SECTION_L,_Appendix_C_-_CWSP_Solicitation_Questions_&_Comments_Matrix_(v1)_(20170130).xlsx
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- PIADC Center-Wide Support Program (CWSP) - Solicitation Federal contract opportunity
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- HSHQPD-17-R-00002
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SECTION L, Appendix C - CWSP Solicitation Questions/Responses (v1) (20170130)
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Instructions
| CWSP Solicitation Questions/Comments Matrix | |
| Instructions: | |
| 1. Please use this template when providing comments or questions regarding this solitiation – only electronic submittals will be accepted | |
| 2. Provide reference to the specific item and page relating to each comment as shown on the tab | |
| 3. DO NOT provide the name of your organization, or contact info on this template in order to keep this feedback anonymous | |
| 4. Add additional worksheets (rows and pages), as needed, up to a maximum of 25 printed pages based on existing formatting | |
| Note: If a conflict occurs between the solicitation and these Questions/Comments, the solicitation takes precedence. | |
| Date Submitted: |
RFP Questions - Comments
| Question/ Comment # | Section or Reference | Page # | Offerror Comment / Question | DHS Response |
| 1 | SOW 3.1.6.3 | 19 of 141 | Guidance for Supervisor Assessment of Personnel for enrollment into PIADC PRP is missing, will it be furnished | Yes, this will be provided at the Site Visit. |
| 2 | Will the government be releasing the seniority list for CBA and SCA | Yes, to be turned over to the successor contractor at commencement of the succeeding contract IAW FAR 52.222-41(n). See Question/Comment #37, for additional details. | ||
| 3 | Reference SF 33 Section A | CLIN structure, Section B, Paragraph B.4 and Section L, Paragraph II. There appears to be a conflict between these references and how the Government expects Contractors to price the requirements. Sections A and B reference pricing requirements for CLINs X120, X121, X130, X140, and X150, while Section L II Pricing Model Template Instructions and A TAB CLIN Summary refers to pricing CLINs 0001, 0002, 0003, 0130, and 0150. Please clarify the difference in the requirements. | Clarity added to B.4.c to describe the pricing of X130 and X150 CLINs for the purpose of evaluations and competitive pricing for future TOs. | |
| 4 | CLIN X003 | This CLIN as stated refers to pricing On/Off Island Transportation under PWS 3.9.2 of the solicitation. Is the requirements for Ferry Service under PWS 3.9.1 under this CLIN or is the requirements under PWS 3.9.1 to be included under CLIN X001, Core Services? | The Marine Transportation requirements in PWS 3.9.1 are to be included under CLIN X001, Core Services. | |
| 5 | Section L, Appendix D, Pricing Model Template | If as stated by the Government that CLINs X130 and X150 are future task orders that the Government will order as required, how does the listing of the Project Management FTEs fit into this requirement? It seems that the Project Management personnel listed would be part of the Core Services under CLIN X001. If not, does the Government plan to exercise parts of these task orders to account for the Project Management personnel? Or, does the Government plan on having a totally separate Project Management team when and if the CLINs are exercise? | The Government expects the contractor to propose the most effective and efficient mix of all labor categories at task order issuance based on the defined requirement and cost/price negotiation resulting in a fair & reasonable price determination. | |
| 6 | Section L, Appendix D, Pricing Model Template | Work Sheets X130 and X150, Paragraph “Other Direct Costs”. Under the line item “Other Direct Costs” it states that it is a plugged number and includes Equipment, Materials, Consumables and Subcontracts. Is this to say that if a Contractor has a dedicated Subcontractor on the Team, that the cost of this effort will be included in the “Plugged Number” of these two Task Order CLINs? If not, how does this relate to dedicated team Subcontractors, or is the term Subcontracts listed in the work sheets in reference to future subcontractors that may be required under these two Task Orders? Please clarify for our understanding of the requirements. | Yes, the cost of subcontractors are included in the plugged number for task orders for evaluation purposes only. | |
| 7 | SOW 3.4 | 38 0f 141 | Based on "ARB activities shall operate on a 365 day/year basis so as to ensure the well-being of all PIADC animals. These employees are considered “essential” during inclement weather days and other occasions when non-ARB staff may not report to work (e.g., “weather days”)." Is there a requirement for an animal care taker 24/7 365? | Animal Care Requirements are typically performed during normal work hours 365 days per-year. Animal observations and care under some research protocols are sometimes required outside of normal working hours to meet animal welfare standards and requirements, or to support research (such as, during FADD school). Such occurrences are relatively infrequent, perhaps 1 to 2 times per year. Additional coverage may also be warranted during periods where routine marine transportation services are, or have a high potential to be, interrupted. Such events are also infrequent, perhaps 5 times per year. All of the aforementioned instances of non-routine or extended work hours of animal care staff are considered on a case-by-case basis and funded via approved overtime. |
| 8 | Are the animal care takers under any CBA, if so can you supply it. | Animal Care Staff are not currently under a CBA. See additional information under Site Visit Questions Tab, comment #22. | ||
| 9 | F.2.(g) | 9 of 63 | This paragraph is titled, 'Government-owned IT and Telecommunication Assets', and at the second sentence, we are reminded that use of Government-owned assets is a privilege and shall only be used for Government-based business. However, the first sentence of this paragraph begins with, 'The Contractor shall supply, use regularly.....', which appears to contradict the title of this paragraph and the second sentence. Please clarify; what is provided by the Government (if anything), and what is to be provided by the Contractor (if anything)? | Please refer to the document entitled "Technical Exhibit - Equipment to be Maintained-Revised-1-6-16_TWO TABS" - the IT Property List tab contains the current inventory of IT assets to be maintained by the Contractor. Upon conducting its own inventory, the Contractor may need to supply assets to fulfill contract requirements - these assets (e.g. cell phones) would then become Government-owned property. |
| 10 | OF 336 Continuation Sheet | 9-10 of 21 | At CLIN 3140, the Delivery Location Code reads: S&T Murray Lane, DHS S&T, 245 Murray Lane, Building 410, Washington DC 20528. This is different from all the other CLINs; is this accurate? |
| Also at CLIN 3140, the Delivery reads 3650 days after award, while all other CLINs for this PY read 1460 days after award. Should this be corrected? | Yes, both these errors will be corrected. Thank you. | ||||
| 11 | Technical Exhibit - Facilities Listing | 1 | In this Technical Exhibit, under Buildings in Use, we read that Building 35, Dock Guardhouse, has a level of maintenance 5. In review of Section 3.10 of the SOW (page 98 of 141), Level 5 is defined as "Abandoned, maintenance upon request". This seems to be contradictory; please clarify. | Building 35 shall be maintained as Level 5. | |
| 12 | Technical Exhibit - Facilities Listing | 4 | On the last page of this Technical Exhibit, BSL - 3 Unusable Areas lists the square footage of the Former Incinerator Area as 4000 SF, and East Service Wing Central Area as 584 SF. We believe this to total 4584 SF; however, the Tech Exhibit lists the total as 6434 SF for BSL - 3 Unusable Areas. Please clarify; is there something missing, or is the math in error? | This is a mathematical error. Please find the revised Technical Exhibit attached. | |
| 13 | Technical Exhibit - Facilities Listing | 1 | In this Technical Exhibit, under Buildings in Use, we read that Building 101, Laboratory, has 199570 SF. This entry is also marked with an asterisk, which leads us to the third page of this tech exhibit. On pages 3 and 4, the various sections of the laboratory are broken out, with the correlating square footage listed per section. When we add up all the sections, we arrive at a total of 205167 SF, which exceeds the amount listed on page 1 under Buildings in Use. Please help us understand; to what is the difference in square footage attributed? | This is a mathematical error. Please find the revised Technical Exhibit attached. | |
| 14 | Section L Attachment A | 1 | Service pipes, ventilation duct work, and wire conduits are located throughout the facility, and may not be entered or removed. Can we cut or drill into them to allow the sterilant to penetrate the otherwise occluded space? | The Government expects the contractor to propose the most effective and efficient approach and method of decontaminating the facility. | |
| 15 | Which orientation will the provided projector be configured for, 4:3 or 16:9 orientation? | The projector can be set for either of those orientations. | |||
| 16 | L.II.E | 21 | The Section L, II - E, includes instructions for completion of the Pricing Model Template, G&A Rate Basis Sheet: “Compare proposed rate with the rate experienced during the current and prior years.” Please confirm the expected content for the columns on the form, as: | As stated under Section L. II, Pricing Model Template Instructions (page 13), the proposals shall be prepared with the anticipated contract performance to begin on September 1, 2017. Accordingly, the Base year column from the G&A Rate basis tab of the pricing model shall represent the offerors fiscal year G&A rate, based on the September 1st, 2017 anticipated start date. For example, if an offeror’s fiscal year is based on a calendar year January – December, than the Base Year G&A projected expenses would represent the Offeror’s FY 2017. BY-1 would represent FY 2016 actuals, BY-2 would represent FY 2015 actuals, and BY-3 would represent FY 2014 actuals, given the example Jan –Dec fiscal year basis. Depending on the contractor’s fiscal year period as of the September 1, 2017 anticipated start date, the offeror’s base year G&A rate period may vary | |
| Column B: Base Year (BY) (minus Unallowable) – represents proposed expenses and basis for contractor’s FY 2017. | |||||
| Column C: Actual Expenses BY-1 – represents prior year’s actual expenses incurred for contractor’s FY 2014. | |||||
| Column D: Actual Expenses BY-2 – represents prior year’s actual expenses incurred for contractor’s FY 2015. | |||||
| Column E: Actual Expenses BY-3 – represents prior year’s actual expenses incurred for contractor’s FY 2016. | |||||
| 17 | SOW 3.7.3.3 and 3.8.3.2.2 | 72 & 93 | 3.7.3.3 states that; The Contractor shall be responsible for destruction or degaussing of media that may contain sensitive data or information, such as hard drives, excess copiers, portable drives, servers, devices, etc. , but in 3.8.3.2.2 Disposal of Electronic Equipment : The Contractor shall provide records of electronics equipment disposal, including an itemized inventory, on a quarterly basis to the EPO. The Contractor shall destroy storage devices prior to disposal. So which is it, can we Degauss or do we have to Destroy? | ||
| For media that may contain sensitive data or information, the Contractor shall be responsible for degaussing and then destroying prior to appropriately recording and then disposing of equipment. | |||||
| 18 | SOW 3.2.1 | 27 | 3.2.1 Quality Management System Requirements Within 12 months of contract performance, the Contractor shall achieve and maintain ISO 9001:2015 registration and NQA-1 compliance for at minimum the following areas: “Information Technology (activities where the Contractor has administrative control: user management, hardware and software management and inventory, backup and recovery, information assurance – hardening, patching and incident response, and change management);” |
Three-part question;
a. Will the contractor have access to some commercial based ISP internet providers (wired, cable or fiber) so that we may have our own company proprietary network system and computers located on island?
b. Will the contractor be able to use existing (wire, fiber, cable) infrastructure systems to connect multiple buildings if required and in support for the contractor’s company proprietary network system and computers located on island?
There was no "c." to the offeror's three-part question.
A. The Contractor shall not have any proprietary networks on the island. Moreover, unless approved by the Government, the Contractor shall utilize currently available internet access on the island.
B. The Contractor shall use existing infrastructure, and as indicated in the SOW, "The Contractor shall support the current existing network and planned phased expansion of the network."
| 19 | IUOE local 30 CBA | 15 | Article XIII - Vacation - Will the government provide information on the tenure or actual vacation accruals for the workforce? Or should the offeror presume minimum (80 hours per year) accrual for bidding purposes? | Please refer to the response to question #37 for a breakdown of the current staff tenure by years of service. The offeror should not presume 80 hours of vacation per year for bidding purposes. In accordance with 29 CFR 4.173(c)(2) any vacation carried over under the predecessor contract for employees subject to the CBA must be paid out by the predecessor contractor, and, therefore will not accrue to the successor contract. |
| 20 | Section L | 18 | Materials, Subcontracts and Other Direct Costs - Do the budgetary values included in the Pricing Model Template include materials for facility maintenance and repair? | Yes |
| 21 | Section L | 18 | Materials, Subcontracts and Other Direct Costs - Do the budgetary values included in the Pricing Model Template include office supplies (consumables) and equipment for contractor personnel? | Yes |
| 22 | Section L | 18 | Materials, Subcontracts and Other Direct Costs - Do the budgetary values included in the Pricing Model Template include Safety Equipment and Personal Protective Equipment (PPE) and/or uniforms? | Yes |
| 23 | Section L | 18 | Materials, Subcontracts and Other Direct Costs - Do the budgetary values included in the Pricing Model Template include Tools and Small Equipment for mechanic use? | Yes |
| 24 | L.13.C | 10 of 25 | Are two column page layouts acceptable? | Two columns are acceptable when using tables and figures. |
| 25 | L.11 | 5 of 25 | RFP requires "Evidence of an adequate accounting system…" Can the Government please indicate in which volume this document is to be placed (i.e. Volume 1, Volume 3)? | This information and any applicable documentation shall be included in the cost/price proposal (Volume III). |
| 26 | L.13.H | 10 of 25 | Question regarding Organizational Conflicts of Interest Notice and Disclosure. Where in the proposal shall this document be placed (i.e. Volume 1, Volume 3)? | This documentation shall be included at the beginning of the Management and Technical Approach (Volume I) and will not count against the page limitations as stated in Section L. |
| 27 | L.13.C | 10 of 25 | Is colored text in graphics/tables acceptable? | Yes |
| 28 | SOW 3.8.1.1 | 81 | SOW references a "Lab Patient Evacuation Plan and "Biocontainment Medical Evacuation Plan". Will the Government make available both of these plans to offerors? | These plans were merged and will be provided at the site visit. |
| 29 | SOW 2.0 & 3.6.3.2 | 9 & 59 | Section 2 of the SOW states that “A new Waste Water Thermal Decontamination System (WWTDS) is under construction (transition to the new system is expected to occur in 2016).” Section 3.6.3.2, states that “There is presently a project underway to replace the existing WWTDS located in Building 102 with an improved process for thermal decontamination....The new plant is expected to be in service August 2017. The Contractor shall be required to operate both plants until commissioning and operational confidence for the new plant is established.” Will the Government please clarify when the WWTDS is expected to be fully operational? | The Government expects the facility to be completed and fully operational before the contract transition period is completed. The SOW has been updated to reflect when the new plant is in service. |
| 30 | Section B.ii | 2 of 63 | If the pension plan is underfunded when the service contract expires, will the Government provide compensation for the shortage? | The allowability of the Cost type CLIN X001 and X130 costs, including pension related costs are evaluated in accordance with FAR 31.2 as provided under FAR 52.216-7, Allowable Cost and Payment. The FFP CLIN and fully burdened rate under the T&M CLINs are not subject to adjustment except for increases and decreases to wages and benefits for service labor subject to the Service Contract Act. The CBA provides under Article XVI, paragraph B that the employer has no obligation to make contributions other than those listed in paragraph A of Article XVI. Further paragraph G of Article XVI provides that the Union warrants that the Employer’s liability with respect to providing contributions and benefits shall be no greater than the above amounts listed under Article XVI. |
| 31 | Appendix A | 1 | States that "Studies were conducted on foreign animal diseases including Foot and Mouth Disease, African Swine Fever, Rift Valley Fever, and Blue Tongue." Are these considered to be the only agents of concern for the project? | These were not the only agents studied in B257. However, Foot and Mouth Disease, African Swine Fever, Rift Valley Fever, and Blue Tongue were the primary agents studied and are to be considered the agents of concern for the project. |
| 32 | Appendix A | 2 | For items remaining in B-257, states that "the fumigant must be effective on each surface, and the material must not react with the fumigant to form toxins." This implies the option to select from a range of potential fumigants. However, page 3 (Decon Method) specifies the use of only gaseous Formaldehyde. Please clarify. | For the purposes of this exercise, formaldehyde should be used as the gaseous decontamination agent. |
| 33 | Appendix A | 3 | Can you confirm the EPA registration (or applicable exemption) for use of gaseous Formaldehyde as a pesticide for the specific agents of concern? | EPA registered product (number 4972-43) is to be used as the fumigant/sterilant. |
| 34 | Would it be possible to receive copies of any EPA or OSHA inspection / check lists? | Copies of these lists will be provided to the awardee. | ||
| 35 | Will the Plum Island property been sold while it’s been managed and maintained under this contract?? | Yes, activities related to the sale of Plum Island are expected to continue during the course of this contract. | ||
| 36 | Is there a facility to house people because of inclement weather? IS it part of the contract to maintain? | Essential personnel at the facility during inclement weather are typically based and work out of Buildings 100 (where cots are located), 101 and the biocompound area. Building 47 is the Duty Officer's Quarters and is part of the contract to maintain. | ||
| 37 | I.1 Section 52.222-17 | 35 | The RFP states that 52.222-17 "Nondisplacement of Qualified Workers" is in effect for this contract. Can we be provided the numbers of employees, by longevity, currently working under this contract to ensure that their benefits are properly accounted for? We are not looking for names, just numbers to allow for a level playing field with the incumbent. | The incumbent contractor provided us the following seniority breakdown for current employees covered under their CBA, however this information has not been verified by the Government: |
· 0-1 Years 11.4%
· 1-5 Years 20.8%
· 5-15 Years 52.1%
· 15-20 Years is 9.4%
· 20+ Years is 6.3%
The Government will follow the requirements of 52.222-41(n) in providing the certified service employee list to the successor contractor, but not before contract award.
| 38 | How many DAC on Plum Island and who do they report to? | The "PIDAC" reference in Table 4.4.3 of SOW (bottom of page 113) should be "PIADC" and has been revised | ||
| 39 | How many sub-contractors (other than the proprietary contractors in the TE) are on Plum Island on a typical day, who are not working under this contract but who will be interacting with the O&M Prime? Is there a list? | The primary are: Security Contractor, BAH, Fuels (DLA) Trucks and Barge, A-Z Corp, and Leidos. | ||
| 40 | SOW 2.2 | 9 | A new Waste Water Thermal Decontamination System (WWTDS) is under construction (transition to the new system is expected to occur in 2016). A significant part of the biocontainment facilities are more than 50 years old. Has this been completed? Is the new system operating? | The Government expects the new WWTDS facility to be completed and fully operational before the contract transition period is completed. |
| 41 | 24/7 Emergency Response and Rescue Capabilities: DHS is seeking to effectively and efficiently strengthen emergency response and rescue capabilities on a 24/7 basis. Specifically, the Government is looking to provide 24/7 on-island Advanced Life Support Capabilities and also assure the availability of on-island core fire response and rescue capabilities on a 24/7 basis. Effective and efficient solutions will undoubtedly require creative approaches to leveraging on island staff who maintain active qualifications but who also provide other services at PIADC. Question – is this care for saving human lives or animals? | Although these capabilities are primarily for humans, the Contractor shall also ensure the overall health, welfare and well-being of research animals at PIADC. | ||
| 42 | SOW 3.6.8.2 | 63 | The (APC) units shall be maintained on a service contract with operations and emergency response by the Contractor’s HVAC Technicians. Are these APC units under warranty? Who is the service contract with? | Yes, the APC units are currently under warranty through an APC-approved contractor. The current service agreement that the Government has with this contractor will be assumed by the CWSP contractor via future planning guidance. |
| 43 | Sections_B-K (121216) SEC: 52.222-2 | 48 | Payment for OT Premiums- (a) The use of overtime is authorized under this contract if the overtime premium does not exceed TBD At or After Contract Award or the overtime premium is paid for work-- 1 through 4. Question: During inclement weather and suspension of ferry operations, animal care staff have remained on the island overnight to ensure the health and welfare of the animals. Will the animal care staff be compensated for hours they stay on the island that exceed their 8 hour shift? | Animal Care Staff should be compensated for hours that they stay on the island that exceed their normal 8 hour shift. |
| 44 | Section_J,_Attachment_1_CWSP_SOW SEC: 2.4 and 3.4 | 12 and 38 | Sec. 2.4 Other Management Considerations and Sec. 3.4 Animal Care, Welfare, Use During Handling Question: During inclement weather and suspension of ferry operations, animal care staff have remained on the island overnight to ensure the health and welfare of the animals. Will the animal care staff be compensated for hours they stay on the island that exceed their 8 hour shift? | Animal Care Staff should be compensated for hours that they stay on the island that exceed their normal 8 hour shift. |
| 45 | Plugin Numbers, SEC: ODCs | 1 | In section 1. in the Plugin Numbers document, the third line shows ODCs that mention licenses and certifications. In section 2., it mentions "Costs will be reimbursed at actual expenditure levels up to the appropriated funding level." Question: Will ODC cover the costs of AALAS/CMAR certifications and continuing education for the animal care staff or is the contractor responsible for these costs? | ODCs should cover the costs. |
| 46 | Section_J,_Attachment_1_CWSP_SOW SEC: 3.2.4 | 29 | Section: 3.2.4 PIADC Institutional Governance and Assurance Support states the following, “The Contractor shall provide a Public Health Service (PHS) Animal Welfare Assurance, including any programmatic amendments, and the most recent NIH Office of Laboratory Animal Welfare (OLAW) approval document for each Contractor and Subcontractor facilities; OR DHS Animal Welfare Assurance, if PHS funding or assurance is not on file with OLAW.” |
Question: Plum Island is not listed as a facility with the OLAW Assurance for the state of New York. Are there are any PHS funded projects on Plum Island requiring an Assurance?
| Currently there are no PHS funded projects requiring an Assurance at PIADC. However, we are required to provide an Animal Welfare Assurance to the DHS Compliance Assurance Program Office. | |||||
| 47 | TECHNICAL EXHIBIT - License and Certification Requirements | 2 | In the Animal Care Staff section it states, "On-site Supervision: Certified as Certified Manager of Animal Resources (CMAR) with AALAS or CMAR eligible and finish certification within 12 months." Question: Could the date to finish the CMAR certification completion be set at 24 months rather than 12? The CMAR certification process is extensive and requires the applicants to pass 3 Certified Manager exams and 1 Animal Resources exam. | We require completion within 12 months. | |
| 48 | TECHNICAL EXHIBIT - License and Certification Requirements | 2 | In the Animal Health Technician section it states, "Licensed in one U.S. state as Veterinary Technician. Certified or eligible for certification as LAT with AALAS." Question: Do candidates have to meet both the licensure and AALAS certification requirements or will one suffice? | Candidates shall meet both the licensure and AALAS certification requirements. | |
| 49 | L | 13 | Section L states "the Offeror shall submit a maximum of 3 projects (limit of 5 pages per project) for subcontractors who are expected to perform aspects of this effort that the Offeror considers critical to overall successful performance." Does this mean a maximum of 3 from each subcontractor or a maximum of 3 overall? | Maximum of 3 from each critical subcontractor. | |
| 50 | Sections B&L | 14-24 | Section L does not specify if the contractor must submit a completed Section B with the Cost/Price Proposal. Are the offerors required to submit a completed Section B with the proposal or will the Section B be completed by the government post award? | Section B will be completed upon award, based on the prices in the CLIN Summary Tab of the RFP Pricing Template | |
| 51 | SOW | 3.1.6.3 | SOW 3.1.6.3 Key Personnel requirements include completion of Attachment C: PIADC Guidance for Supervisor Assessment of Personnel for Enrollment into PIADC PRP. Can the Government please provide this attachment? | Yes, this will be provided at the Site Visit. | |
| 52 | Appendix A | 1 | The "References" section mentions the BMT Entech (November 2010) After-Action Report. | ||
| Question: Will the Government provide this report or are we to assume that Appendix A is the full report? | Appendix A includes the relevant excerpts from the BMT Entech After-Action Report. The Government is interested in the Offeror's understanding of the technical requirements, challenges, and risks of the project and the reasonableness of their approach to meet project objectives. | ||||
| 53 | SOW 3.1.6.3 | 19 of 141 | Will the Government consider amending the requirement for the Program Manager to possess a PMP certification at the time of proposal submission? Suggest the Government amend the requirement to allow for candidates to obtain a PMP certification by the time of contract start or by the end of year one of the contract. | This approach is in the Government's best interest. | |
| 54 | Section L | Page 12 of 25 | Will the Government consider amending the requirement for the proposed Program Manager to participate in the oral presentation? This requirement is restrictive to non-incumbent offerors who propose Program Managers not currently company employees. | This approach is in the Government's best interest. The Letter of Intent, discussed in Section L.14 provides the necessary relief for Offerors who's PM is not currently a company employee. | |
| 55 | L.14 Factor 2: Past Performance Factor | 14 of 25 | "Offerors shall include a list of all relevant DHS on-going contracts or contracts completed within the last 5 years." Will the government allow the Offeror to include the "list of all relevant DHS on-going contracts…" within the Introduction of the Past Performance Volume? | Yes, this list can be included within the Introduction of the Past Performance Volume. | |
| 56 | SOW 2.1 | 9 | "Approximately 175 contracted personnel currently provide services that are expected to be covered under this SOW as part of the CWSP. The current staffing levels should only be considered as a rough guide for estimating future resource needs." How many Federal personnel currently provide services that are expected to be covered under the CWSP. Does the approximately 175 personnel include an estimate of new services requested under the CWSP (ISSP, 24/7/365 marine mobilization capability, professional engineering, NQA1, ISO 14001, 45001, 55001, new procurements, scientific equipment maintenance, LRPO, historic structure maintenance and facility closure and decommissioning for example) | Besides courier services and 4 animal handlers, Federal personnel currently do not provide CWSP services. This 175 personnel estimate is an approximation based upon the core services described in the Statement of Work. | |
| 57 | SOW 2.4, CBA, & Section L Appendix D RFP Pricing Template | 13 | For the planning estimate provided of five (5) closures per year for inclement weather - where in the pricing template should costs associated with five (5) missed work days be included? This appears to be a collectively bargained cost of doing business at PIADC, subject to Government approval. | The Price Model Template, CLIN X001 and X003 CBA PTO tabs have been updated to include average paid time off priced per a full time equivalent due to weather closures. The offeror shall include their estimate related to weather paid time off in this column for each of the labor categories. Article VI, paragraph E of the Collective Bargaining Agreement describes the treatment of weather related closures as it relates to employee compensation (see page 8). | |
| 58 | SOW 3.1.3 | 16 | The term "planning guidance" is used throughout the SOW in both the Core Service CLIN areas and in the 3.12 IDIQ Task Orders / Planning Packages. Please clarify will "planning guidance" in any way dictate scope changes or changes in the level of effort for Core Services? If so how shall offerors include estimated costs in the Core Services CLIN? | Planning guidance will not dictate scope changes or level of effort. "Planning packages" has been removed from the title of Section 3.12. | |
| 59 | SOW 3.1.4 | 16 | "Per the EVMS Description technical exhibit, the Contractor shall flow-down EVM and the reporting requirements to major or critical subcontractors." Will the EVM flow down requirements apply to FFP and T&M subcontract types? | No. In general, EVM is not effective for planning and tracking performance of FFP work, however, some types of T&M work may be suited to earned value measurement. In any case, the contractor shall propose the most cost effective and practical means to manage cost and schedule performance using EVM in conjunction with quality metrics, where appropriate. | |
| 60 | SOW 3.1.7.5 | 23 | Relative to the requirement for “The Contractor shall provide all escorts required to perform the services under this contract” (in addition to the 30 hours/month of Government requested escort) please provide workload data or define the estimated level of effort to adhere to both “Guidelines for Contractors Working at PIADC” and “PIADC Visitor Control and Authorization Program”. | As stated in the SOW, "The Contractor shall plan for an average of 30 hours/month of escorting services." | |
| 61 | SOW 3.5.1 | 42 | "Please refer to the PIADC Biosafety Manual for a full description of expected inspection, maintenance, and testing criteria for the various ventilation system filter types found throughout the Facility" Please provide a copy of the PIADC Biosafety Manual so we can reasonably estimate the level of effort required for compliance. | This will be provided at the site visit. | |
| 62 | SOW 3.5.2 | 46 | Please provide a copy of the PIADC Animal Care Manual so we can reasonably estimate the level of effort required for compliance. | This will be provided at the site visit. | |
| 63 | SOW 3.5.6 | 50 | 3.5.6 Scientific Support Equipment Maintenance - are costs for this requirement, including lifecycle maintenance and replacement, included in the ODC plug ins provided? | Yes, repair services (e.g. replacing O-rings) are considered within core services and larger scale replacement are included in the ODC plug-ins. | |
| 64 | SOW 3.6.1 | 57 | Oil Spill Response Organization (OSRO) and Petroleum Remediation Services - are the costs for these requirements included in the ODC plug ins provided? | Yes. | |
| 65 | SOW 3.8.1.2, SOW 3.9.1 & TE | 82 | Critical Infrastructure maximum response times, please define "onsite" as relates to technical/managerial response times - does "onsite" include reporting to the NY or CT ferry departure points or does it specifically refer to being on Plum Island - this information is needed for estimating vessel and crew availability to transport responders to Plum Island because the SOW section 3.9.1 requirement "the Contractor shall maintain 24/7/365 mobilization capabilities to accommodate special, unscheduled, and emergent transportation requests" | Onsite is defined as being on Plum Island. | |
| 66 | SOW 3.9.2 | 97 | "The Contractor shall provide replacement of vehicles as the current fleet reaches end of life or as deemed necessary, upon Government approval." Please clarify this process as relates to GFP and the request for a FFP proposal. Will a separate cost proposal be required every time one of the GFP vehicles needs major repair or replacement or shall we include estimates for replacement of GFP in our FFP proposal? | Offerrors should not include estimates for GFP replacement in their proposals. It is expected that the Contractor and DHS property management personnel will determine the need for replacement and direction will be provided in the planning guidance | |
| 67 | SOW 3.9.2 & TE | 97 | Reviewing the GFP and Equipment to maintained TEs it is unclear which pieces of equipment, if any, are to be included in the FFP CLIN. In addition to vehicles the GFP and Equipment to be Maintained TE's list approx. 54-90 pieces of equipment that would typically be maintained and repaired by a motor pool (mowers, snow blowers, plows, sanders, trailers, saws, trimmers, heavy equipment (HQ), associated attachments, grounds, landscaping equipment). We recommend that the FFP CLIN include all vehicles and rolling equipment and their associated attachments. | Everything that has to be maintained by a motor vehicle mechanic should be in the FFP. | |
| 68 | SOW 3.9.2 & TE | 97 | TE Equipment to be Maintained & GFP - there is a 2002 F650 Line Bucket Truck, VEH 91D, Asset ID 20009050, listed in both of the TE's. Is this truck still active and will it be provided as GFP? | The bucket truck was recently retired and will not be provided. | |
| 69 | SOW 3.9.2 & TE | 97 | TE Equipment to be Maintained & GFP There is a 1998 Dodge Ram 3500 Flatbed listed in the Equipment to maintain as VEH - 18. This same asset is listed as TE-80422 "Excessed" in GFP. Which TE is correct? | This vehicle will not be provided and will be removed from the Technical Exhibit Equipment to be Maintained. | |
| 70 | SOW 3.9.2 & TE | 97 | TE Equipment to be Maintained & GFP There is a 1989 Ford Ambulance Veh-16 listed in the Equipment to maintained. This same asset is listed as TE-80423 as "Excessed" in GFP. Which TE is correct? | This vehicle was replaced with a newer model and will be removed from the Technical Exhibit Equipment to be Maintained. | |
| 71 | SOW 3.9.2 & TE | 97 | TE Equipment to be Maintained & GFP There is a Skytrak 6000M forklift listed in GFP as "added" HQ-04 which does not appear to be in the Equipment to be Maintained listing. Which TE is correct? | This will be added to the Technical Exhibit Equipment to be Maintained. | |
| 72 | SOW 3.9.2 & TE | 97 | TE Equipment to be Maintained & GFP There is a 2006 ambulance listed in GFP as "added" Veh-16 (new) which does not appear to be in the Equipment to be Maintained listing. Which TE is correct? | This vehicle will be added to the Technical Exhibit Equipment to be Maintained. | |
| 73 | SOW 3.12.1 | 106 | "Some repairs and improvements are considered beyond what would normally be accomplished within traditional O&M core services" Please define how the government differentiates between those repairs and improvements that would fall within the core services CLIN and those that belong in the IDIQ task order CLINs. This is necessary to properly estimate core services CLIN labor for repairs and improvements. | These repairs and improvements are on a case-by-case basis depending on the Contractor's ability to complete work as part of their performance measurement baseline. High-priority work that cannot be accomplished within the PMB will be directed by the Government via the IDIQ Task Orders. | |
| 74 | Section L & CBA | 17 | Direct Fringes - "Part time employees that regularly work less than 30 hours a week are not required to receive the benefits in Schedule C of the CBA. Instead the CBA provides that the employer shall make cash payments of $3.81 an hour for each hour worked by these part-time employees." -this instruction appears to be in conflict with the CBA provided - please advise which document takes precedence? | This statement on part-time employees was included in error from a previous version of the CBA. However, the Government was recently made aware of four Memorandum of Agreements that supplement the current CBA which impact part time employees fringes and paid time off. These MOAs are considered part of the predecessor CBA and are incorporated into the solicitation (see attached). MOA #3, specifically provides that part time employees who regularly work less than 30 hours a week are not eligible to receive the fringe benefits provided for in paragraph A of Article XVI of the CBA. Instead the MOA provides that the employer shall make a cash payment in lieu of such contributions to cover health and welfare contributions in the amount of $4.27 for each hour worked by these part time employees. This MOA also provides that part time employees earn vacation and holiday pay on a pro-rated basis. The economic terms from all of the following attached MOAs should be considered in your pricing: |
• MOA #1 – Addresses premium wages for employees that are assigned to perform the duties of a Master
• MOA #2 – Addresses the treatment of health and welfare for employees that work on a holiday and the treatment of health and welfare for employee schedules impacted by weather
• MOA #3 – Addresses the treatment of benefits, vacation, and holiday for part time employees
• MOA #4 – Addresses hazard pay premiums for bargaining unit employees working on the fire brigade
Given the anticipated September 1, 2017 performance start date, note that the offeror’s pricing should consider the CBA wage and fringe benefit increases that occur on January 1, 2018, which is during the Base Year of the contract.
| 75 | Section L | 20 | "For non-exempt labor categories, covered by the Service Contract Labor Standards Statute, offerors shall abide by FAR 52.222-43(b) which provides that the contractor shall not include escalation to cover wage and fringes for which adjustment is provided under this clause." How are SCA H&W escalations to be included in fringe buildup? Contactors are being asked to put a ceiling on fringe billing rates based on proposed rates but no escalations are allowed for in SCA labor rates or H&W. | In accordance with FAR 52.222-43(d) for the FFP and T&M CLINs, the contract price will be adjusted at the beginning of each renewal option to reflect the contractor’s actual increase or decrease in wages and fringe benefits to the extent that the increase is made to comply with or decrease is voluntarily made as a result of a change in the DOL Wage Determination and/or CBA. Ceiling indirect rates would not apply to the FFP and T&M CLINs, since the prices are fixed. The cost type CLIN X001 and X130 are not subject to FAR 52.222-43(d), therefore escalation is permissible, as applicable. The cost type CLINs X001 and X130 are subject to FAR 52.216-7, which limits recovery to the actual allowable costs. |
| 76 | Section L Appendix D RFP Pricing Template | CLIN X001 Labor Breakdown tab does not include 3.9 Transportation (minus FFP portion of 3.9.2). Can offerors edit the template or will a revised template be issued? | A revised template will be issued. | |
| 77 | TE EVMS at PIADC | EVMS at PIADC. Management Reserve is discussed in the TE and identifying of Management Reserve is a requirement of any EVMS (ANSI Guideline 14). It is not clear from the RFP how adequate Contract Budget Base (CBB) for the Core Services CLIN will be established from the RFP as issued. For example, do the plug in ODCs provided include reserve estimates? The documents provided to estimate core services labor do not establish sufficient basis for estimating reserves (asset repair histories, frequency of special ferry requests, emergency response evolutions for example). Please clarify the Government's intention for establishing adequate management reserve to operate, repair and maintain (within the Core Services CLIN) a 60 year old facility in a contemporary regulatory environment? | The plug-in ODC estimates do include management reserve. | |
| 78 | TE Plugin Numbers | The plugin number TE states "Note that these are not actual costs but to be used for price evaluation purposes only" Please clarify how the Government is going to complete a valid cost realism analysis with ODCs plugged in? | The Plug-in amounts were based on the DHS Earned Value Management System and were provided for pricing purposes, given their volatility and difficulty it would pose to price these costs without intimate knowledge of the operations of Plum Island. For pricing purposes, the offeror’s shall follow the Pricing Model Template instructions under Section L. II for Material, Subcontracts, and Other Direct Costs (see page 18). As stated in the pricing instructions, the offeror may apply their own escalation for program Years 1 through 9, if necessary, but may not propose a lower value than the plug-in values nor negative escalation. Cost realism will be evaluated consistent with these instructions. | |
| 79 | Technical Exhibit - Project Management Plan Template, Section 2.2.1 EVMS Description | 1-2 | The Program Management Plan template requires the bidder to submit an EVMS earned value management system (EVMS) description, including detail about schedule development & control, cost management (budgeting & cost accounting), EV credit-taking, change control and related reporting processes, thresholds and forecasting processes, etc., which also includes templates such as variance analysis report template. We respectfully request to exclude the EVMS description from the PMP page count limitation and allow us to attach it as an Appendix. At a minimum, please consider excluding templates from the page count, as a variance report template alone can be multiple pages | The EVMS description will not be counted toward the page count. This change will be made in Section L. |
| 80 | Technical Exhibit - Project Management Plan Template, Section 2.2.2 Earned Value Metrics | 2 | Please clarify that we are required to provide both the management approach we use to develop the EVM metrics along with the initial set of proposed metrics? | The Contractor shall provide their management approach to develop metrics. |
| 81 | Technical Exhibit - Project Management Plan Template, Section 2.3 Change Management | 2-3 | The procedures that we use for identifying, communicating, recording and approving changes to baselines, plans and other controlled information to fulfill the CWSP mission consists of a significant number of pages that are in addition to the change management forms and templates that are not required. We respectfully request that the change management procedures be excluded from the PMP page count limitation and be provided as an attachment to the PMP, similar to the WBS. | The change management procedures will not be counted toward the page count. This change will be made in Section L. |
| 82 | RFP Section L.13 Proposal Submittal Requirements (B) Quantities of Documentation | 9 | We respectfully request to allow us to add a Table of Figures, Acronym List, Cross-Reference Matrix and Title Page to each volume, and exclude those from page count limitations | The Government approves this request. |
| 83 | RFP Section L.14 Proposal Submittal, 1.5 Oral Presentation, Guidelines for Offeror’s Oral Presentations | 11-13 | Please confirm that the Offerors are allowed and expected to develop their own templates for the Oral slides presentation, following the guidelines provided in the RFP | Yes. |
| 84 | Various (G,H,K and L) | Throughout the RFP are various requirements for fills ins or other data to support the RFP without a clear indication as to where they should be within the offeror's proposal. The Offeror believes it is appropriate to include these within the Cost /Price Proposal (volume III). Please confirm . | Confirmed. These fill-ins can be provided with their appropriate sections (G, H, K, L, etc.) as part of Vol III. | |
| 85 | H.13 1 (e ) | 32 of 63 | Invoice receipts for travel - at what dollar threshold do the receipts need to be provided? Offeror suggests those greater than $75 as is stated in the JTR. | Contractor shall follow the JTR. |
| 86 | 52.223-3 | 47 of 63 | Requirement for the submission of Material Safety Data Sheets. This language states "the apparently successful offeror" but it goes on have them submitted prior to award. Please clarify when these are to be submitted. Without an award, they are not required and yet it states prior to award. | These are to be submitted after award, if necessary. PIADC has a MSDS database that will be provided to the awardee. They will be required to provide any MSDS’s that are not on that list that they will be using. |
| 87 | L.6 | 4 of 25 | The NDA required to be submitted executed between the Offeror and E3 Federal Solutions, where in the proposal is this to be included? Offeror believes it is appropriate to be included in the Cost Narrative. Please confirm. | This documentation shall be included at the beginning of the Management and Technical Approach (Volume I) and will not count against the page limitations as stated in Section L. |
| 88 | Attachment 2 | Wage Determination included is revision 17 dated 12/29/15 - as this proposal is not due until after the release of the latest version of the WD - if a more recent WD is available will the government release an Amendment to this solicitation to ensure most accurate and current pricing requirements are available to the offerors? | For non-CBA covered positions, the updated prevailing wage determination for Nassau and Suffolk counties, WD 2005-2373, Revision #18 dated 01/03/2017 is incorporated into the solicitation in replacement of the previous version, Revision 17. Offeror’s pricing shall consider the updated prevailing WD in their pricing for non-CBA covered positions. | |
| 89 | Section L Appendix D RFP Pricing Template | In response to a workload data question during the Draft RFP, the Government stated “Approximately 7% of contract value will be available for unplanned work”. Please clarify does this workload data still apply to the solicitation? Shall offerors include this in their basis of estimates and CLIN X001 Labor breakdown. | The provision of the 7% data point pre-dated the decision to provide a plug-in number for ODCs. Offerors should use the provided plug-in number. Please refer to #77 for additional information. | |
| 90 | Appendix A | 1 | Will an Environmental Impact Statement/Assessment be available for Building 257 and the surrounding area? | An EIS for Building 257 is not available. |
| 91 | Appendix A | 1 | Is a Phase I or Phase II Environmental Site Assessment available? | No. |
| 92 | Appendix A | 1 | Who would be responsible for the waste storage/removal costs and materials? | The Contractor shall include this as part of their approach. |
| 93 | Appendix A | 1 | Who would be considered the “Waste Generator” in terms of any RACM or Hazardous Wastes generated as a result of the remediation/demolition? | The Contractor shall include this as part of their approach. |
| 94 | Appendix A | 1 | Will soil samples of the surrounding facility and the water table be available? | The Contractor shall include this as part of their approach. |
| 95 | Appendix A | 1 | Will the Government provide transportation of personnel and materials, to include waste, from the mainland to the island (roundtrip)? | Government ferries will be available. |
| 96 | SOW section 3.4, 2nd Paragraph | 38 of 141 | In regards to the sentence ”The final sentence of that paragraph, then states, “The Contractor shall provide all leadership and management for all animal welfare activities and staff.” Will the government provide an organizational chart of the veterinary/animal care structure to clarify the exact relationship between federal and contract staff? The last sentence of the paragraph seems to imply contractor direction of federal activities and personnel, rather than the reverse. An organizational chart showing the actual relationships would be helpful. | The Government is not in a position to provide an organization chart as the specific organizational structures are dependent on each offeror's management approach. The Federal Attending Veterinarian will have overarching responsibility for defining PIADC facility animal care program requirements and providing direction of Federal Animal Care personnel. The AV will work through the COR and CO to make sure that contract requirements are clearly and compliantly defined, communicated, monitored and measured. For instance, one proposed strategy could be to designate contract Animal Care Leads who must work with the Federal AV to provide daily assignments and work orders to the contracting staff based on animal welfare and biosafety considerations that are inherent in managing a multiroom vivarium with multiple pathogens and varying animal numbers. Ultimately, the CWSP contractor must propose their optimal solution to how staff shall be organized, while also assuming responsibility for all leadership, management, and supervision of staff performing services under the CWSP. |
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