Pre-Proposal_Minutes_and_Attachments_-_Complete_Pkg.pdf

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Attachment 1 (Note: This attendance sheet has been sanitized for public posting and viewing)

Name Organization Telephone Number

E‐Mail Address

Phil Colgan Alutiiq

Travis Kloppenburg KEI

Brad Kloppenburg KEI

Donald Scott KEI

Name Organization Telephone Number

E‐Mail Address

Helen R. Bailey DSO‐Guam

Amy Anderson DSO‐Guam

Phil Dvorak DSO‐Guam

Tina Knaeble DSO‐Guam

VTC

Sheila Riley DPPO

Georgette Hendricksen DPPO

Mike Troyano Pac Logistics

Todd Schlitz Pac Logistics

The pre-proposal conference was held at the Guam DSO conference room in Guam with the DoDEA Pacific Procurement and Logistics participants attending through video teleconferencing.

Attachment 2

Indefinite Quantity: The Government has a recurring need, but cannot pre-determine above a specified minimum, the precise quantities of services we will require during the contract period. (Reference FAR 16.504(b)

The new contract is expected to begin on 01 January 2014.

Specific mention was made to clarification of the Operational Day designation for the SUBCLINS designated under a unit of “Days.” The Operational Day definition is covered in the Performance Work Statement (PWS) at Addendum A – Definitions at A.25 Operational Day. It was explained the estimated quantities cited in the solicitation were designed as a ROM for the purpose of allowing for growth in the student transportation program on Guam. The Government will only pay for how many days are ordered at the unit price provided. The focus is on the unit price per day that is being proposed.

In addition, Schedule B of the solicitation contains a note to offerors advising that all quantities listed on Schedule B are ESTIMATES only. The estimates are based on historical data available to the Government. The Contractor is cautioned that although such estimates may be used as a guideline highlighting past requirements, these estimates should not be construed as a guarantee of future orders by the Department of Defense Education Activity-Pacific, Guam District.

Read instructions very carefully to ensure no items are overlooked or missed.

Propose your best terms from a price and technical standpoint. The Government may award on initial offers and not hold discussions.

We structured Section L of the solicitation and the Section L briefing slides to be utilized as a checklist to ensure completeness of information and proposal submission. If your technical proposal does not address the required information as specified in Section L, you will receive an unacceptable rating and not be eligible for award.

See structured checklist format in the slides pertaining to Section L and the Section L solicitation to assist in addressing the requirements.

To facilitate the evaluation, the technical proposal shall be sufficiently specific, detailed, and complete to clearly and fully demonstrate that the prospective offeror has a thorough understanding of the requirements, nature and scope of the work, and completeness of the approach and procedures proposed. Again, please keep in mind instructions and page limitations.

Please read the information carefully at Section K for offeror fill-ins.

Recent contracts are defined as contracts with a performance record of at least one

(1) year and are currently on-going or have been performed within three (3) years from the issuance date of this solicitation. Relevant contracts are defined as those in which the services performed are considered to be the same or similar in nature, scope, magnitude, and complexity when compared to the requirement described in this solicitation, including but limited to the Performance Work Statement (PWS) and contract type.

Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly overstated or understated as indicated by the application of price analysis techniques. A proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

Current Government Milestones, but subject to change.

Mention and explanation was also made to the DFARS clause 252.232-7006 Wide Area Workflow (WAWF) Payment Instructions in the solicitation. Invoices will be submitted in WAWF for receipt, acceptance and payment purposes.

ATTACHMENT 3

06 Aug 2013

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services

Pre-Proposal Conference – 31 July 2013

1. Reference Attachment III

Discussion Wage Determination 20052147, Revision 14, dated 6/13/12 was included as attachment III to the solicitation. On 6/19/13, the department of labor revised the wage determination to reflect an increase in the H&W to $3.81.

Question/Comment Will the government please incorporate the revised wage determination into the contract?

Government Response Yes, the Government will incorporate the revision.

2. Reference Schedule of Supplies or Services and Prices, CLINs X001AB and

X003AB

Discussion CLIN X001AB lists the number of days for Daily Special Needs Support as 550 each year. CLIN X003AB lists the number of days for Student Transportation Aids as 540.

Question/Comment Should the number of days for Daily Special Needs Support and Student Transportation Aids be the same? Will the government clarify if the correct number of days is 550 or 540?

Government Response Yes, the number of days should be the same as indicated in CLIN.

Total number of days should be 540 days.

3. Reference PWS Sections 3.3 and 4.1.6

Discussion Section 3.3 of the PWS discusses the requirement for contractor safety aides. Section 4.1.6 of the PWS states that the Government shall provide a safety aide on all special needs buses to ensure the student’s security, safety and comfort while riding the vehicle.

Question/Comment Will the Government please confirm that the safety aides are contractor provided?

Government Response “Safety Aides are to be Contractor provided.” An amendment to the PWS will be done to state this requirement and revise Section 4.1.6.

4. Reference PWS 3.1.1 and Section L of the RFP

Discussion PWS 3.1.1 The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The contractor shall provide the name of this person and the alternate(s) who shall act for the Contractor to the Contracting Officer in writing at least 30 days prior to performance. However, Section L, 3. Management Approach (Sub factor 3) states, “The Management Approach shall, at a minimum include the following: A detailed resume of the proposed Project or Contract Manager and job‐site specific managers. These resumes should demonstrate that the

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services individuals are qualified and can support the day to day transportation operation requirements.”

Question/Comment Is the Contract Manager’s resume required for proposal submittal or at least 30 days prior to performance?

Government Response Please refer to 3.1.1 which specifies a minimum of 30 days prior to the performance date, not that the resume needs to be included with the proposal.

5. Reference Page 4 of 86, Item H of the Solicitation

Discussion The proposed periods of Performance are based on calendar year and not school year. From what we reviewed, it looked like services are to begin in August.

Question/Comment Is the intent to start August 2014?

Government Response The Base Year of the new contract is scheduled to begin on 1 January 2014.

6. Reference Page 6 of 86, Item No. 0001AA

Discussion

Question/Comment How is this max quantity of 6,405 days determined?

Government Response The determination (which is a Government estimate) is based on the number of operational/commuting days in this case 180 x number of regular bus routes at this time or 31 which equals 5580 days. Additional days have been factored into the formula to allow for growth and unexpected commuting services which equates to 6405 days. This calculation does not include curricular and co‐ curricular trips or activity bus runs after regular school hours.

7. Reference Page 7 of 86, Item No. 0001AB

Discussion

Question/Comment How if this max quantity of 550 days determined?

Government Response Based on the calculation of 3 hours per day for Safety Aides, this would allow for a maximum of 180 instructional days. Also should be 540 days – this change is reflected in Schedule B.

8. Reference Page 6 of 86, Item No. 0001 Daily Transportation Services

Discussion The assumption is 180 operational days, but does not include 20 days for Extended School Year (ESY).

Question/Comment Where should this cost be addressed? (It appears that only ESY costing is requested for special needs transportation‐0001AB.)

Government Response All ESY associated costs are addressed in CLIN 4.

9. Reference Attachment I (PWS), Page 6, Paragraph 4.1.5

Discussion Reference states that Technical Exhibit 2 identifies the number of hours required for EYIP.

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services

Question/Comment We are not sure we’re finding that number on Technical Exhibit 2?

Could you please provide details?

Government Response Estimated EYIP hours are indicated in Technical Exhibit 1a. The PWS will be updated via an amendment.

10. Reference Attachment I (PWS), Page 8, Paragraph 6.1

Discussion Reference requires drivers and other assigned contractor employees to obtain base installation passes.

Question/Comment What is the cost per person to obtain a pass? Is this different from Rapid Gate registration. If so, what is the cost per person?

Government Response The current cost per person is $199.00. The Rapid Gate expense is the only cost; this is the same for both Navy Base and Andersen

AFB.

11. Reference Attachment I (PWS), Page 9, Paragraph 7.4

Discussion Allows the Government to copy vehicle maintenance records.

Question/Comment Will this be at Government or Contractor expense?

Government Response At Contractor’s expense, digital records will be sufficient and should be available to the government upon request.

12. Reference Attachment I (PWS), Page 10, Paragraph 8.5, (should be 8.7)

Discussion Digital Video Monitoring System.

Question/Comment Is this a Government requirement, preference, or option?

Government Response DVMS is not required and is considered an option. The availability of DVMS will not be considered or evaluated in the award process.

As per the PWS, if the bus has DMVS, the government requests access to the video on an as needed basis.

13. Reference Page 16, B1.3

Discussion Reference made to background check, e.g., obtaining base pass.

Question/Comment Is this a local background check or federal background check and what are the costs associated?

Government Response This is a local background check and is provided by the Guam Police Department (GPD). Any/all associated costs should be obtained by GPD. Background checks should be made available to the DSO for review and processing of Base Pass/Id requests.

14. Reference Mid‐Day Runs

Discussion

Question/Comment How many mid‐day runs are anticipated by route and for how many students and what are the number of routes, miles and hours involved?

Government Response See Technical Exhibit 3, DoDEA Guam School Calendar—there are 4 days currently scheduled to have ½ day runs, in November and

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services

June. ESY ½ days are for SPED students only. The hours for the routes should not change, as the round trip will be the same.

15. Reference Attachment I (PWS), Page 20, Paragraph C.11

Discussion CPR/First Aid Certification

Question/Comment Is CPR/First Aid certification a requirement? If so, what are the costs per individual?

Government Response Yes, the CPR/First Aid certification is a requirement and is to be at Contractor expense. Any and all associated costs should be obtained by certified training providers.

16. Reference Vehicle Safety Inspections

Discussion

Question/Comment What are the costs associated with vehicle safety inspections?

Government Response This is at Contractor expense. Any/all associated costs should be obtained by certified safety inspection stations available for commercial vehicles inspections.

17. Reference Attachment I (PWS), Page 22, Paragraph E.3.2

Discussion Reference states that CSRS may be required for future commitments and shall be provided by the Contractor.

Question/Comment What are the quantities and timing that the Contractor should anticipate?

Government Response Based on current route information, projections indicate the need for 6 students on AM and PM routes; however, this is subject to change based on enrollment. Actual route info is to be provided upon contract award.

18. Reference Attachment I (PWS), Page 31, Performance Standards PWS Addendum E, Paragraph E.3.2

Discussion Seat belts.

Question/Comment Is this an indication that seat belts are a requirement for all vehicles? Or does this only apply to special needs vehicles?

Government Response Buses must comply with FMVSS and Guam law requirements for seat belt for the type bus. Type A normally has seat belts for all passengers and Type C/D normally has seat belts for the driver and first two passenger rows. Buses equipped with seat belts for all passengers is acceptable.

19. Reference Attachment I (PWS), Page 1, Paragraph 2.1

Discussion Reference indicates that the Type C or Type D school buses comply with current provisions of the Federal Motor Vehicle Standards (FMVSS) and the National School Transportation Specifications and

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services

Procedures (NCST).

Question/Comment Does this stipulation restrict the use of used school buses manufactured prior to the current provisions taking effect?

Government Response The bus must pass the periodic safety inspection and comply with state and federal law.

20. Reference Age Requirement of Buses

Discussion There is no provision in the solicitation that specifies an age requirement or limitation.

Question/Comment Given that this is a five (5) year contract, are there any guidelines or stipulations limiting the acceptable age of used vehicles at any point over the course of the contract (i.e., 10‐12 year old buses)?

Government Response There is no age limit for a school bus. The bus must pass the periodic safety inspection and comply with state and federal law.

21. Reference DoD 4500.36R

Discussion DoD 4500.36R applies to DoD owned and leased vehicles.

Question/Comment Are these regulations applicable to vehicles purchased for use under this contract?

Government Response The Government shall operate the student transportation program IAW DoD 4500.36R, Chapter 6 and the DoD vehicle requirements do not pertain to the contractor’s owned and operated fleet. The Contractor shall abide by state and federal law.

22. Reference Attachment I (PWS), Paragraph 3.3.2

Discussion References indicates that the Contractor is to provide professionally training Safety Aide personnel; however, elsewhere in the PWS paragraph 4.1.6 it states that the Government shall provide a Safety Aide on all special needs buses to ensure the students security, safety, and comfort while riding the vehicle.

Question/Comment Could you please clarify whether the Contractor or Government is responsible for providing a safety aide for the special needs buses?

Government Response “Safety Aides are to be Contractor provided.” See Question 3.

23. Reference Technical Exhibit 1b

Discussion Reference provides an example of the Bus Route Operation but provides no detail on the route locations and which schools they service.

Question/Comment Could further clarification be provided? At a minimum, could the first and last pick‐up and drop points be provided?

Government Response The details will be provided upon award; however, the examples provided in the solicitation are based on current routes.

24. Reference Technical Exhibit 1b

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services

Discussion

Question/Comment Is the route # (i.e., a, b, c) for the AM the same route for PM or are they different? If the AM and PM routes are the same, why do they have different mileage, pax #’s and different # of stops?

Government Response Some AM/PM routes are different as there are a number of variable aspects to the routes (i.e. stop assignments, different pick and drop off locations, registered ridership, etc.)

25. Reference Technical Exhibit 1b

Discussion

Question/Comment If the AM and PM routes in Technical Exhibit 1b are the same, why is the PM route shorter in duration, even though the PM miles are greater than the AM?

Government Response Some AM/PM routes differ as there are a number of variable aspects to the routes (i.e. registered ridership, sporting events, activity buses, etc.; which all reduce the number of students who ride home on the routes they were picked up from.

26. Reference Technical Exhibit 1b

Discussion Technical Exhibit 1b Route #e, indicates PM Hours of 41.

Question/Comment Are above PM hours of 41 correct?

Government Response These are samples, and subject to adjustment (see question 27).

However, the example is based on current route experience.

27. Reference Page 33 of PWS, Technical Exhibit 1a

Discussion Reference indicates that all routes must be maintained and completed within one (1) hours; however, in the Technical Exhibit 1b on Page 34 several of the routes indicate that they take longer than one (1) hour to complete.

Question/Comment Based on discussion above, how are these discrepancies in time to be reconciled?

Government Response These will be subject to ongoing adjustment by the DSO, COR/ACOR in conjunction with the Contractor. Our goal is to have 1 hour time limits on all bus routes, including SPED routes.

28. Reference Table of Contents Attachment – Reference Attachment II

Discussion The Table of Contents attachment provided indicates that Attachment II – Bus Routes, Runs and Stops (Detail) to be provided after contract award.

Question/Comment Could the above information be provided prior to the bid submittal deadline, as this information is essential in developing cost estimates?

Government Response Technical Exhibits 1a, 1b, 1c, and SPED route samples are based on

Questions – HE1260-13-R-0003

DoDEA Pacific/DDESS Guam District Student Transportation Services actual routes, and should provide sufficient detail to provide an accurate assessment for estimates.

29. Reference Page 6 of the PWS

Discussion Page 6 of the PWS sates that the Contractor is responsible for the issuing of bus passes to students and/or sponsors.

Question/Comment Are these passes included in the Government Furnished office supplies indicated on Page 9, Paragraph 6.5.1 of the PWS?

Government Response Yes, bus pass card stock is included in the Government Furnished office supplies; however bus passes are for students only. This will be revised in the PWS at Page 6. Sponsor’s must obtain own base pass which is not provided by DODEA.

30. Reference Timeline

Discussion Responses to Questions.

Question/Comment Based on the responses provided to questions at the pre‐bid conference, will we have the opportunity to submit further questions prior to the bid submittal deadline?

Government Response Yes, additional questions can be submitted within 5 working days of this posting date or by 13 Aug 2013.

31. Reference Question from Pre‐Proposal Conference

Discussion Timeline for Contract Award

Question/Comment Will the contract be awarded before 1 Nov 2013 because it takes at least 5 months to manufacture and obtain new buses for Guam?

Government Response The Government will try to award the contract as early as possible which may occur before 1 Nov 2013. The solicitation will be revised to allow the Contractor to propose an alternate performance start date.