QA Document-Amendment 0004 FINAL.pdf

SP3300-21-R-5002

Amendment 0004

QUESTIONS & ANSWERS DOCUMENT

The following questions have been submitted from industry regarding solicitation SP3300-21-R-5002. Each question has been redacted to ensure anonymity. The Government response is provided in the far right-hand column for each question.

Question RFP Page OR Pre- Proposal

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response

1 CDRL A013 Material Support Costs for Cost Reimbursable, No Fee CLINs states invoices for submitted not later than the 5th business day after the end of the previous month.

PWS 4.1.E states that the Contractor shall invoice for ODCs NLT 45 calendar days from the date the cost was incurred, or the invoice was received.

Will the Government please clarify when invoices related to ODC’s should be submitted?

PWS Pg. 14 J.1 PWS, Section C-4.1.E

CDRL A013

The invoice and supporting documentation with CDRL A013 are due the 5th business day of the month for the previous month to the COR for review and acceptance prior to submitting to WAWF. Any costs for ODCs shall be billed to an invoice NLT 45 calendar days from the date the cost was incurred or the invoice was received from the Contractor’s supplier. J1 – PWS and CDRL A013 are revised in Amendment 0004 posted to beta.sam.gov.

2 The Cost/Price Summary Table in Section L shows lines for labor CLINs X001, X004, and X007 and says its “Priced at SubCLIN” for Ordering Period 02, 03, 04, 05. However, on ‘The Schedule Section B – Supplies or Services and Prices/Costs’ of the RFP there are no labor SubCLINs for X001, X004, and X007 starting in ordering period 2.

Can the government please clarify which table is correct or revise the Cost/Price Summary Table in Section L to reflect Section B?

RFP Sections B & L The Cost/Price Summary Table in Section L of the RFP will be corrected to reflect that the labor CLINs should be priced at the SubCLIN level for Ordering Period 01 only which is what is reflected in the Schedule in Section B of the RFP. The revised RFP will be posted to beta.sam.gov as part of Amendment 0004.

3 The RFP states “The offeror shall insert their proposed indirect rate(s) percentage and fixed-fee percentage into the header row. Is the offeror allowed to insert their indirect rates and fixed-fee percentages on the rows below the header row, since it is currently only allowing one space for indirect rates

RFP Pg. 120 RFP Section L, CLINs X002/X005/X008/X010 – Procurement of Hazardous Material

Yes, that is acceptable as long as it is apparent which rates apply to which CLIN in the instance that the offerors proposed indirect rates vary from one performance period to the next.

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response over multiple CLINs, in which indirect rates could fluctuate throughout each CLIN or should a dollar amount be provided under the header ‘Indirect Rate(s)(Offeror to identify) _____%’ and the header ‘Proposed Fixed Fee (Offeror to identify)_____%’ ?

4 The RFP states “Offerors shall complete the dollar amount of the information requested by the header row in the tables below. The Offerors shall identify the specific rate applied to the Estimated Cost (applicable indirect rate; offeror to identify). Offerors shall also insert the proposed indirect rate(s) percentage into the header row. Offerors shall sum the Government provided Estimated Cost and their applicable indirect rate(s) to arrive at the proposed”. Is the offeror allowed to insert their indirect rate percentages on the rows below the header row, because it is currently only allowing one space for indirect rates over multiple CLINs, in which indirect rates could fluctuate throughout each CLIN or should a dollar amount be provided under the header ‘Indirect Rate(s) (Offeror to identify)_____%’?

RFP Pg. 121 RFP Section L, CLINs X003/X006/X009 - Material Support, Travel and Training, Equipment Replacement (North Island ONLY)

Please reference the Government’s response to question # 3 above.

5 Given the intensive material procurement requirements contained in this RFP, it is clear that if an offeror were an active contractor to DLA acting as a procurement agent for similar or identical materials under another contract or a major manufacturer of the primary products to be utilized under this contract; would create an organizational conflict of interest for that offeror. The conflict arises because that offeror would have an unequal access to information, in this

General General Offerors will need to identify any actual or potential organized conflicts of interest and may be required to provide feedback and a proposed mitigation plan, as appropriate, as part of the contract award process. The Government cannot engage in speculation as to whether or not a certain scenario is or is not an OCI at this stage of the evaluation process as that inquiry is very fact specific. Offerors are strongly encouraged to reference FAR 9.5 and consult with their counsel concerning the need to avoid, neutralize, or mitigate potential significant

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response case, procurement data under its current procurement contract. As a result of this unequal access, a clear competitive advantage will have been gained as other offerors would not have that same access. Additionally, it does not seem feasible for an offeror to mitigate this conflict as the appearance of the conflict will still clearly exist.

Question: Can the Government confirm that should an offeror submit a proposal under these circumstance that they would be removed from consideration for award?

conflicts of interest. Individual contracting situations shall be examined on the basis of its particular facts and any possible impact those facts may have on any future contract award.

OCI clauses and guidance will be added via Amendment as the Government has this OCI addition in review process currently.

6 What are the requirements for the systems around data security?

PWS Pg. 25 J.1 PWS, Section C-5.2.3 The Government is unable to respond to this question due to lack of clarity regarding what is being asked.

7 How often will the Government provide demand estimates based on production schedules which can be leveraged in forecasts?

PWS Pg. 23 J.1 PWS, Section C-5.2.1 The Government will provide as a minimum the Fiscal Year production plan.

8 Amendment 03 edited PWS Figure 5.6A to correct Issue Center 472 Rover requirements but the figure appears to now have duplicate information for three shifts for Issue Center

472. Two entries for 472 indicate Mon-Fri, 2nd shift, 1430-2300; Two entries indicate Saturday, 1st shift, 0600-1430; two entries indicate Saturday, 2nd shift, 1430-2300.

Please clarify.

PWS Pgs. 51-52 J.1 PWS, Section C-5.6.2.3, Figure 5.6A There are two separate Issue Centers in Building 472.

9 Labor for this contract is Firm Fixed Price.

CLINS X001, X004, and X007 reference three individual sites and thus potentially three different contracts awarded to three different Offerors. Two Key Personnel positions – Program Manager and Inventory Management Program Manager – are

RFP Pgs. 5-22 CLINS X001, X004, and X007 Reference the Government’s response to question #17 in the Amendment 0003 Q&A document.

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response designated as single positions regardless of the number of contracts awarded to an individual Offeror. It is unrealistic to expect an Offeror to divide the cost of these two positions across three CLIN categories with the risk of winning only one contract.

Q: How does the Government expect an Offeror to price these two positions given the three possible scenarios of winning one, two, or three contracts?

10 Under which CLIN(s) should offerors price the estimated costs for all materials, equipment, supplies, and other direct costs estimated to be incurred during contract performance that are not reimbursable under the Cost Reimbursement (no fee) CLINs (e.g.

contractor-furnished equipment, fuels, maintenance, and repair of contractor-furnished equipment, residual 3PL HM inventory that has not been issued to customers)?

Should estimates for non-cost-reimbursable direct contract costs be included in prices proposed for Firm-Fixed Price CLINs X001, X004, and X007?

Are there any direct costs that the Contractor may experience during contract performance besides labor, subcontract labor, hazardous materials, contractor-furnished equipment (including fuels, maintenance, and repair of that equipment) that are not reimbursable under the Cost Reimbursement (No Fee) CLINs?

Amendment 0001 Q&A Document: Amendment 0001 Q&A #5 response: “The Contractor will not be permitted to invoice for the cost of the Contractor Equipment purchased/leased for use on the contract or the costs of fuels, maintenance and repair under a cost-reimbursable CLIN for ODCs in Section B of the solicitation.”

Question #1: IAW the PWS Section C-5.2.6C, The Government will not reimburse the Contractor for Contractor-Owned 3PL Excess Inventory. Excess is defined as that material that has not had any demands within a pre-determined period of time, is approaching shelf-life expiration, or container degradation threatens disposal action and includes any Contractor owned inventory that is not demand supported. The Contractor retains title to any 3PL HM not ordered by the customer. There is no CLIN established to reimburse the Contactor for Contractor equipment, fuels, maintenance, and repair of contractor furnished equipment.

Question #2: The only costs that are allowable under the FFP labor CLINs besides labor directly supporting the contract are costs to provide reporting as required under CLIN set X011.

Question #3: Yes. IAW C-5.3.E, the Contractor shall be responsible for disposal costs of expired and excess Contractor-Owned 3PL HM processed as HW. Disposal costs are not reimbursable under the contract.

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response

11 No definitions are provided for the column headers in the table to TE 1.5.

Does the term “Performance Impact” mean severity of the risk, should it occur?

What is the difference between the meaning of “Probability” and “Likelihood”?

Since MIL-STD-882 uses Probability and Severity alone to assess risk, will it be acceptable for offerors to only use performance impact/ severity (if risk occurs) and probability (chance of risk actually occurring) in assessing risk?

Is the OVERALL RISK RATING before or after risk mitigation efforts?

RFP Pg. 98 RFP Section L-29, Sub-Section 1.1 Risk Management Approach Attachment J.11, TE 1.5 - Risk Assessment Worksheet

Question 1: TE 1.5 is revised in Amendment 0004 posted to beta.sam.gov to explain requirements for performance impact.

Question 2: Likelihood refers to the possibility of a risk potentially occurring in qualitative values such as low, medium, or high. Probability refers to the percentage of possibilities that unforeseen outcomes will occur. TE 1.5 is revised in Amendment 0004 posted to beta.sam.gov to explain requirements for likelihood and probability.

Question 3: MIL-STD 882 does not apply to the requirements in this solicitation. The Risk Management Plan is the Offeror’s own assessment of the risks associated with performance of the requirements in this solicitation. The assessment shall demonstrate the Offeror’s understanding of the objectives and solicitation requirements and key performance indicators to align the effort to the meet CMS program management, inventory management, and the site management requirements. It is not acceptable for the Offeror to use different criteria in assessing the risks than is required in TE 1.5. All Offerors are required to use the same criteria to ensure each are being evaluated equally.

Question 4: The Offeror is to assign an overall risk rating before mitigation efforts, identify the mitigation to be taken to include any internal controls, then explain the expected effectiveness of the described mitigation efforts.

12 Section L, on page 113, states: “4. SBPCD shall require periodic progress reporting to facilitate Government monitoring in the event

RFP Pgs. 8 & 112 RFP-Section B Instructions;

RFP-Section L Instruction to Offerors VOLUME

IV – SMALL BUSINESS PROPOSAL,

The reference in Section L of the RFP is incorrect as currently stated. The correct reference is CDRL A035, Small Business Participation Bi-Annual

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response of an award for the requirements in subparagraphs 1-2 above (contractor format acceptable) in accordance with CDRL A038, Small Business Participation Quarterly Report.”

However, in SECTION B INSTRUCTIONS, on page 8, it states that CDRL A038 is for “Site Specific Spill Response Plan”. There is no mention in the RFP, other than on page 112, of a “Small Business Participation Quarterly Report”. Please clarify.

Also, how does this Quarterly Report differ from CDRL A035 – Small Business Participation Bi Annual Progress Report, which largely resembles the information included with the bi-annual Individual Subcontracting Report submitted per FAR 52.219-9?

SECTION (a): SMALL BUSINESS

PARTICIPATION COMMITMENT

DOCUMENT (SBPCD), item 4

CDRL A035 – Small Business Participation Bi Annual Progress Report

CDRL A038 – Site Specific Spill Response Plan

Progress Report. The reference is corrected in Section B of the RFP. The reference in Section L of the RFP has been corrected. The revised RFP will be posted to beta.sam.gov as part of Amendment 0004.

13 Can the Government waive the requirement for offerors to complete and submit Section B? The same information is submitted with the cost and pricing spreadsheets included in Volume V, Cost Proposal, and completing Section B involves manually transcribing rates and extended values from the Volume V spreadsheets to a price/ rate schedule that covers 20 pages, which risks risk creating discrepancies with the price and cost schedules included with Volume V.

RFP Pgs. 5-25 RFP Section B, Section L-29 paragraph, Tab 2 states:

“Section B shall contain the proposed amount for each Contract Line Item Number (CLIN) and the total estimated cost of the proposal inclusive of the five year ordering period and shall be consistent with the Offeror’s cost proposal.”

The Government concurs there are frequently issues between the cost volume and Section B – typically due to rounding and carrying numbers beyond 2 decimal places in the cost volume. Therefore, the Government requires offerors determine whether it will round up or down for Section B inputs.

Additionally, Section B is the pricing portion which transfers to a contract, if awarded, therefore it must be completed and submitted to avoid any issues or delays at award timeframe.

14 On Page 94, Section L-29 states: “*Note that the page limitation for the Volume II Technical Proposal is 200 pages; Resumes are not included in this page limitation and

RFP Pgs. 94 &

RFP Section L-29, Sub-Section 3.2 Staffing Approach states:

“*Note that the page limitation for the Volume II Technical Proposal is 200 pages; Resumes are not

The language in the RFP Section L-29, Sub-Section 3.2, 4.2, and 5.2 Staffing Approach will be corrected to state that: “Resumes are not included in the page limitation of the technical proposal and shall be provided as an appendix to the technical proposal.”

Conference OR Site Visits

RFP Para Reference (if question relates to RFP)

Government Response shall be provided as an appendix to the technical proposal.”

But – on Page 100 , Section L Sub-Section

3.2 Staffing Approach states: “2. Resumes for

the proposed Key Personnel positions identified in PWS C-1.3.1D Key Personnel and TE 1.3 Key Personnel Requirements.

Resumes shall be in a professional resume format no longer than two (2) pages in length and shall be provided within the page limitation of the proposal.”

Please update Section L Sub-Section 3.2 Staffing Approach, item 2, to reflect that resumes are not included in the 200-page Technical Proposal limit and shall be provided as an appendix to the technical proposal.

included in this page limitation and shall be provided as an appendix to the technical proposal.”

“2. Resumes for the proposed Key Personnel positions identified in PWS C-1.3.1D Key Personnel and TE 1.3 Key Personnel Requirements. Resumes shall be in a professional resume format no longer than two (2) pages in length and shall be provided within the page limitation of the proposal.”

The revised RFP will be posted to beta.sam.gov as part of Amendment 0004.

15 Is “Total Dollar Value of Proposal” in the Subcontractor Summary Table equal to Total Estimated Contract Value on page 25 to Section B?

RFP Pgs. 25 &

RFP Section B, & RFP Section L-29, Volume V:

Subcontractor Summary Table

Yes.

16 Will the Government confirm that 11x17 pages are acceptable for the POAMs and TE 1.5, Risk Assessment?

Would it be acceptable to submit the Risk Assessment in the Government’s Excel file?

RFP Pg. 95 RFP Section L-29 Question 1: Page sizes shall not exceed 8.5” X 14”.

Question 2: Please reference the Government’s response to question #47 in the Amendment 0003 Q&A document.