFR 9903.201‐1). Was this provision included in the RFP by mistake?

This was an oversight, the clause was included in error. FAR 52.230‐3 has been removed from the requirement.

56 Will there a be a preproposal conference or site visit. Yes, site visit scheduled for Friday 2/09/2017 at 0900‐1100 hours.

We currently have with a teaming partner that has the required clearance. Will we be able to submit a joint proposal submission if we are the 8(a) prime contractor and utilize their Facility Clearance as our subcontractor?

No, Prime has to have a valid facility clearance to sponsor contract.