DTRA_QA_RFP_markup_A0004.pdf

HDTRA1-14-R-0018

L.1.1 GENERAL INFORMATION

L.1.1.1 Point of Contact

The Contract Specialist (CS) is the primary point of contact for this acquisition. The CS for this acquisition is:

Mr. Roger Mark White Contract Specialist, J4CBC Contracts Agency-wide and Closeout Branch, J4CBC Phone: (703) 767-3568

The Contracting Officer (CO) for this acquisition is:

Ms. Rachel A. Cole Contracting Officer, J4CBC Defense Threat Reduction Agency 8725 John J. Kingman Rd. Stop 6201 Fort Belvoir, VA 22060-6201

Offerors are instructed to address all questions or concerns regarding this solicitation via email to Admin.SupportSS@dtra.mil with the subject line “Questions Concerning HDTRA1-14-R-0018”. Questions regarding this solicitation must be received no later than October 24, 2014 at 1:00 pm (EST). Questions received via telephone or an email address other than Admin.SupportSS@dtra.mil will not be addressed. All DTRA technical personnel have been strictly prohibited from discussing this requirement with any offeror personnel.

Responses to questions will be posted on the FedBizOpps (http://www.fbo.gov) web site.

All Written Proposals shall be received no later than November December 201, 2014 at 1:00 pm (EST), via U.S.

Mail or via Commercial Express or Ground Shipments (e.g. Federal Express, DHL, UPS, as prescribed in DTRA Clause 252.204-9000). Offerors must comply with the detailed instructions for the format and content of the proposal; proposals that do not comply with the detailed instructions for the format and content of the proposal may be considered non-responsive and may render the offeror ineligible for award.

L.1.1.2 Debriefings

L.1.1.2.1 Preaward Debriefings Offerors excluded from the competitive range or otherwise excluded from the competition before award may request a debriefing. Offerors may request a pre-award debriefing by submitting a written request to the CO for debriefing within three (3) calendar days after receipt of the notice of exclusion from the competition. The Government shall make every effort to debrief unsuccessful Offerors as soon as practicable.

L.1.1.2.2 Post-award Debriefings Offerors may request a debriefing by providing a written request to the Contracting Officer. Written notice may be provided by email at the email address referenced in L.1.1.1 with the subject line “Request Debriefing Concerning HDTRA1-14-R-0018”. The Government will notify Offerors of the source selection decision within three (3) calendar days after award. Offerors that desire a debriefing must request one in writing within three (3) calendar days after receipt of the CO notification. To the maximum extent practicable, debriefings will be conducted within five (5) calendar days after the Offeror’s request.

L.1.1.3 Discrepancies If an Offeror believes that the requirements in these instructions contain errors, omissions, or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. If during the evaluation period, it is determined to be in the best interest of the Government to hold discussions, the http://www.fbo.gov/

BA degree or a minimum of 3-4 years of experience.

Minimum Experience:

Level II – 3-4 years

Level III – 5+ years

Event Coordinator Possess communication skills (written & verbal) with the ability to communicate with all levels of staff and vendors; Be solution oriented when dealing with challenges and opportunities and able to prioritize shifting demands;

Accountability: Takes ownership of events with extreme attention to detail, organized and meets deadlines; Ability to read and understand contracts and invoices;

Ability to work independently, exercising judgment and initiative;

Flexibility to work weekends and evenings when needed;

Proficiency in MS Word, Excel, PowerPoint & Outlook; Strong administrative background with 3+ year’s prior event planning/hospitality experience.

Experience with DoD Protocol Events Coordination.

BA Degree or 4-5 years of experience.

Planning, coordinating and executing all logistics for off-site meetings and workshops;

handle all aspects of visits, conferences, tours, social functions dealing with high level executives within the agency. Advise high level executives on DoD military customs, courtesies, decorum, policies, assist in managing recognition programs and special ceremonies Scheduling rooming, travel arrangements, and catering for attendees; Organizing workshop registrations and rosters; creating calendar of events; Coordinating hotel shuttles and car service as needed; Ordering appropriate supplies and equipment for meetings and workshops;

Conducting market research to obtain the best price with all hotels for meeting space, rooms and banquets; and maintaining database of all contracts for all events.

NOTE: THE CONTRACT SUPPORT PERSONNEL IN PLACE UNDER THE CURRENT CONTRACT

HAVE THE RIGHT OF FIRST REFUSAL.

L.3.3.7 RIGHT OF FIRST REFUSAL FOR QUALIFIED WORKERS

Contract support personnel who are in place under the current contract (HDTRA1-10-D-0004) have the right of first refusal in accordance with FAR 52.222-17, Nondisplacement of Qualified Workers. Section L.5.3.5 provides a list of labor categories and range of hourly rates established on the current Administrative Services IDIQ contract.

Actual rates are proprietary to the incumbent contractor and are not revealed for this purpose. This The L.5.3.5 range data are information is provided for informational use only. The offeror is to propose a specified rate in Section J, Attachment 12 (Price Model).

Section J, Attachment 12 (Price Model). All labor rates shall be rounded to two decimal points to the hundredths.

Five or higher thousandths shall be round up to the hundredths and four or lower thousandths rounded down to the hundredths.

Offerors are to propose labor rates with effective start date (February 23, 2015 to February 22, 2016 and consecutive out year) for each year totaling five years for the number of hours at 1920 utilizing the hours at the following locations: NCR; Albuquerque, New Mexico; Fort Walton Beach Eglin Air Force Base, Florida; West Point, New York; Travis AFB, California; and Kleber Kaserne, Germany.

Pricing shall be broken out over a five year period of performance (year 1-February 23, 2015 through February 22, 2016, year 2-February 23, 2016 through February 22, 2017, year 3-February 23, 2017 through February 22, 2018, year 4-February 23, 2018 through February 22, 2019, and year 5-February 23, 2019 through February 22, 2020).

Pricing shall include at a minimum the rates required in accordance with the Department of Labor (DOL) wage determination provided in Section J, Attachments 7 through 11 to include all elements. This section should also be reflective of overtime hourly rates. The estimated number of labor categories and labor rates for straight and overtime is established to determine if all offerors are realistic.

The Offeror's price proposal will be evaluated for reasonableness. For award purposes it will be based upon the total evaluated price proposed for the basic minimum requirements for an ordering period of 5 years to include labor rates for each consecutive out year. Proposed first year rates that fall outside of the table ranges found in L.5.3.5 (Parts 1-

3) will be deemed unrealistic. Overtime will not be considered in the price analysis.

Offerors must utilize the pricing model (within Section J, Attachment 12) to submit pricing rates for all labor categories at each location. The following locations and labor categories, in Table L5.3.3, will be selected for price analysis.

Table L.5.3.3 (Part 1) Location and Staffing Information for Price Analysis

Labor Category National Capital Region

Eglin Air Force Base

Travis Air Force

Base

West Point, New

York

Albuquerque New Mexico

Kleber Kaserne, Germany

Secretary V 5* N/A N/A 1* N/A N/A Secretary IV 3* 1* N/A N/A N/A N/A Secretary III 7* N/A N/A N/A N/A N/A Clerk IV 2* N/A 1* N/A N/A N/A Secretary V - TS 1* N/A N/A N/A 1* N/A Secretary IV - TS 2* N/A N/A N/A N/A 1*

The astricksasterisks (*) signifies the workforce need in these locations.

N/A – This labor category will not be selected for price analysis.

Offeror’s must provide labor rates for each individual year of performance while using the same location staffing numbers provided in the above table. The offeror’s proposed rates, for the identified labor categories and staffing numbers, will be totaled for comparative price analysis. This total evaluated price will be used to identify the lowest priced technically acceptable proposal.

To illustrate DTRA’s internal analysis methodology, the following formula and example is provided for demonstration purposes only. This methodology can also be expressed using the following:

• Labor Category = LC

• Location staffing number = LSN

• Offeror’s Labor Rate = OLR

• Hours per one work year = 1920

• Total price for one labor category for one year =

PLCY

• Travel = T

• Multiplication denoted by the * symbol

Table L.5.3.5 – Labor Rate Ranges of Current Workforce (Part 3)

Albuquerque, NM Current Rate Range - Regular Current Rate Range - Overtime Secretary V $45.70 - $46.20 $68.55 - $69.30 Secretary IV $43.41 - $43.89 $65.12 - $65.83 Secretary III $39.48 - $39.91 $59.22 - $59.87 Secretary II $35.28 - $35.67 $52.92 - $53.51 Secretary I $32.82 - $33.18 $49.24 - $49.78 Clerk V $45.70 - $46.20 $68.55 - $69.30 Clerk IV $36.78 - $37.19 $55.17 - $55.78 Clerk III $34.73 - $35.11 $52.09 - $52.67 Clerk II $31.38 - $31.73 $47.07 - $47.58 Clerk I $28.09 - $28.40 $42.13 - $42.59 Events Coordinator $46.16 - $46.66 $69.23 - $69.99 Desktop Publisher III/Editor $45.64 - $46.14 $68.46 - $69.21 Desktop Publisher II/Editor $38.47 - $38.89 $57.70 - $58.34 Secretary V - TS $50.25 - $50.81 $75.39 - $76.22 Secretary IV - TS $47.98 - $48.50 $71.96 - $72.76 Clerk IV - TS $41.34 - $41.79 $62.01 - $62.69 Clerk III - TS $39.28 - $39.71 $58.92 - $59.57

Illustrative rate range data is not available for Travis AFB, West Point, NY or Kleber Kaserne, Germany.

Each proposed labor rate, for the first year of performance, must be within the rate range sets offered in Tables L.5.3.5 (Parts 1-3). Proposed first year rates that fall outside of the ranges found in Tables L.5.3.5 (Parts 1-3) will be deemed unrealistic.

NOTE: The offeror is to propose a specified rate in Section J, Attachment 12 (Price Model).

L.5.4 Transition Period Offeror shall assume a thirty day (30) transition period of performance beginning February 23, 2015.

L.5.5 Period of Performance The Contract will consist of a total period of performance of five years. The estimated start date is February 23, 2015. Labor rates proposed for the contract shall take into consideration the period of performance start date.

M.2.2.3 Factor 3 – Price

The Government will not rate or score price but will evaluate each Offeror’s price proposal for reasonableness and completeness. The proposal will serve as the basis for the price evaluation. The Offeror's price proposal will be evaluated for reasonableness. For award purposes it will be based upon the total price proposed for the 5 years to include labor rates for each consecutive year. Each proposed labor rate, for the first year of performance, must be within the rate range sets offered in Tables L.5.3.5 (Parts 1-3). Proposed first year rates that fall outside of the ranges found in L.5.3.5 (Parts 1-3) will be deemed unrealistic. The following labor categories will be selected for internal DTRA’s price analysis purposes only:

Table M.2.2.3

Labor Category National Capital Region

Eglin Air Force Base

Travis Air Force

Base

West Point, New

York

Albuquerque New Mexico

Kleber Kaserne, Germany

Secretary V 5 N/A N/A 1 N/A N/A Secretary IV 3 1 N/A N/A N/A N/A Secretary III 7 N/A N/A N/A N/A N/A Clerk IV 2 N/A 1 N/A N/A N/A Secretary V - TS 1 N/A N/A N/A 1 N/A Secretary IV - TS 2 N/A N/A N/A N/A 1

N/A – This labor category will not be selected for price analysis.

Labor rates will be required for all labor categories for all five years. Only the labor categories in table M.2.2.3 will be selected for price analysis. Price analysis will be conducted for all five years to include the travel plugs listed in Table L.5.3.4. The grand total amount for all five years for the above labor categories, to include travel plug numbers, will be the offer’s total evaluated price for analysis of contract award.

The Government will evaluate the completeness of each offeror’s price proposal by assessing whether the offeror provided the required data to determine if it is realistic, provides sufficient detail to fully support the offer and is in compliance with the Department of Labor Wage Determination (DOL/WD) to permit the Government to evaluate the proposal thoroughly. As the burdened labor rates are proposed, the details of the unburdened labor rates will be analyzed to ensure compliance with DOL/WD. A comparison of the labor rates will be made with other offerors to determine reasonableness.