Language_Training_Pre-Proposal_Conf__Minutes_16_(F).docx

Minutes from the pre-proposal conference for Solicitation #S-BE200-16-R-0001, Foreign Language Training on March 16, 2016

Introduction

The Contracting Officer welcomed all attendees.

The USG was represented by:

Brian Kressin – Contracting Officer Hanan El-Taher – Human Resources Officer Heather Moore – Human Resources Assistant Nicole Janssens – Procurement Supervisor

Discussion of the Solicitation Package

It was noted that the solicitation closing date is April 5, 2016.

As per Section 3 - Solicitation Provisions, offerors were told that they should return two completed copies of the solicitation.

Offerors must complete blocks 12 (prompt payment discount), 17, and 30 of the cover page. Block 23 and 24 of the cover page can be left blank.

The attached questions were asked during the conference or prior to the conference.

Enclosure: Questions and Answers

Questions and Answers Solicitation number S-BE20016R0001 Foreign Language Training Dated April 11, 2016

1. Question: How is the timetable of lessons throughout the day determined?

Answer: Please see SECTION 1- THE SCHEDULE, paragraph 5 as amended in A002, paragraph 6, which states:

The Government’s Human Resources Office (HR) will register students for classes and provide the hours that the students are available for classes to the contractor. The contractor has some flexibility with scheduling, but the schedule must be coordinated with the students. Once the schedule has been coordinated with the students, the Contractor shall submit the proposed class schedule and a list of enrolled students per class to the COR for his/her approval (see Section 5.1.3 on Student Testing). The Contractor shall submit the class schedules at least seven working days prior to the start of the classes. The proposed schedule should indicate the group or individual class levels beginning, intermediate, or advanced. Once approved, the Contractor shall send class schedules to each student via email at least one week prior to the beginning of classes.

2. Question: What volume of training is delivered at USNATO?

Answer: Approximately 25 students enroll per quarter at USNATO.

The data provided is for informational purposes only and under no circumstances shall be construed to change any terms or conditions or requirements within the solicitation. It is each offeror’s decision on whether to use or not to use this information. Under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust rates once the contract is awarded.

3. Question: Are Field Trips run as a free-standing element open to all?

Answer: Please see SECTION 1 – THE SCHEDULE, paragraph 2 as amended in A002, paragraph 2, which states:

Instruction may also be supplemented by formally arranged in-country immersion opportunities including field trips that are designed to increase the comfort-level and livability quotient of students. The field trips are open to the language student and their families. The field trips must be task-based and focus on language not tourism. The Contractor shall arranged field trip multiple times per the calendar year with at least one field trip per quarter. The excursions shall be supported and reinforced by classroom work before and after the field trip. Students shall learn specific vocabulary and Belgian cultural background in order to accomplish a specific assignment using the French/Dutch language during the events. The contractor shall prepare a list of proposed events for the current calendar year to include entrance fees costs and other associated charges excluding transportation in advance of the planned field trip in order for the USG to secure funding.

4. Question: How are offers evaluated?

Answer: All offers are evaluated in accordance with evaluation factors in Section 4 of the solicitation. Please see Section 4 as amended in A002, paragraph 10.

5. Question: How many sessions take place per year of the contract?

Answer: Class enrollment varies from quarter to quarter because of employees’ transfers and schedules. The number of sessions depends on the number of students and their levels. On average, there are 3,500 sessions per year.

The data provided is for informational purposes only and under no circumstances shall be construed to change any terms or conditions or requirements within the solicitation. It is each offeror’s decision on whether to use or not to use this information. Under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust rates once the contract is awarded.

6. Question: What is the anticipated balance (e.g. a percentage or amount of sessions between French language training and Dutch language training?

Answer: French 90%, Dutch 10% (Dutch classes tend to be individual courses).

The data provided is for informational purposes only and under no circumstances shall be construed to change any terms or conditions or requirements within the solicitation. It is each offeror’s decision on whether to use or not to use this information. Under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust rates once the contract is awarded.

7. Question: Is the Contractor required to provide all study materials, such as books and supplies?

Answer: Yes, please see SECTION 1-THE SCHEDULE, paragraph 4.1 and paragraph 4.2 as amended in A002, paragraph 3.

8. Question: Could you specify a bit more what you mean by “administration”?

Answer: Please see SECTION 1- THE SCHEDULE, paragraph 4.4 and paragraphs 4.5 and 5 as amended in A002, paragraphs 5 and 6.

9. Question: How many instructors are there currently?

Answer: 6

10. Question: By which date will be contract be assigned?

Answer: We anticipate that the contract will begin over the summer.

11. Question: How long does the clearance procedure takes?

Answer: Please See SECTION 1 – THE SCHEDULE, paragraph 8 as amended in A002, paragraph 8, which states:

8.1 The Government reserves the right to deny access to U.S.-owned and U.S. operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall work on this contract. This clearance process can take up to 120 days.

12. Question: Are all the computers located in one room?

Answer: Yes. The Government has one desktop computer.

13. Question: Can material be moved from one classroom to another?

Answer: Please see SECTION 1- THE SCHEDULE, paragraph 5 Specific Tasks.

14. Question: Can the teachers bring their own laptops and computers?

Answer: Yes. Please See SECTION 1 – THE SCHEDULE, paragraph 4.2 as amended in A002, paragraph 3, which states:

4.2 The Contractor shall provide other required classroom materials such as newspapers, magazines, dictionaries, or photocopied materials, written in the designated language for use by students in exercises or testing. The Contractor shall replenish such expendable/consumable items as needed to provide for the performance of the work (i.e. paper and markers). The contractor can bring their own laptop and computers to the main training campus only. The contractor shall not bring any personal or contractor owned electronic equipment to the smaller campuses. The address of the main and smaller campuses shall be provided after contract award.

15. Question: Is there Wi-Fi?

Answer: Yes.

16. Question: SF-1449 cover page – block 12: What should be mentioned in this box? (The prices will be mentioned on the other pages so we were wondering what was expected in this box)

Answer: Block 12 of the SF-1449 provides a place for the offeror/contractor to type their proposed discount for prompt payment, if applicable.

17. Question: SF-1449 cover page – block 17b: What does «CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER» means?

Answer: Please see SECTION 2 – ADDENDUM TO CONTRACT CLAUSES

FAR AND DOSAR CLAUSES NOT PRESCRIBED IN PART 12:

DOSAR 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE) (AUG 1999) (d):

(d) Contractor Remittance Address. The Government will make payment to the contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

18. Question: SF-1449 cover page – blocks 19-24: Should we write the base year prices or also mention the prices for the next years?

Answer: SECTION 3 – SOLICITATION PROVISIONS, paragraph A.1 requires: Two completed copies of the solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section 1 has been filled out. Please note that SECTION 1 - THE SCHEDULE is a continuation to SF-1449 Cover page and blocks 23 & 20. So you only have to fill out SECTION 1 – THE SCHEDULE, paragraph 1.2 PRICE to meet the offer requirement in Section 3 for blocks 19-24.

19. Question: It is mentioned in the solicitation that we should add a Certificate of Insurance. What kind of insurance is it about? Is it the insurance we have for our staff members?

Answer: Please see SECTION 3 - SOLICITATION PROVISIONS, paragraph A.2 (5) as amended in A002 paragraph 9, and paragraph A.2 (7) (d), which states:

The offeror shall address its plan to obtain all licenses; permits and insurance required by local law (see DOSAR 652.242-73 in Section 2). If offeror already possesses the locally required licenses and permits, a copy shall be provided.

Also, SECTION 3 – SOLICITATION PROVISIONS, paragraph A.2 (7) (d) states: (1) If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or (2) a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

The types of Insurance required in this solicitation are in SECTION 2 – CONTRACT CLAUSES, ADDENDUM TO CONTRACT CLAUSES FAR AND DOSAR CLAUSES NOT PRESCRIBED IN PART 12

52.228-4 WORKER’S COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (APR 1984)

52.228-5 INSURANCE – WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

20. Question: As discussed during our meeting, I could not sign in on SAM. I guess it is because some information did not match (one of my colleagues had requested the DUNS code a few years ago and the headquarter has changed in the meanwhile). I have sent a request to update the information linked to the DUNS code and to the NCAGE. I have received a confirmation it has been done but I have to wait 24 to 48 hours before signing in on SAM. I hope we will have the opportunity to go through the whole process before April 5th. If it is not the case, can we submit an offer even if it is still in process?

Answer: Yes. Contractors can submit an offer if they are not registered in SAM. However, they cannot be awarded a contract without being registered in SAM accordance to FAR 4.1102.

21. Question: Is the contractor required to have a Project Manager and permanent working address located in Belgium?

Answer: Yes. Please see SECTION 1- THE SCHEDULE, paragraph 4.5 as amended in A002, paragraph 5, which states:

The Contractor shall have a Project Manager and permanent work address located in Belgium. This will allow the Project Manager and Contractor officials to monitor the contract performance, and meet with the Contracting Officer and Contracting Officer Representative (COR) when required.