01.10.09 UPDATED Questions and Answers to HQ0236-09-T-005.pdf

UPDATED Questions and Answers to HQ0236-09-T-0005 as of 01/10/2009

1. The RFQ section 5 a the bottom of page 4: "Quoters shall provide at least two references for each project identified under Factor 2 above that has a performance period within the last three years..."

On our projects there is rarely more than 1 client counterpart is familiar with and knowledge of our day-to-day operations and the overall success of our training work. Was the intent to indicate "...at least two references from those that were identified in Factor 2 above..."? Do you envision a contracting officer and COR for at least 2 projects? Please clarify.

The Marshall Center envisioned a COR and KO equivalent, if possible, for each projected listed under the experience Factor 2.

2. Under Factor 4. Price at the top of page 5, the RFQ states "The quoter shall provide firm fixed unit and total prices for all items, including options, listed in Attachment A to the contract and Attachment A to the first Task Order."

Attachment A to the contract, on page 47 of 49 is not consistent with the Attachment A to the Task Order. Also, there is no reference to the pricing format on pages 7 through 9 of the RFQ (the customary pricing format). We assume that the Marshall Center requires offerors to submit (1) a completed Attachment A to the Task Order, as it more accurately reflects the staffing requirements (4 Level 3 instructors), and (2) complete pricing information in the format presented in pages 7 through 9 of the RFQ. Please confirm.

The Marshall Center wants quoters to complete Attachment A of the basic contract to include hourly, daily, and weekly rates for each of the labor categories. Those prices would be evaluated to ensure that they are reasonable and balanced. We also wanted quoters to complete Attachment A to the task order, which would also be evaluated for reasonableness. The price schedule is essentially a firm fixed price not to exceed $5.5 million including options. The price for each subsequent task order will be negotiated at time of award, but the labor rates would be based on pre-established prices under Attachment A to the basic contract. While the labor categories on the Attachment A in the task order entitled, Tutorial Hours and Evening Testing are not in the RFQ Attachment A, when they are proposed for a task order, the rates of them should be calculated based off of the rates that were established for the applicable instructors in the Attachment A of the basic contract.

3. Can invoices on this contract be submitted monthly, beginning with the end of March, 2009? If not, what is the earliest that an invoice can be submitted?

The timing of the invoice will depend on the structure of the Contract Line Items for each Task Order, particularly the Unit of Issue.

However, monthly invoices will likely be permitted in all cases.

4. Can the offeror choose to bid in a currency other than US dollars?

Generally, quoters shall bid in the currency in which they wish to be paid. In order to be paid in Euros the US vendor will have to establish a bank in Germany and the funds will be subject to German taxes so bidding in another currency is not advised. US vendors shall verify with DFAS before quoting a currency other than dollars.

5. Can the Past Performance Questionnaire be used to evaluate a US government contractor who is an individual rather than a corporation?

The past performance questionnaire is one means that will be used to gather information for all quoters.

6. Please provide the list of incumbent contractors

Previously 9 incumbent contractors were listed. Only these 4 should be contacted. The others are still under contract with the GCMC for other language services. Please do not contact the other 5.

Service Contractor Email Address Phone Fax

EFL Lang Inst Ms. Monika Roehl Mroehl@ALS- Translation.com

08821- 9669340

08821- 9669341

EFL/GFL Lang Inst Mr. Etienne Bellay bellay@gmx.de EFL/GFL Lang Inst Mr. Etienne Bellay etiennebellay@hotmail.com EFL Lang Inst Ms. Bonnie Mihalka bonnie5090@yahoo.de

EFL Language Course Instruction Ms. Nancy Margalit n_margalit@hotmail.com

7. On FedBizOpps.gov, the closing date for the RFQ is January 14, 2009?

14 JAN 2009 is the date for all submissions. Your quote and all supporting information must be received by 14 JAN 2009 at 5:OO PM LOCAL

TIME.

8. There was a solicitation in the spring on FedBizOpps.gov for the same office and location; is this a different project or are you switching vendors?

We posted draft information earlier this year for EFL and GFL. This is generally the same requirement without GFL and with some changes to allow for an IDIQ contract with one contractor (vice multiple sole proprietors). We did not award a contract based on the draft information that we posted earlier.

9. In section 5.2 of the Performance Work Statement, it states: "The contractor shall provide four level three EFL instructors." In the synopsis on FedBizOpps.gov, it states that four instructors are required, with one being the curriculum developer. Can you please clarify if we need four instructors plus a curriculum developer or if we need a total of four instructors including the curriculum developer?

There are two Performance Work Statements. The first PWS is part of the solicitation (starting on page 40) and that is the umbrella PWS for the contract. The second is the PWS for the first Task Order and I believe you are referring to this one. For the first task order, we need you to provide pricing information for 4 instructors (section 5.2) and the options (section 5.12). A curriculum developer is not required under the first task order. There may be some materials development tasks required of the instructors (section 5.8 of the TO PWS), but we don't anticipate needing a curriculum developer. We also need you to provide pricing information for all labor categories as described in Attachments A and B to the solicitation (pages 47-48). Also, see question # 2 above.

10. Who should complete the Past Performance Questionnaire?

The Questionnaire should be completed by at least two references for each project identified under Evaluation Factor 2 that has a performance period within the last three years. The Questionnaire should be submitted to murphyl@marshallcenter.org before the closing date.

11. Is it the GCMC's intention for "major subcontractor", as broadly defined in the RFQ, to include the individual instructors? Our reading of the RFQ suggests that the Past Performance Questionnaires are to be completed for the corporation. However, "major subcontractor" is defined as "any subcontractor that performs 50% or more of a task, to include individual options." Is a "task" a CLIN? If so, each instructor would then be considered a "major subcontractor." Should we then include projects for all proposed instructors under Factor 2.

Experience and Factor 3. Past Performance and submit Past Performance Questionnaire's for the individual instructors' projects?

If the key personnel (instructors) are subcontractors and not employees of the company, then they are considered subcontractors for proposal purposes. Tasks are described in the Performance Work Statements.

Under FACTOR 2, quoters shall provide documentation to demonstrate their (and their major subcontractor’s if applicable) experience developing and teaching EFL/ESL/ESP and EAP curriculum and associated materials that is relevant to the work required by this solicitation;

managing multiple concurrent Task Orders; and responding to emergent requirements. If proposing a major subcontractor, the offeror shall describe the services to be performed by the major subcontractor. A “major subcontractor” is defined as any subcontractor that performs 50% or more of a task, to include individual options. Contracts provided may include those entered into by the Federal Government, agencies of state and local Governments and commercial customers. For each project identified, the contractor shall provide the following information (for the offeror and major subcontractor, if applicable). For FACTOR 3, Quoters shall provide at least two references for each project identified under Factor 2 above that has a performance period within the last three years.

12. It is clear that the GCMC expects to receive qualifications of Key Personnel required to provide the services for Task Order 1 (total of 4 Level 3 instructors). However, we have found that the proposed dates for the PASS courses provided in Task Order 1 and the FY09 Calendar are inconsistent. Could you clarify the proposed schedule for the PASS courses?

PASS Schedule (as per Task Order 1):

23 March – 19 June 21 Sept.-18 Dec

These dates include in-processing time. Contractors are expected to perform during this time.

PASS schedule (FY 09 Schedule):

27 March-19 June 25 Sept.-18 Dec

These are the actual dates of the PASS course.

13. Also, Task Order PWS section 5.12.4 describes the duration of the ESP/EAP programs as 5 weeks, plus 1 week of office hours prior and "up to" 1 week of office hours after each. The pricing for ESP/EAP required in Attachment A to Task Order 1 includes 6.5 weeks, which includes 1.5 weeks of office hours for the ESP/EAP. This is consistent. However, section 5.12.4 of Task Order 1 states that the schedule for an additional ESP course is scheduled for 17 August - 23 September 2009.

Assuming that office hours are required prior to and after this course, this schedule would overlap with the scheduled PASS courses and therefore the 4 Level 3 instructors proposed as "Key Personnel" would not be available to conduct this additional course. Does the MC envision engaging 4 additional Level 3 Instructors for this additional course? If so, is the MC expecting to receive information regarding these additional Level 3 Instructors in bidders' proposals?

The GCMC does not require ADDITIONAL instructors. Therefore no information is required for additional instructors. The same instructors should perform the PASS and ESP/EAP. The Government is reviewing Task Order 1 PWS and ATTACHMENT A to TASK ORDER 1.

14. Attachment B of the main contract includes as minimum education for Level 3 Instructor and Curriculum Developer labor categories a "Master's Degree or equivalent in Teaching English as a Second/Foreign Language, English, a Foreign Language....". What is level of experience that is equivalent to a Master's Degree?

Experience cannot replace the requirement for a Master’s Degree. The minimum educational requirement for Level 3 is a Master’s Degree or an equivalent degree in Teaching English as a Second/Foreign Language, English, a foreign language, linguistics, bilingual education or related field.

15. Section 5.2.6 of the contract RFQ stats: "Travel. Travel costs (such as lodging, transportation, meals and/or incidentals) will be negotiated with each task order as applicable. NOTE: Fare rates shall be limited to "Coach" fares. The Government will NOT pay for Business Class or First Class travel. Lodging and meals shall be limited to the Standard Per Diem rates in the DoD Joint Travel Regulations/Federal Travel Regulations. Reimbursement for travel expenses will be for the actual costs involved in the travel and must be supported with original receipts. Receipts are to be submitted with the Contractors invoices for payment." Based on this section, we understand that the hourly, daily and weekly rates for the 4 labor categories identified in Attachment A to the Contract RFQ should be exclusive of transportation, lodging and meals and/or incidentals. The issue of travel and lodging is not addressed specifically in Task Order 1. Should pricing for Task Order 1 include all relevant transportation, lodging and meals and/or incidentals? Please clarify.

Correct; the hourly, daily and weekly rates for the 4 labor categories identified in Attachment A to the Contract RFQ should be exclusive of transportation, lodging and meals and/or incidentals.

The prices for all Task Order CLINs shall include all labor (labor rates shall be based on the labor rates established at the contract level), all relevant transportation, lodging and meals and/or incidentals, etc.

16. On Page 4 of the RFQ, Subfactor 1.2. Education notes, "The quoter shall demonstrate the proposed instructors' qualifications by providing transcripts, certificates, and diplomas of all courses taken at institutions of higher learning." Will the government accept copies of a diploma as adequate proof without transcripts?

The RFQ will be amended to change 5. SUBMISSION CONTENTS: Subfactor 1.2.

Education. The change is indicated in ALL CAPS below.

Submission Requirements: The proposed instructor shall have a minimum of a Master’s degree or equivalent. The quoter shall demonstrate the proposed instructors’ qualifications by providing DOCUMENTATION SUCH AS transcripts, certificates, and diplomas of all courses taken at institutions of higher learning.

17. Would it be possible to have the references fax the Past Performance Questionnaires to you? If so, could you provide a fax number?

Email submissions are acceptable. Fax submissions are also acceptable.

FAX number is: 08821-750-2554.

18. On page 4 under Factor 2: Corporate Experience, a "major subcontractor" is defined as "any subcontractor that performs 50% or more of a task, to include individual options." Could you please clarify what is meant by "task" and "options?" Is a task a task order under the contract or the specific tasks listed in Section 5.2 (page 42) as Typical Contractor Tasks? If the latter, is performing 50% or more of the duties on one of tasks listed under 5.2 enough to qualify as a "major subcontractor"? Clarification will help determine the level and types of subcontracting that may need to be provided.

See Q & A 11 above.

19. On page 4, under Factor 1, Subfactor 1.1, the solicitation states that a quoter should "provide documentation of each instructor's fluency in English, either as a native speaker, through formal education, or language proficiency certification." What sort of documentation is acceptable to demonstrate that someone is a native English speaker?

Documentation may include a resume, educational documentation, certifications issued by the American Council for the Teaching of Foreign Languages (ACTFL), certifications issued by other organizations, letters of recommendation, birth place, etc.

20. The listing of holidays for Netherlands, Belgium, and Luxembourg suggest other locations aside from Germany. Can you confirm that services will only be provided in Germany or will there be other locations in need of instructors? Will any travel be required of instructors based in Germany?

Services will be performed in Germany. Travel may be required and will be negotiated prior to a travel requirement.

21. Section 1.4.1 states that persons performing services will not be considered employees of the Government, but rather Independent Contractors. Is it acceptable that they are employees with us or must they have an Independent Contractor relationship with our corporation as well?

Section 1.4.1 does not pertain to the contractor’s relationship with its employees or its subcontractors.

22. We would like to confirm that aside from documents for Instructor 3 candidates, no other candidate documents are needed?

Correct.

23. We understand that the full list of incumbents included on the original Question and Answer are not to be used for the first Task Order. However, may we contact non-Instructor 3 contract workers to determine local rates?

The Government requests that you only contact the 4 incumbents noted in the UPDATED Q&A’s (question # 6 above).

24. Section 6.15.2 indicates the identification and permits needed for workers on the contract. Must these documents be supplied with the proposal for our submitted candidates?

No.

25. When can we anticipate an amendment to the RFQ?

On Monday 12 January.

25.a. The RFQ will be amended to change 5. SUBMISSION CONTENTS:

Subfactor 1.2. Education. The change is indicated in ALL CAPS below.

Submission Requirements: The proposed instructor shall have a minimum of a Master’s degree or equivalent. The quoter shall demonstrate the proposed instructors’ qualifications by providing DOCUMENTATION SUCH AS transcripts, certificates, and diplomas of all courses taken at institutions of higher learning.

25.b. The offer due date of 5:00pm local time on 14 January 2009 will *NOT* be changed. Quotes and supporting documentation are due at that time/date. Email submissions are acceptable. Fax submissions are also acceptable. FAX number is: 08821-750-2554.

25.c. Per question 13 above, the Government is reviewing Task Order 1 PWS and ATTACHMENT A to TASK ORDER 1. The amendment may include changes related to the overlap of the PASS and ESP/EAP requirements.

26. For pricing the Daily and Weekly rates for Attachment A on the Base Contract, are we correct in our reading of the following hours per day and week below:

8 hrs/day (7 contact hours and 1 office hour) 40 hrs/wk 33 wks/yr

Correct.