Q A_RESPONSES_DRFT05202015.docx

DRAFT

SAQMMA15R0075

RFP QUESTIONS and ANSWERS

1. Question: Page Number 65 of the solicitation, section L.16.1 Go/No Go Criteria, paragraph 4 on the page, item number one (1) states: “1) All responsive parties must have control of the offered space or facility, and the location must be vacant and available at the time of submission of the offer.” Question: How does the Government define “control of the offered space or facility”? What constitutes control?

Answer: The offeror must have the legal right at the time of award to offer the space, and owner’s written agreement or statement that the offered space would be unencumbered and available for the Department of State/FSI to immediately take control of at the time a contract award results from this RFP. Alternately, the offeror should provide legal proof that it is the building owner and provide written confirmation that the space is not encumbered by any other commitment.

2. Question: REFERENCE: “This contract will be for one five-year base period with five additional one-year options, and includes options for an additional 20,000 usf, exercisable within any contract year.” AND “Contractor will provide an additional requirement for 20,000 usf of classroom/training program space within six to twelve months of occupancy of this space if required by the Government pursuant to the option provisions of the contract.” QUESTION: The overall cost to both the Contractor and to Government increases if the space is needs to be on stand-by for the entire duration of the 5 year base contract. Can the government confirm that it will exercise this option within the first six to twelve months of occupancy of the initial space?

Answer: The government is not able to confirm that it will exercise this option within the first six to twelve months of occupancy of the initial space but, rather, affirms that it may exercise the option for an additional 20,000 usf of space within any option year of the 5 year base period, or any year of the option periods of the resultant contract, as provided for by the terms of the RFP.

3. Question: REFERENCE: “Contractor will provide an additional requirement for 20,000 usf of classroom/training program space” AND “The facility must be housed in a single location, and may be comprised of one large area on a single floor, or be collocated on consecutive stacked floors in a single building.” QUESTION: Does the additional space required of 20,000 usf need to be at the same location?

Answer: The facility, including the additional possible 20,000 usf of space, must be housed in a single location.

4. Question: REFERENCE: “Contractor will provide an additional requirement for 20,000 usf of classroom/training program space” AND “The facility must be housed in a single location, and may be comprised of one large area on a single floor, or be collocated on consecutive stacked floors in a single building.” QUESTION: Does the additional space need to be on the same floor or consecutively stacked floors, or can there be separation in floors/space?

Answer: The additional space (20,000 usf) should be on the same floor or on a consecutively stacked floor.

5. Question: The Language Program Management Suite has an Estimated usf of 2,390 and a required support staff area at 480 usf. Please confirm that the Estimated usf should be 2,450 and the support staff should be 490 usf per the program requirements in the PWC Appendix 1.

Answer: This confirms that the estimated usf should be 2,450 and the support staff should be 490 usf.

6. Question: The storage / copy rooms in the Language Program Management Suites(s) require carpet flooring. Would a resilient tile be acceptable in these areas as a more durable solution?

Answer: Yes, storage/copy rooms may have resilient tile floors.

7. Question: The Language Program Management Suite has an Estimated usf of 2,030 and a required support staff area at 400 usf. Please confirm that the Estimated usf should be 1,970 and the support staff should be 390 usf per the program requirements in the PWC Appendix 1.

Answer: This confirms that the estimated usf should be 1,970 and the support staff should be 390 usf.

8. Question: The Lactation room requires carpet flooring. This room also requires an area with running water, sink and refrigerator so would a resilient tile be acceptable as a more durable solution?

Answer: Yes, resilient tile flooring is an acceptable solution for the lactation room.

9. Question: The Pantries require carpet flooring. This room also requires an area with a sink, microwave and refrigerator so would a resilient tile be acceptable as a more durable solution?

Answer: Yes, resilient tile flooring is an acceptable solution for the pantries.

10. Question: Please clarify is directional signage is required as well as floor directories for wayfinding.

Answer: Directional signage is required as well as floor directories for wayfinding.

11. Question: Please clarify if interchangeable signs for offices and instructors are required.

Answer: Interchangeable signs for offices/instructors are required.

12. Question: What type of weapons are being stored in the DS Processing Area? Is a lockable cabinet required for weapons storage?

Answer: Firearms (sidearms/pistols) are normally the types of weapons stored. Some FSI students are authorized to carry sidearms such as handguns, because of the nature of their work. However, when arriving for FSI training, they must check their weapons for the duration of their classroom time. FSI seeks wall mounted handgun lockers to provide storage for 16 handguns similar to SchoolLockers.com Pistol Locker SKU SL-4-141414, a 4-compartment lockable weapons storage locker approximately 14"x14"x14" (i.e., 4 lockers for total of 16 compartments).

13. Question: REFERENCE: “Two (2) shower rooms (one for men/one for women)) at 150 usf each” QUESTION: Is it the Government’s intent that these can these be shared with other tenants in the building, or should they be private to Government personnel?

Answer: The intent would be that they would be private to the Government personnel.

14. Question: REFERENCE: “24 Parking Spaces – located in same offered building…16 bicycle racks” QUESTION: Is it the Government’s intent that these can these be shared with other tenants in the building, or should they be private to reserved for Government personnel?

Answer: The requirement is for 24 reserved, dedicated parking spaces as outlined in the performance work statement and 16 dedicated bicycle racks for use by Government personnel.

15. Question: REFERENCE: “24 Parking Spaces – located in same offered building…16 bicycle racks” QUESTION: Must parking spaces be covered, or would an outdoor or open-air parking system collocated with the building suffice?

Answer: Parking spaces do not have to be covered; an outdoor or open-air parking system collocated with the building with dedicated, designated spaces as outlined in the PWS would suffice.

16. Question: REFERENCE: “24 Parking Spaces – located in same offered building…16 bicycle racks” QUESTION: Must the bicycle racks be covered/indoor, or may they be outside the building?

Answer: The bicycle racks shall be covered if outside the building.

17. Question: REFERENCE: The Section “ELEVATORS” states “When a freight elevator is required by the Government, it shall be accessible to the loading area” AND the Section “JANATORIAL SERVICES” states that one of the daily tasks is to “sweep loading dock areas and platforms” QUESTION: The specifications detailed in sections “Training Facility Build-out Specifications” and Appendix A “Furnishings, Fixtures and Equipment Requirements and Specifications” do not list loading docks as part of the requirement. Will the government provide more detail and specifications regarding the requirement to have a load dock, whether it is permanent or temporary/collapsible, and its role in the final deliverable?

Answer: FSI will be delivering training supplies, government equipment including government computers and other equipment, special furnishings, and equipment associated with formal accommodations, etc. Safe parking and suitable access to the building are required in order to unload and deliver these materials/equipment/furnishings. It is not full time access, but we require the ability to have an area (dock or space) that allows the safe delivery to the designated training space. We require a way to schedule these types of deliveries both through a dock/receiving area and if appropriate, use of elevators for transport to the designated floor(s).

18. Question: REFERENCE: “provide a minimum of two drinking fountains with chilled potable water within 200 feet of travel from any Government-occupied area on the floor” QUESTION: Will the government consider water dispensers for cup and bottle refilling a “drinking fountain”?

Answer: No, the government does not consider water dispensers for cup and bottle as a suitable substitute for the two drinking fountains with chilled potable water within 200 feet of travel from any Government-occupied area on the floor.

19. Question: REFERENCE: “the Contractor shall pay the Government as fixed and agreed liquidated damages of Two (2) DAYS compensation (based on dividing all payment fees per month by 30 days) for each and every calendar day that the delivery is delayed” QUESTION: In this sentence, does the Government mean “fee” to mean the portion of Fee added on to an otherwise loaded rate/proposed Fee amount, or is it intended to mean monthly remittance from Government to Contractor?

Answer: The latter is correct: calculation of liquidated damages would be based upon all amounts otherwise owed and payable to the Contractor for that month.

20. Question: REFERENCE: “All required finish option samples must be provided at no additional cost to the Government” QUESTION: Can the Government clarify how it is they are to be provided and to where to where/whom they would be provided to (e.g. shipped FSI facility, available for site-visit by COR, etc.)?

Answer: Sample boards of proposed finishes shall be provided to the FSI COR located at 4000 Arlington Boulevard, Arlington, Virginia, preferably by hand or messenger delivery (e.g., courier, FedEx, DHL, etc.)

21. Question: REFERENCE: “The Contractor must consult with the Government prior to developing a minimum of three (3) finish options to include coordinated samples of finishes for all interior elements such as paint, wall coverings, base coving, carpet, window treatments, laminates, and flooring… All required finish option samples must be provided at no additional cost to the Government within 10 Working Days after initial submission of DIDs. The Government must deliver necessary finish selections to the Contractor within 10 Working Days after receipt of samples.” QUESTION: Please specify the quantity of finish binders or boards to be provided of the three different schemes.

Answer: The government would ask for one sample board or binder of proposed finishes.

22. Question: REFERENCE: “The temperature during occupancy shall conform to between 68° Fahrenheit to 74° Fahrenheit during the heating season and between 70° Fahrenheit and 76° Fahrenheit” QUESTION: Can the government clarify how/where this will be measured?

Answer: The offeror will be responsible for monitoring and maintaining that range of temperatures noted which is a standard requirement in federal facilities. The government does reserve the right to undertake separate temperate and environment tests related to temperatures or air quality but the offeror is responsible for assuring that the requirements of the contract are met.

23. Question: REFERENCE: “The Cleaning staff when in the Government space will required to be escorted by a Government employee” QUESTION: Does the cleaning staff need to be escorted for after-hours cleaning as well?

Answer: We anticipate that cleaning of office suites, pantries, and open public spaces will be scheduled during the day. For controlled access areas such as computer rooms/control rooms, we anticipate cleaning will be scheduled during the day and cleared government employees will be on premises. Late day cleaning/early evening cleaning of the classrooms would require that cleaning staff be escorted by an individual with a security clearance.

24. Question: REFERENCE: “The Cleaning staff when in the Government space will require to be escorted by a Government employee” QUESTION: Can the Government confirm that Government Space refers only to private access space restricted to the Government only, and does not include communal space to which the Government has access but is also shared with other Tenants (e.g. floor bathroom not exclusive to Government personnel).

Answer: We confirm that the escort requirement is restricted to private access space related to the Government only, and does not include communal space to which the Government may have access but which is also shared with other Tenants.

25. Question: The space program provided does not have any adjacency requirements. Please clarify if there are any groups or classrooms that need to be adjacent to one another.

Answer:

· It is preferred that the government security and management support space (Registration/IT Support Area and Facilities Support Space/Suite) be near the primary entrance (to DoS/FSI controlled space) point.

· It is preferred that shower rooms be near the primary entrance point.

· It is preferred that Admin Student Support rooms be near the Registration/IT Support area.

· It is preferred that Training Computer Server space be near the Registration/IT Support area.

· It is preferred that each language division have approximately half the language classrooms in the area of the division suite of offices.

· It is preferred that the SLS Dean Consultation Suite be adjacent to the two Language School Divisions.

· It is preferred that the general purpose classrooms and general storage be adjacent to each other and closer to the management support space and the IT computer rooms and the facility manager/storage space.

· It is preferred that the General Purpose Classrooms and the Multipurpose Classroom be relatively proximate to each other and, to the extent practicable, avoid being too interspersed amid language classrooms.

26. Question: Under workstation requirements it states that they are to be similar to Kimball. Please provide the particular furniture line from Kimball that is preferred.

Answer: Items similar to the following are acceptable

· Cetra: This is a line of systems furniture panels.

· Traxx: This is system of horizontal rails that allow for hanging on hard walls.

· Footprint: This is the line of components that hang from the panels and Traxx to create workstations/offices.

27. Question: There are (8) 120sf offices required and the FF&E shows a total amount of each item as (7). Please clarify if the total should be (8).

Answer: The total should be eight (8).

28. Question: There is no item with that model number existing. Is the Nova Solutions Nesting Table Model #25-RT186030AL-CK with keyboard tray a suitable alternative?

Answer: Yes, the suggested Model 25-RT186030AL-CK could be a suitable alternative.

29. Question: There is no item with that model number existing. Is the Nova Solutions Carrels Double Sided 53”H #65-DC593653CS-CK with keyboard tray a suitable alternative?

Answer: Yes, the double sided 53” high #DC93653CSCK could be a suitable alternative.

30. Question: Solicitation. Section B.3 “Cancellation Under Multi-Year Contracts”. Pg. 3: Please explain the significance of the percentage amounts corresponding to the “Cancellation Charges” in Years 2 – 5 and the “Cancellation Ceiling”. It is unclear to our team how the 20% in Program Years 2 and 3, and the 15% in Years 4 and 5 are applicable to the offer or correspond to the cancellation charge inputs. In addition, we do not understand the definition or significance of the requested “Cancellation Ceiling”.

Answer: These percentages reflect the planned amount of amortization of total non-recurring expense (NRE) (generally, fit out) for each applicable contract year, as noted in RFP Section B. It is planned that 30% of total NRE will be amortized within the Base Period Year 1 CLIN 0001 amount, with the remaining 70% to be amortized in accordance with the stipulated schedule during Base Period Years 2-5. For the definition of “Cancellation Ceiling”, your attention is directed to the FAR provisions concerning multi-year contracts referenced in Section B, and related FAR provisions governing multi-year contracting:

FAR 17.106-2 MULTI-YEAR CONTRACTING--SOLICITATIONS

FAR 52.217-2 CANCELLATION UNDER MULTI-YEAR CONTRACTS (Oct 1997)

31. Question: Solicitation. Section M.6 “Price Evaluation”. Pg. 74:

(a)How exactly will the option for an additional 20,000 usf, as requested in Page 1 of the PWS, be factored into the Price Evaluation as defined in Section M.6 of the Solicitation?

Answer: Section M.6 states: “The principal basis for evaluating price as a factor for award under this solicitation will be an evaluation of the proposed Grand Total amount, i.e., base period and all option years combined.” This means that the total amounts proposed for all CLINs will be summed to establish the proposed Grand Total, which will then be evaluated as the total proposed amount.

(b)Additionally, will the total offered cost of the expansion space be included in the “Grand Total” amount as defined in Section M.6 of the Solicitation?

Answer: The Grand Total amount will be the sum of all amounts proposed for all CLINs, as provided in RFP Section B. [Note: As indicated in Section B, totals will not be proposed for the Reimbursable CLINs, and will therefore not be included in proposal Grand Totals].