AUDIOVISUAL MAINTENANCE Q A CN 9-13-2012

AUDIOVISUAL MAINTENANCE QUESTIONS

1Q) List of Items, Schedule of Requirements, Scope of Work, Terms of Reference, Bill of Materials required.

1A) The Government is unsure what is being asked and this cannot be answered.

2Q) Soft Copy of the Tender Document through email.

2A) The Government is unsure what is being asked and this cannot be answered.

3Q) Names of countries that will be eligible to participate in this tender.

3A) Only US companies are eligible to submit proposals.

4Q) Information about the Tendering Procedure and Guidelines

4A) The Government is unsure what is being asked and this cannot be answered.

5Q) Estimated Budget for this Purchase

5A) Government does not provide government budget estimates.

6Q) Any Extension of Bidding Deadline?

6A) The closing date for the submission of offers is 13 September 2012.

7Q) Any Addendum or Pre Bid meeting Minutes?

7A) The Government is unsure what is being asked and this cannot be answered. No minutes were taken of the September 5, 2012 site visit.

8Q) The SF1149, Block 8 indicates the proposal is due on 23 August. Section L-2.1 indicates 29 August.

Please clarify the correct date.

8A) The closing date for the submission of offers is 13 September 2012.

9Q) Will the government provide a listing of AV equipment by facility the contractor is responsible for to perform Preventative Maintenance, Corrective Maintenance, Calibrations, and programming?

9A) Please see the attached.

10Q) Will the government be able to provide the AMX or CRESTRON codes by device currently installed throughout the facilities?

10A) Yes, the government will provide the majority of codes, at the time of award and some will have to be downloaded from the device.

11Q) Will the government be hosting a site visit? If not, can the government provide distances to outlining facilities away from the main side area of the base by facility?

11A) Yes, the government hosted a site visit on September 5, 2012 8:30 A.M. Time. Address: 2009

Zilian Road, Quantico, VA 22134. POC: Michele Kurland (703) 784-2381 or Bill Hauptfleisch (703)

784-3218.

12Q) Is this a DOL Wage Determination Contract? If so will the government be providing the WD numbers that apply to this contract?

12A) Yes, this is a DOL Wage determination contract. The WD number is WD 05-2104 (Rev.-14).

13Q) Will the government be providing the technical manuals either electronically or for display to determine Preventative Maintenance requirements for each piece or type of equipment?

13A) The Government provided a manual display at the site visit that was held on September 5, 2012.

14Q)Paragraph 3.8 outlines the requirements for Engineering Services. Will the government be providing the details associated with this requirement so it can be accurately priced? Specifically, projects, when, how big etc. This section discusses the contractor is responsible for materials and supplies. Are the materials and supplies paid for out of the ODC CLIN? And if not, can the government provide the details of the materials and supplies to be provided by the contractor so it can be priced?

14A) As stated in the Statement of Work 3.8, the government is requiring the contractor to provide engineering services for the design of AV systems on a case-by-case/as needed basis. When installation/modification is to be performed by contractor, materials and supplies will come from either the ODC CLIN or will be provided by the government.

15Q) Can the government clarify that all parts purchased as described in section 3.10 are those items purchased under the ODC CLIN and managed by the contractor?

15A) Yes, all parts purchased are those items purchased under the ODC CLIN and are managed by the contractor but are to remain as government property.

16Q) Section L-2.3.1 states the letter of introduction is included in the page count. Section L-2.3.3 states the letter is not included. The same holds true for the TOC and Matrix in paragraph L-2.3.4.

16A) The Letter of Introduction, Table Of Content and Matrix are not included in the 25 page count.

17Q)Paragraph 3.4 Emergency Services discusses the normal hours of operation and the requirement for emergency support, and after hours requirement. The performance summary matrix discusses the need for a help desk operation that is outside of the normal hours of operation. Can the government please clarify what the help desk requirements are for this effort?

17A) Help desk hours are 8:30 A.M. to 4:30 P.M. We are not asking for after hours support we are asking for support during working hours only.

18Q)L-2.3.1 and L-2.3.2 state that Past Performance is included in Technical Volume (I). L-3.1.3 (Factor

3-Past Performance) says the Past Performance section shall be limited to five (5) pages (inclusive of the

10 pages for Business Volume 1.) Will the Government please clarify that Factor 3-Past Performance, is included in the Technical Volume (I) or Business Volume (II)? Will the Government clarify that

Business Volume 1 is correctly denoted as Business Volume (II)?

18A) Past Performance is in the Technical Volume, Business Volume I under L-3.1.3 has been corrected to reflect Business Volume II.

19Q)L-3.1.3.2 says, “The Business Volume (II) must address, at a minimum, all facets of the non-technical aspects of the offer, including pricing. … Pricing information shall not appear anywhere in the

Technical Volume (I), which shall address only the business and Technical Capability, Performance

Execution and Management, and Past Performance requirements.” Will the Government specifically define the “non-technical aspects” of the offer referenced in the first sentence to be included in the

Business Volume (II)? Will the Government clarify the business aspects of the Technical Volume (I) referenced in the second sentence? It was our understanding that all business aspects would be included in the Business Volume (II).

19A) Correct, all business aspects would be included in Business Volume II including pricing.

20Q)L-2.3.1 requires Letter of Introduction, TOC, Compliance Matrix, Technical Capability, Management Approach and Execution and Past Performance. L.3.1.2 says Factor 2 – Performance

Execution and Management as does M-1.3. – Factor (2) Performance Execution and Management. Will the Government clarify the title of Factor 2?

20A) The title of Factor 2 is Performance Execution and Management.

21Q) M-2. Business Requirements, M-2.1 Business Approach. The requirement states, “The Offeror’s technical approach must be complemented with a business and pricing strategy that demonstrates to the

Government a reasonable basis for execution of their proposed solution. The degree of detail and methods for demonstrating business capabilities is the discretion of the Offeror but must support the pricing basis of the offer.” Is the Government requesting a separate section or write-up to provide a

Business Approach or business strategy that correlates to the technical/management solution? If so, please advise where this section will reside in the proposal.

21A) No, the Government is not requesting a separate section nor additional write-up.

22Q)Can you provide a list of equipment to be covered under this Maintenance agreement?

22A) Please see the attached list.

23Q) Can you provide the age of the equipment?

23A) One month to 10 years old.

24Q)Is a site visit possible?

24A) A site visit was conducted on September 5 th at 8:30 A.M. Time. 2009 Zilin Road, Quantico, VA

22134.

25Q) Can a site survey be scheduled? This is an all-encompassing proposal, with a great many facilities listed under the scope of work and in order to get a better and clearer understanding of the magnitude and scope of effort that would be involved, we feel a site survey is deemed essential.

25A) List of items was provided during the site visit September 5, 2012 8:30 A.M. Time. 2009 Zilin

Road, Quantico, VA 22134.

26Q) Can we request equipment listings for each of the facilities involved? It is hard to propose a maintenance effort without having a realistic idea of the amount of equipment and systems involved that would be covered by this proposal

26A) Please the see attached equipment list.

27Q) Would facilities for maintenance and engineering personnel be provided by the government on-base?

27A) A 210 sq ft lockable cage for storage and an office space will be provided for the contractor by the government in building 2013.

28Q) Are repair parts meant to be kept on-hand at an on-base site to facilitate ease of handling and expedite repair and replenishment services?

28A) Yes, repair parts are meant to be kept in the secure facility provided to the contractor.

29Q) In section 3, there is a statement concerning repair facilities. In 3.2 it states that the contractor shall transport equipment to and from a repair facility. In section 3.5, it states that equipment should be repaired in place or at the on-site repair facility. Is the government providing space for an on-site repair and maintenance facility under the contract?

29A) A 210 sq ft lockable cage for storage and an office space will be provided for the contractor by the government in building 2013.

30Q) Are help desk operation from the hours of 0700 – 2100 EST to be located on site?

30A) Help desk hours are 8:30 A.M. to 4:30 P.M. We are not asking for after hours support we are asking for “on call” after hours support for emergency situations only. Contractor to provide response to audiovisual operational inquiries and requests.

31Q) Design and modification requests are to be considered on an as needed basis and are not priced under this proposal?

31A) Yes, this is the engineering service requested to be provided to the government on a case-by-case, as needed basis. They are priced under this proposal.

32Q) Is the government providing the funds to develop and replenish a spare parts inventory and consumables directly or is this a billable expense from the contractor to the government?

32A) The ODC CLIN provides for spare parts and other consumables.

33Q)Does the government have an established inventory list in place, or will this be a jointly developed effort between the contractor and government?

33A) Please see the attached equipment list.

34Q) One other question. On the Fedbiz site it has a response date as 29 August, 2PM EST. on page one of the SF1449, it lists a turn in date of 23 August 2PM EST. Could we get a clarification of this date please?

34A) An amendment was post on Fedbiz on August 23, 2012 on to extension of the response date. The due date change to September 13, 2012

35Q) The assumption is this is a labor-only resourcing contract to provide on-site resources with backfill and field dispatched technical support as needed to maintain the governments AV assets.

Please confirm how the government intends to cover the cost for out-of-warranty repairs and consumables as well as procurement of spare parts, system upgrades and other ad hoc services during the agreement period?

35A) The ODC CLIN provides for spare parts for the government as required. The government will provide equipment to be replaced by the contractor.

36Q) Please confirm specifically what Goods and Services are to be included in the Fixed Firm

Price award.

36A) Only the following Labor CLIN’s are Firm Fixed Price: 0001, 1001, 2001.

37Q) Please provide clarification on existing on-site resources

a. How many on-site AV technicians are currently deployed at each location?

b. Please provide Job Descriptions for each including Qualifications requirements, Duties &

Responsibilities and Security Clearance Requirements for each position/location

c. Are there on-site Supervisor and/or Administrative positions included in this requirement

d. What are the names of the AV Technicians that are currently on-site fulfilling this specific contract?

37A)

a. There are six contractors on the present contract, the scope of work on the new contract has been changed so, the amount of contract personnel provided will be as deemed appropriate by the contractor.

b. The contractor shall provide appropriate AV Technicians. IAW SOW 1.0.-5.9 and Security

Clearance 1.8.

c. The contractor shall provide an on-site supervisor and/or administrative positions if they deem appropriate.

d. Unable to provide names of current employees.

38Q) Are there any restrictions on employing and retaining some or all of the existing on-site resources?

38A) The only thing we require is for all contractor employees to be eligible to have a CAC Card and for Technical employees to have a Security Clearance.

39Q) Are all backfill (absence coverage) resources required to carry Top Secret Clearance?

39A) That depends on the position the contractor is backfilling for coverage. If it is a position that requires a Top Secret Clearance then the backfill must have a Top Secret Clearance.

40Q) Please furnish an inventory of all the AV assets by room/system with date of installation so we can assess overall service requirements and supportability. For video teleconference Codecs, please include serial numbers and physical location so we can establish manufacturer entitlements.

40A) Please see attached equipment list.

41Q) Para. 3.3 of the PWS…

The Contractor shall be prepared to upgrade or furnish, at no extra cost to the Government, dedicated test equipment and tools to provide continuing service for the actual equipment systems added to the Government’s inventory during the period of the contract.

Please clarify the above statement with respect to furnishing tools and test equipment under contract. Please provide a list of tools and test equipment that are required to be furnished under this contract as part of the FFP pricing.

41A) There is no list of test and repair equipment; the contractor must furnish all personnel with the most current diagnostic test equipment and tools to most efficiently perform the AV maintenance testing and repair required.

42Q) Para. 3.4: Emergency Services – This paragraph implies that emergency repairs requires a 1 hr response and 8-12 hour repair SLA. Are these services within the scope of the on-site resources or does this describe field service dispatching to provide the necessary support? One hour on-site response for field dispatched technicians is impractical and restoration SLA’s must be based on the availability of on-site spares. Please clarify.

42A) These services are to be provided within the scope of the on-site resources. The one hour response time is required. 8-12 hour repairs are expected, contingent upon parts availability.

43Q) Please clarify the Government’s expectations on dispatching of Field Service technicians to augment on-site technical staff.

43A) The Contractor is to have on-site personnel with the capability to repair/replace equipment and assist/augment on-site technical staff.

44Q) Para. 3.7 Record Keeping – Does the service management software booking system currently exist on-site as “Government Furnished” or is the contractor required to provide the necessary service management software system as part of the contract deliverable?

44A) The service management software system is a contractor required deliverable.

45Q) Para. 3.8 Engineering Service – Engineering services include design modifications and/or expansion of existing systems. The specific scope of this work is not specified and cannot be quoted as part of the “Fixed Firm Price” for staffing services. Please clarify the Government’s intent on funding additional engineering and installation services under this Maintenance Contract

45A) Section 3.8 of the Statement of Work will be billed as other direct costs (ODC).

46Q) Para. 3.10: Provisioning and Inventory management of spare parts –

e. What are the current inventory levels of spares parts and Critical Spares? Where are they located?

f. Please provide service history logs so we can assess failure rate and past performance of the AV assets.

g. Para. 3.10.4 indicates: “any parts purchased by the contractor will remain the property of the

Government”. As such, it assumed that spares will be quoted separately and not as part of the FFP associated with the on-site services. Please confirm.

h. Para. 3.10.6 Implies that spare parts purchased in support of this contract are to be warehoused off site at the Contractor’s facilities. Please confirm the Government’s expectation regarding warehousing of spare parts and consumables?

46A)

e. See inventory (see attached) located at repair facility.

f. The History logs were provided at Site Visit.

g. There will be no quote on spare parts as “any parts purchased by the contractor will remain the property of the Government”, and is accounted for the ODC CLIN’s.

h. Warehousing of all spare parts are at the secure government provided facility.

47Q) Para. 6.0 Security – Indicates that personnel performing services at MCIOC and MCIA must possess adjudicated eligibility for Top Secret clearance. What is the total number of personnel required in these areas?

47A) One permanent person is required for MCIOC. There must be backup for MCIOC and the backup is required to have a Top Secret clearance in accordance with the SOW Section 1.8.and

1.10.

48Q) Please clarify the government’s intended use for the$361K ODC funding per paragraph L-

3.1.5:

The Contractor is required to use $361,000.00 for CLIN 0002,1002,2002 for ODCs /yr is used throughout the development of the pricing;

If this funding is intended for spares, equipment repairs, system upgrades, and other such direct costs, will the government be responsible for managing the contract deliverables outside the FFP services such that it remains within this budgetary amount?

48A) The intended use for the ODC CLIN is for spare parts, equipment repairs, system upgrades, and other such direct costs.

49Q) Will the Government allow and schedule a walk-thru and on-site briefing for bidders?

4A) List of items were provided during the on site visit September 5, 2012 8:30 A.M. Time. 2009 Zilin

Road, Quantico, VA 22134.

50Q) Will the Government grant an appropriate extension based on Q&A response date?

50A) The closing date for the submission of offers is 13 September 2012.