RCS-A-13-00241_Amendment_1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE PAGE OF PAGES

1 11

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUEST NO. 5. PROJECT NO. (If applicable)

001 7/24/13

6. ISSUED BY CODE SW 7. ADMINISTERED BY (If other than Item 6) CODE

U.S. Dept. of HUD Office of Chief Procurement Officer Philadelphia Contracting Office 100 Penn Sq. East, Phila., PA 19107

Same as #6

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State, and ZIP Code) () 9A. AMENDMENT OF SOLICITATION NO.

RCS-A-13-00241

9B. DATED (SEE ITEM 11)

7/1/2013

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE FACILITY CODE

X

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of offers X is extended is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or, (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If, by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required):

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

() A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM

10A)

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.)

AS SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority))

IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

This amendment provides responses to offeror questions, revises page one and adds section A10 to the solicitation, and extends deadline for receipt of responses to Monday, August 5, 2013, at 1:00pm EST.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Shelli J. Waltz, Contracting Officer 15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA DATE SIGNED

(Signature of person authorized to sign)

BY

(Signature of Contracting Officer)

7/24/13

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

30-105 STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

H18961 Stamp

RCS-A-13-00241 RESPONSES TO OFFEROR QUESTIONS

Q1. What is the estimated value for the referenced bid?

A1: HUD cannot disclose government estimates at this time.

Q2. Does HUD consider going from a Nortel Option 11C/61C to an appropriately sized Avaya Communication Manager acceptable as an upgrade?

A2: Yes this is a suitable option. Avaya CS1000E.

Q3. Will HUD replace desk phones when upgrading a field office telephone system?

A3: Only if required as part of the upgrade package.

Q4. Will HUD consider a flatten, consolidate, and extend methodology? In this scenario regional hub sites with survivable remotes would be installed. Thereby, allowing multiple offices to share applications (i.e., voicemail) and reducing costs through manufacturer discounts on larger quantities of system licenses.

A4: No, HUD does not presently have networking capabilities.

Q5. What is the approval timeline for a PIV Card?

A5: Varies depending on location and individual background. Usual timeframe is 3-6 months. HUD cannot control this process.

Q6. Is it required to identify Key Personnel at the BPA level or the TO level?

A6. Key personnel such as project managers that will be used across multiple orders should be identified at the BPA level.

Q7. Section A.1 – paragraph 3 - Can the Government please define what is meant by "the contractor should provide a solution using Avaya products".

A7: HUD is seeking to standardize their telecommunications’ systems using Avaya products.

Q8. Section A.3.2 - Can the Government please clarify what is meant by "may request the use of specific manufacturers and models".

A8: HUD is seeking Avaya products appropriately sized for the individual location.

Q9. Section A.3.c - The Government references “using labor rates and product prices established in the BPA”, but there is no definition of what the Government would like the vendor to price (i.e. Roles, functions, rates. Certified OEM installation techs, PM, cabling technicians?).

A9. HUD requests that offerors provide a list of all labor categories and rates that they would anticipate utilizing on projects of the type described in the Statement of Work. HUD requires the inclusion of at least one project manager.

Q10. Section A.7.1 - As contractor site visits are required, are these billable to HUD? How would HUD like the pricing section to reflect the survey costs?

A10. Site visit travel costs will be treated as pass-through expenses under the

BPA. All costs associated with these trips must be approved by the GTR prior to travel. Please see revised section A10, Travel, in the solicitation for detailed information.

Q11. Section A8.1 – The Government references the requirement to “Furnish and install one duress alarm system to include two duress buttons.” Where would the Government like to see the pricing reflected in the response?

A11: Include labor and materials as part of the quote.

Q12. Section A.9.1 - Please define what is meant by "supported for warranty, parts and labor" when a system reached the end of life/support?

A12: HUD understands that any system at end of life/support will not be covered by warranty.

Q13. Where would the Government like to see the labor pricing reflected?

Q13. Offerors should submit a list of proposed labor categories and rates as part of their cost proposal.

Q14. What labor categories would the Government like to see priced?

Q14. HUD requests that offerors provide a list of all labor categories and rates that they would anticipate utilizing on projects of the type described in the Statement of Work. HUD requires the inclusion of at least one project manager.

Q15. How would the Government like to see the cabling labor and material priced? Would the Government like to specify the list of materials for the cabling materials as well?

Q15. Labor should be included in the proposed labor categories and rates submitted. Any materials not included in the list may be established at the order level.

Q16. There is a line noted as "Maintenance Agreement", please define.

A16. Please see responses to questions 43 – 45 for additional information regarding maintenance agreement requirements.

Q17. Is the Government requiring authorized Avaya Platinum partners?

A17: Certified Avaya partners are required.

Q18. Is the Government requiring new and not refurbished equipment from an authorized Avaya OEM authorized partner?

A18: Yes for new systems, but HUD understands that at a certain age, new replacement parts may not be available for repairs.

Q19. Is the Government requiring OEM certified technicians for installation and maintenance?

A19: Yes. Only certified engineers or technicians should work on HUD equipment. If other than certified technicians are on the team, they must be closely monitored and supervised by contractor staff who are certified and on site.

Q20. Is the Government requiring PMP certified project managers?

A20: No

Q21. Considering the many HUD office locations, there will be a considerable amount of travel expenses incurred by the successful bidder. Will or IS HUD going to directly re-inverse the successful bidder for any travel & lodging expenses associated with various visits to each location, as necessary, to complete each task order?

A21: These expenses will have to be included in any site proposal.

Q22. Is it true that all equipment provided for each task order will be New Equipment?

Secondarily, during the term of this project, If a required piece of new equipment needed for a task order has been discontinued by the manufacturer (MD), can we substitute refurbished equipment?

A22: If available and required for the task order (items not available on existing HUD equipment that can be re-used), new equipment is expected. However, for those items not available as new or reusable, refurbished is acceptable.

Q23. Is it acceptable for our company to supply a “flat cost” covering the cost of our award winning 7/24 “Always-On” full system maintenance based on the amount of installed system ports at each location. An example of this “Per Port” cost would be: ($ 3.50) three dollars & fifty cents multiplied by the number of system ports, equaling HUD’s monthly ongoing maintenance cost. I.e.: $3.50 X 100 ports = $ 350 dollars per month for maintenance.

A23: Yes

Q24. See p. 58, “Maintenance Agreement”. What is the expectation for a pricing response to this section?

A24. Please provide a flat annual fee per location in accordance with the maintenance requirements discussed in responses to questions 43 – 45.

Q25. How will BPA modifications be processed over the life of this (5) year contract, taking into account new software releases, new technologies, and any necessary revised pricing due to OEM price increases?

A25. HUD will offer an EPA with each option year for OEM price increases. HUD would likely modify the BPA to reflect those technology upgrades that do not substantially revise the overall system; however, should a significant revision to current technology occur, HUD may choose not to renew the BPA and to recompete.

Q26. Reference: FBO Synopsis, first paragraph; RFP Attachment One

" Please note that the successful offeror must be able to provide these services for all possible HUD field office locations."

Will the Government provide a list of all possible HUD field locations? Alternatively, will the Government describe the geographic scope of the BPA?

A26: You can find a list of all HUD field office locations at:

http://portal.hud.gov/hudportal/HUD?src=/localoffices

Q27. Reference: A.3(d), Task orders

" Be advised that HUD reserves the right to also issue Task Orders on a labor hour ...

basis as determined by the Contracting Officer."

Question: From this statement, it would appear that the Government reserves the right to order the Contractor to install systems, software, and materials provided by the Government. Is this correct?

A27: This option is reserved for use in the event that a project may require labor only. No materials will be provided by the Government for the projects conducted under this BPA.

Q28. Reference: A.5, Option to extend the term of the BPA

Question: What is the maximum term of the BPA, including all possible extensions?

A28: Five years. Please see solicitation section A4 for more detailed information.

Q29. Reference: A.7.1, Required Features For New ... Systems

" The customer will provide PRI (primary rate interface)."

Question: Attachment One shows locations which currently use analog lines. Will the Government provide ISDN PRI lines with DID service?

A29: Yes.

Q30. Reference: A.7.2, Telephone Cable and Termination

" The Contractor shall also verify all dimensions and advise GSA of any discrepancy or condition which impacts timely completion before performing any work."

Question: Is this referring to the GSA Contracting Officer, HUD Point of Contact, who specifically?

A30: This will be determined at the onset of the project.

Q31. Reference: A.7.2, Telephone Cable and Termination

" All required demolition, including coring and chipping of concrete and masonry, shall be done at no additional cost to HUD.”

Question: Will core drilling be required for task orders under this BPA?

A31: Yes it might be required depending on the site.

Q32. Reference: HUDAR 2452.232-73 CONSTRUCTIVE ACCEPTANCE PERIOD (DEC 2012)

Question: This clause (and other clauses in the RFP) instructs the Contracting Officer to insert information. Will the Government provide the missing information?

A32: This information will be inserted at time of award.

Q33. Reference: 2452.237-70, KEY PERSONNEL, and Proposal Content, Section I, Technical Capability

Question: What position or positions qualify as Key Personnel for the BPA?

A33: HUD requires at least one project manager position. Other key personnel should be identified by offeror.

Q34. Reference: Proposal Content, Section II, Past Performance

"The Offeror should provide a minimum of three references for projects related to the proposed HUD project, including contact information and a description of the services provided to each reference."

Question: This passage appears to require past performance on HUD projects only. Will the Government accept references for non-HUD projects which are similar in size and scope to task orders under the BPA?

A34: This requirement is for three projects similar in scope to the HUD project.

Q35. Reference: Proposal Content, Section III, Price

" Please note that additional equipment and materials may be required for the individual projects under this BPA; final pricing for all items required for a project but not established in the BPA document will be submitted and finalized prior to issuance of the specific task order."

Question: This passage in the RFP appears to conflict with HSAR 2452.216-75, Unpriced Task Orders. Will the Government issue unpriced task orders under this BPA?

A35: As stated in the referenced HUDAR clause, the Government does not anticipate issuing any unpriced task orders; however, we reserve the right to issue an order prior to finalization of all costs in the event that a project requires immediate commencement.

Q36. Reference: Proposal Content, Section III, Price, Standard Equipment, Upgrade Project

Question: Some of the listed products -- for example, MPR01767 and NT9S80AD -- are no longer available from the manufacturer. Will the Government accept refurbished parts or parts from alternative manufacturers as a substitute?

A36: HUD will accept refurbished parts for repairs only. Please note that space has been provided in the pricing chart for offerors to propose alternatives for each product listed.

Q37. Reference: Proposal Content, Section III, Price, Standard Equipment, Upgrade Project

Question: The last item in this table is "Maintenance Agreement." Please provide a detailed description of the desired maintenance agreement.

A37: See responses to questions 43 – 45.

Q38. Reference: General

Question: Are any of the HUD offices located in historic buildings?

A38: This is possible, although rare. The contractor would be made aware of this condition at the time of the site survey, and could adjust estimates accordingly based on historic requirements.

Q39. The solicitation does not address travel compensation. Please advise if travel costs are reimbursable in accordance with established JTR rates?

A39: See response A10.

Q40. Section A.7.1 requires Contractor to visit the site of a new system installation before submitting an offer. Is this also required for system moves (A.8) and system upgrades A.9?

A40: Yes

Q41. Section A.9.1, Upgrade Scope – Do any Nortel system sites have existing manufacturer maintenance contracts, including software upgrade rights, which will be in effect at the time the Contractor is to perform the upgrade?

A41: Yes

Q42. Page 55, Price – Should offerors include an estimate of the labor cost for the sample upgrade and new systems? This would provide a more thorough sample cost model, as the Task Orders are to be Firm Fixed Price, so proposal rates are only half the equation.

A42: Yes

Q43. Page 58, last item, “Maintenance Agreement” – What Service Levels does HUD require? Specifically, 8x5 vs. 24x7, number of hours to respond to emergency and non-emergency events, term of maintenance agreement, optional terms required to be bid, and remote monitoring of alarms.

A43: For the warranty period, the contractor will provide access to a 24x7x365 helpdesk or equivalent contact. Responses will be provided within two hours of any report and resolved within 24 hours of the response.

Q44. Is maintenance required on relocated systems?

A44: A formal maintenance agreement would not be required.

Q45. Page 56 – Is maintenance beyond manufacturer support required on upgraded systems?

A45: No

Q46. Page 56 – Do systems for upgrade already have an admin PC?

A46: Not necessarily; one should be planned for each task order.

Q47. Attachment 1 – Does HUD have planned install date, training date, and/or scheduled circuit dates for data or voice lines? If not, will those be discussed with the

Contractor at the start of each fiscal year?

A47: Additional information for each location is not currently available, and will be provided to the contractor once available.

Q48. Attachment 1 – If data networking systems must be upgraded, will that be separate/out of scope? Will HUD factor timing for such an upgrade into PBX project requirements?

A48: HUD is not networking telecommunication systems at this time.

Q49. Will HUD provide funding to perform site surveys for each of the locations?

A49: See response A10.

Q50. Will HUD provide site information or floor plans for individual locations?

A50: Yes, HUD will provide these to the successful offeror.

Q51. Will HUD need quotes to commit funding for the (19) FY 2013 locations listed?

A51: Several of these sites will be postponed to FY14. HUD will require quotes for the remaining FY13 locations upon award of the BPA.

Q52. Page 43 of RFP: Reference: 2452.237-70 KEY PERSONNEL. (FEB 2006)

Question: The RFP discusses Key personnel and, in this section, refers to a list of key personnel. Please clarify where that list is in the RFP or list which positions are key.

A52: HUD requires the inclusion of at least one project manager in Key Personnel. Other key personnel positions should be identified by the offeror.

Q53. Do the labor rates need to be SCA or Davis Bacon?

A53: SCA.

Q54. Does HUD want us, in our technical response, to provide a description of how we will implement connectivity among its offices, or will this be addressed in subsequent task orders?

A54: No, that will be addressed in subsequent task orders.

Q55. Some of the ancillary equipment in use with the Nortel PBXs may be reusable with Avaya PBXs after the upgrade is complete. Will HUD provide offerors a list of equipment in use at each site so that we may more accurately plan and price?

A55: The contractor will assemble this information during therequired site visit.

Q56. What is the page limit on the technical response?

A56: 20 pages.

Q57. Will HUD provide any incremental preference to 8-A, 8-M or HubZone companies in their decisions?

A57. Not for this action.

Q58. Since this procurement is a BPA, is the Avaya Red GSA Schedule being referenced for the equipment? Will the vendors need approved pricing directly from Avaya GSA contract Managers? If pricing is open market, will the Avaya Authorized Partner need to maintain an Avaya Platinum Certification for Services as well as sales?

A58. GSA pricing is not required; certified Avaya partners are required.