Contractor Questions and Govt Response.doc

Contractor Questions on HSCG44-10-R-TEDSSA

1. With regard to RFP, On page 42, Paragraph E.15.4, the Price Proposal Requirements are listed. On page 49, Paragraph V, the Evaluation Factors for Price/Cost are listed. On page 36, Paragraph E.6, discusses the Sample Task Order and states, “Additionally, Offerors must base their cost proposal for the IDIQ contract on the tasking detailed in the Sample Task Order Performance Work Statement for the Base and all Option Periods as stipulated in the TEDSS Rate Schedule in Attachment A.” Are offerors to complete Attachment A for the IDIQ ceiling labor category rates as well as submit a price proposal for the Sample Task Order? It appears that the IDIQ cost proposal requires that ceiling rates be proposed for each labor category on Attachment A. The Sample Task Order appears to require a Firm Fixed Price bid for the hours for each labor category to be utilized and all ODCs associated with the Sample Task Order. Please clarify if two separate estimates are required or if we are just supposed to address the Sample Task Order in only the Technical Proposal only.

Response : Offerors should complete Rate Schedule in Attachment A as well as provide a complete cost proposal for the Sample Task Order.

2. Attachment E, Section E, Sample Task order 2nd Paragraph states that additionally, offerors must base their cost proposal for the IDIQ on the tasking detailed in the Sample Task Order Performance Work Statement for the base and all Option Periods as stipulated in the TEDSS Rate Schedule in Attachment A.

Response: Offerors’ cost proposal for Sample Task order should not use all the Labor and Activity Description in the TEDSS Rate Schedule in Attachment A.

3. SOW Page 5, Paragraph 3.15 states, “The Program Manager shall be certified as a Program Management Institute (PMI) Program Management Professional (PMP) or equivalent.” The PMI website states PMP stands for Project Management Professional. The designation for Program Management Professional is (PgMP). Was the intent to have both the Program Manager and the Project Manager be (PMP) certified or, is the requirement that the Program Manager be (PgMP) certified?

Response: Per www.pmi.org, two certifications exist: Project Management Professional (PMP®) and Program Management Professional (PgMP®). Note the different abbreviations and the incorrect association used in the Attachment B citation. The PgMP supersedes the PMP certification, e.g. if someone has a PgMP certification, they have previously certified as a PMP and now exceed that certification. Finally, there is no equivalent to either certification; they both are unique and universally accepted internationally. For more info, refer to http://www.pmi.org. The sample statement of work requires the Program Manager to have PgMP certification; the Project Manager to have a PMP certification.

4. RFP Paragraph B.3.2, Page 3: what does the Government mean by, "Fixed Price Performance Based"? The FAR defines performance-based acquisitions (PBA) as "a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes." However, I cannot find where the FAR labels it "Fixed Price Performance Based." Do you mean that the SOW will be defined in terms of performance requirements, or is this a reference to the Performance Requirements Summary (PRS) that will be included in each Task Order?

Response: This is simply a reference to the Performance Based Task Orders which will be issued under the IDIQ contracts awarded. Some task orders may be fixed-priced. Others may be cost-type orders.

5. RFP Paragraph E.1(B)(8), (9), and (10), Pages 32 & 33: are the contractual items (e.g., SF-1449, Cover Letter, Representations and Certifications, Acknowledgment of Solicitation Amendments) to be submitted as part of Volume II – Cost Proposal or as a standalone document/ volume?

Response: These items should be part of Volume II Cost Proposal

6. RFP Paragraph E.15.1, Page 38: is the Proposal Compliance Matrix required as part of the Technical Proposal exempt from the page count?

Response: Yes

7. There are various references in the RFP to first-tier Subcontractor(s). With regards to this RFP, what is the Governments definition of a first-tier Subcontractor?

Response: A First-Tier Subcontract means any contract as defined in FAR Subpart 2.1 entered into by the contractor to furnish supplies or services for performance to this contract which has been awarded directly by a Prime Contractor to this contract.

8. RFP Paragraphs E.15.3.1 and E.15.3.1.1 Part I, Page 39, state, “…shall clearly delineate the division of performance between the Prime Contractor and the first-tier Subcontractor(s), if applicable.” Please clarify the context of this statement. What information is the Government seeking?

Response: Offerors’ technical proposal should clearly delineate the performance of the Prime Contractor and the First Tier contractor.

9. RFP Paragraph E.15.3.1, Page 39, states, “Each technical proposal shall consist of 4 separate sections: Part 1(Technical Approach), Part II (Management Approach), Part III (Quality Control Program), and Part IV (Past Performance).” Additionally the same section states, “The Sample Task Order Performance Work Statement Technical Proposal shall not exceed 25 pages.” The following sections depict the page count for each section: a Technical Approach (25 pages), Management Approach (15 pages), Quality Control (5 pages), and Past Performance (15 pages). Please clarify the following: (1) Please clarify what appears to be a disconnect between Volume I page count (60 pages) and the “The Sample Task Order Performance Work Statement Technical Proposal shall not exceed 25 pages.” Should that have been Technical Approach, vice Proposal? (2) Are there two separate technical proposals (one for the IDIQ and one for the sample task) required?

Response: The Technical Volume is required for the sample task order only. The total should not exceed 80 pages. The following sections depict the page count for each section: a Technical Approach (35 pages), Management Approach (15 pages), Quality Control (5 pages), and Past Performance (25 pages). The Technical Approach page limit has been increased as well as the Past Performance page limit.

10. RFP Paragraph E.15.3.1.2 Part II, Page 40, states, “Resumes of Key Personnel (resumes are limited to 2 pages each), and labor category position descriptions (descriptions are limited to 1 page for each labor category). Are labor category position descriptions to be provided for Key Personnel only?

Response: Offerors must submit Resumes for Key personnel. Offerors should also defined labor category descriptions for all positions. Resumes and descriptions are exempt from page count.

11. Attachment E, Section E15 3.1 Technical Requirements and Instructions para 2 states that the Sample Task order Performance Work Statement Technical proposal shall clearly delineate the division of performance between the Prime Contractor and the first-tier Subcontract(s), if applicable. Is this division of performance between the Prime and Subcontractor strictly done through the labor rates and hours in Attachment A? If so, can there be different labor rates for the Prime and the Subcontractor for the same labor category? If not, how does the government want the Offeror to show the division of performance? Does the government propose that the Prime submit “blended” rates between the Prime and the Subcontractor(s)?

Response: The offeror’s technical proposal should clearly state what performance will be completed by the Prime and what will be performed by the First-Tier Subcontractor. The division of performance between the Prime and subcontractors should be demonstrated through labor rates and hours in Attachment A. The offeror is to use one blended rate which represents one rate per labor category which is comprised of the prime and subcontract rates.

12. RFP Paragraph E.15.3.1.2 Part II, Page 40, states, “The offeror’s proposed organizational structure and staffing should clearly demonstrate the offeror’s ability to successfully accomplish all tasking in the Sample Task Order Performance Work Statement.” RFP Paragraph E.26.1, II – Factor 2, Page 47 states, “The offeror’s proposed organizational structure and staffing should clearly demonstrate the offeror’s ability to successfully accomplish all tasking in the Statement of Work and the Sample Task Order.” Please clarify which statement is correct.

Response: Offerors proposed organizational structure and staffing should clearly demonstrate the offeror’s ability to successfully accomplish all tasking in the Sample Task Order.

13. RFP Paragraph E.15.3.1.4 Part IV, Page 40, states, “Page limitation not to exceed 15 pages for Past Performance.” In the next sentence it states, “Past Performance Information shall not exceed 5 pages per reference.” In the following sub-bullet it states, “Offers shall identify past performance references, 3 for the Prime Contractor and 2 for each first-tier Subcontractor, of separate contracts/Task Orders performed with the Federal Government, state or local government, a quasi-governmental organization, or a commercial organization. The references shall cover performance by the Offeror and all proposed first-tier subcontractors.” The 15 page limit seems to conflict with the 5 page limit per reference and the number of references required for the Prime Contractor and each first-tier Subcontractor. Please clarify if it is a 15 page limit for the entire past performance or a 5 page limit per reference. For example, if the Prime Contractor has two first-tier Subcontractors, a total of 7 Past Performance references are required. If each reference is 5 pages, that equates to 35 pages total.

Response: Please See Response to question 9.

14. RFP Paragraph E.26.1, V – Factor 5, Page 49, stating the evaluation factors for cost/price states, “The price proposal shall represent the Contractor’s off-site and on-site fully loaded labor rates for those labor categories included in Section B of this request for proposal.” However, the RFP does not mention the bidding of both rates and Attachment A does not represent two separate rates for each labor category. Is it the Government’s intent to have the contractor provide both off-site and on-site fully loaded labor rates for the IDIQ price proposal? If so, is the Government going to amend Attachment A? If it is the intention of the Government to have the contractor bid both off-site and on-site rates, and the Government does not update Attachment A, which rates should be reflected in Attachment A? Or is it the Government’s intent to have the contractor bid off-site and on-site labor rates for individual task orders?

Response: Please review Amended Solicitation.

15. With regards to Attachment A, Line XX43, Subcontracting with G&A, is this line to cover pricing for subcontractors that were not part of the offeror’s original Proposal Team?

Response: Please review revised Attachment A

Attachment B, Statement of Work, Paragraph 1.3.2, Page 3, the last sentence states, “The contractor’s facility shall possess adequate shop, office, and warehouse space to support the scope of the contract and all Task orders place issued the contract.” We believe that the underlined portion should read “Task orders issued against the contract” or something to that affect. Please clarify.

Response: The underlined portion should read …Task orders issued against the contract.

16. Attachment B, Statement of Work, Paragraphs 3.1.2 and 3.1.3, Page 4, appear to conflict with each other. Paragraph 3.1.2 states, “The Program Manager shall be the single point of contact for the Contracting Officer, the Contract Contracting Officer’s Technical Representative (COTR), and the Task Order Contracting Officer’s Representative (TOCOTR).” Paragraph 3.1.3 states, “The Project Manager shall be the single point of contact for the task order COTR.” Both cannot be the single point of contact for the Task Order COTR. We believe that 3.1.3 is correct and that Task Order Contracting Officer’s Representative (TOCOTR) should be deleted from 3.1.2. Please clarify.

Response: The Program Manager shall be the single point of contact for the KO and contract COTR. The Project Manager shall be the single point of contact for the Task Order COTR.

17. Attachment B, Statement of Work, Paragraph 3.1.6, Page 5, states, “The Project Manager shall be certified as a PMI Project Management Professional (PMP) or equivalent.” Please define what the Government deems as “equivalent”.

Response: See response to Question 3.

18. Attachment B, Statement of Work, Paragraph 4.1, Page 5, states, “The vast majority of work under this contract will be done at the SECRET or below level.” Paragraph 4.2, Page 5, refers to the DD-254, but it was not provided as part of the solicitation. Is it anticipated that there may be tasking at the TS or SCI level and will the DD-254 authorize TS or SCI-level work?

Response: It is anticipated that there will be a limited tasking at the TS or SCI level.

19. Attachment B, Statement of Work, Paragraph 9.1.vi, Page 8, appears incomplete. It states, “The contractor will be required to provide all Certification and Accreditation documentation required to ensure” but there is no continuation on Page 9. Please clarify what the remainder of this sentence/paragraph is.

Response:

20. Attachment E, Sample Task Order, Paragraph 1.3.2, Page 2, states, “The Contractor shall provide qualified personnel to perform all requirements specified in this task order and are further designated as Key by the Government (see PWS 1.4). This reads like ALL personnel assigned to the Sample Task Order (or any subsequent Task Order) are considered Key. Please clarify.

Response: Since the Sample Task Order is literally a grading criteria for the contract award evaluation, although realistic, it is fictional. Any key personnel designated in this sample are not binding. Two points, however: (1) Future actual Task Orders awarded under TEDSS may have key personnel clauses and they are binding. (2) If the overall contract RFP states elsewhere (outside the sample Task Order) the requirement for key personnel, they are bound to the contract under the conditions set by the KO.

21. Attachment E, Paragraph 1.3.3.2, Page 3, states, “Contractors shall wear a Common Access Card (CAC) identification card furnished by the government. Contractors shall use the Department of Defense Contractor Verification System to acquire the CAC. Contractor identification shall be worn above the waist and remain in plain view at all times.” Per the previous Paragraph, 1.3.3.1, Government issued identification badges are to be worn in plain view above the waist at all times. The CAC card is needed to logon to the SWIII and remains in the CAC reader while system is in use and thus not allowing the contractor to display the CAC card as required at all times. Please clarify.

Response : Contractors shall wear and display their CAC as described above except when using their CAC to operate their government workstation.

22. Would it be better to add Fixed Price Level of Effort (limits or controls the overall cost for Government, but allows for uncertainty for the contractor) clauses to the RFP for use on R&D projects, or does the Government intend to only use T&M pricing for projects with uncertain results?

Response: T&M pricing may be used for less definitized requirements. However, sole determination of the type of task order vehicle will be determined by the Government.

23. Page 3, para B.3.3, Time and Material Task Orders, states “…no mark ups will be applied to Travel or ODCs.” However, FAR 52.212-4, Alternate I, (i)(1)(ii)(D)(2) (on page 10) allows for indirect costs to be recovered on a fixed price pro-rata basis. Also, FAR clause 52.232-7, (b)(ii)(D), allows for the payment of “Applicable indirect costs.” Please clarify that if the contractor’s disclosed accounting practices allow the application of material handling and/or general and administrative indirect costs to materials and/or travel, and other direct costs, such costs will be allowed. Was it the Government’s intent to exclude only profit as a markup to Travel and ODCs instead?

Response: Please review revised RFP.

24. Page 22, subpara c. 2., Staffing Plan, requires “The estimated direct labor dollars, (broken out by hours, categories, and rates….”. Direct Labor Dollars is generally defined as unburdened dollars, please clarify that the use of the term “direct labor dollars” is intended to mean fully burdened labor dollars (e.g., the FP rates * labor hours). This same terminology is used on page 42, para E.15.4, 1st paragraph.

Response: Please review revised RFP.

25. Page 23, para C.2.17, Travel (d) states “Local travel is not authorized.” However, page 42, para E.15.4, Price Proposal Requirements and Evaluation, 3rd para, 1st sentence, states “Travel, both local and long distance, is an acceptable item to be invoiced.” Please clarify whether or not local travel is an allowable cost.

Response: Local Travel is an allowable cost.

26. Reference: Pg 36 clause E.6 paragraph 2 states ”Offerors must base their cost proposal for the IDIQ contract on the tasking detailed in the Sample Task Order Performance Work Statement for the base and all option periods as stipulated in the TEDSS rate schedule in Attachment A”. Page 50 instructs the offeror to provide complete price/cost in accordance with section B which references Attachment A.

a. Question: Is it the government’s intent that offerors fill out a separate cost proposal for the sample task in Attachment E?

Response: Yes

27. Reference: Attachment A.

a. Question: Attachment A does not contain a summary tab. Is a summary tab not required or will the government provide an updated Attachment A?

Response: A Summary Tab will be added as update to Attachment A.

28. Reference: Attachment A provides labor category titles and hours, Attachment B provides duties to be performed by each category and page 40 E.15.3.1.2 (Management Approach) requires the offeror to propose labor category descriptions.

a. Question: Is it the government’s intent for the offeror to determine the appropriate level of experience for a labor category (i.e. Systems Engineer I vs. Systems Engineer IV) or will the government provide further clarification for the levels contained in Attachment A?

b. Question: If the offeror is to determine the appropriate level in the labor category, how will the government evaluate offeror’s prices if different levels are proposed for the same category by different offerors? For example company A proposes System Engineer I and company B proposes System Engineer IV.

Response : The Task Order quotations must meet the governments requirements for performance, schedule, cost, and quality. A revised Attachment B Performance Work Statement will provide minimum education and experience criteria and will be posted shortly.

c. Reference: Attachment E Sample Task has a period of Performance of 5 years.

Question: Is this correct?

Response : Yes, Attachment E Sample Task order has a period of Performance of five years.

29. Reference: Pg 42 clause E.15.4 instructs the offeror to price the labor categories in section B. There are no labor categories in section B.

a. Question: Will the government please clarify.

Response 28: Section B references Attachment A Schedule which contains Labor Categories.

30.

Section E.15.1 of the RFP requires a proposal compliance matrix in the

Technical Proposal volume. Please confirm that the compliance matrix will be excluded from the page count.

Response 29: The compliance matrix will be excluded from the Technical proposal page count.

31. RFP Pages 2-26 2-62, E. 6 Sample Task order, states that Offerors must demonstrate their technical capabilities and past performance based on the requirements in the Sample Task Order Performance Work Statements. How does an offeror demonstrate past performance on the requirements in the sample task order which simply states a contractor shall support.

Response: The offerer should demonstrate past performance by submitting history, examples, and associated references that relate to work outlined in the Sample Task Order. The demonstrated evidence should include examples of requirements outlined in the Sample Task Order. Associated documentation, presentations, and activity reports should accompany this work.

32. Attachment E, Section 5.0 states under 5.1 Project Management Support, the Contractor shall provide project management support services, including but not limited to documentation support, presentation support, meeting support, program management support and information management support. What frequency shall we assume as a basis for ‘support’ for documentation support, presentations support etc?

Response: Contractors will be required to provide monthly reports and may be required to attend meetings and attend management support meetings. Each task order will specify the degree of support required and frequency.

33. Attachment B, paragraph 1.1.2.1 Longe Range Aid to Navigation(LORAN-C) states that the contractor shall support, maintain and enhance LORAN-C installations that provide services and signals to Operations Command, other C4ITSC systems and the general public. Does this still apply give the U.S has recently shut down LORAN-C?

Response: Contractors may have to support Coast Guard LORAN stations Attu and Shoal Cove in Alaska and other stations, which are bound by bi-lateral agreements with Russia and Canada and which continue to broadcast their international signals. It is anticipated that this requirement will be eliminated in the near future.

34. RFP Section E.26.1 1.2 Sub-Factor 2, use of Industry Standard and Non-proprietary Tools, states that the proposal should demonstrate knowledge and experience with industry standard, non-proprietary tools to support Command and Control and Information Technology development enhancement as well as operations and maintenance activities. The proposal should address the ability to adapt to the technical approach to support DHS and USCG tools identified in the Sample Task Order SOW. Question: To which tools does the Government refer? Can the Government please identify the DHS and USCG industry standard tools it would like offerors to support?

Response: Standard Program Management tools (software) normally include, but are not limited to, the following: Microsoft Office suite, Microsoft Project 2010 Server and Project 2010, SupportMagic Helpdesk suite, DMC Remedy Helpdesk suite, DOORS, Lotus Notes, HP Quality Center.

35. Are headers and footers permitted in the margins, providing the solicitation and contractor information, i.e Title Volume number, solicitation number, offeror logo, due date, page number and contractor logo? Can this text in the headers and footers be in 10 pt font size?

Response: Header and Footer text can be in 10 pt. font. Headers and footers are permitted in the margins.

36. Question: Does the Government want one (1) CD with both Technical and Cost Volumes or one (1) DC for each volume?

Response: One CD for both Technical and Cost Volumes is preferred.

37. Is an acronym list allowed? If so, will it be excluded from page limitations?

Response: An acronym list is allowed and is excluded from page limitations.

38. Reference E.15.3.1.4, pages 40-41, is it permissible for an Offeror to submit references for contracts where the Offeror is a subcontractor?

Response: Yes

39. For the Past Performance Questionnaires, would the Government accept an email submission from the Evaluating organization in place of mailing a hard copy?

Response: No

40. The Sample Task Work Statement does not explicitly address full system installation, i.e, it goes from 5.6 Prototype Installation to 5.7 System Support. Is it anticipated that the contractor will perform system installation throughout the cutter fleet or will this be accomplished by another entity?

Response: Offeror should only address requirements of the sample task order

41. The listing of cities in the Hampton Roads Metropolitan Area does not include the City if Chesapeake. Will an offeror with a facility in the city of Chesapeake be acceptable for the purposes of this requirement.

Response: Yes

42. Does C3CEN intend to require certifications under DOD directive 8570.1 or will compliance be a requirement under future task orders?

Response: For future task orders

43. Attachment B, 9.1. vi, p8, states, “The contractor will be required to provide all Certification and Accreditation documentation required to ensure … The sentence is cut off. Please complete the sentence.

Response: The full paragraph provides “ Preparation of All Information Security and Certification and Accreditation Documentation and Support Required to Obtain Certification: The contractor will be required to provide all Certification and Accreditation documentation required to ensure that all system and system enhancement meet the Federal Information Security Management Act of 2002 (FISMA) A United States federal law (44 U.S.C. § 3541, et seq.) enacted in 2002 as Title III of the E-Government Act of 2002 (Pub.L. 107-347, 116 Stat. 2899).”

44. Can additional labor categories be added to Attachment A Rate Schedule?

Response: No.