CTSF_Questions_and_Answers_-_04_MARCH_2016.pdf

Q # Reference Question Answer

RFP, Section J, Page 37 of 66, List of

Attachments

Attachment 0008 CME Labor Category

Descriptions was no included in the

RFP package posted to FBO 2/5/16.

Can the Government provide a copy of

Attachment 0008?

Posted to FedBizOps on 09 Feb 2016.

Revised Attachment 0008 Labor

Category Descriptions was included in

Section J of Amendment 0001 of the

Solicitation.

RFP, Section L, page 45 of 66, Paragraph L‐7, Regulatory Cite 52.237‐

1 "SITE VISIT"

Will the Government consider scheduling a site visit so that offerors may inspect the site where services are to be performed so to better understand conditions that may affect the cost of contract performance?

A site visit was held on August 19, 2015. No other site visits will be scheduled. A CTSF Site Layout has been added to Section J, Attachment

0011, Amendment 0001 to the

Solicitation.

RFP, Section L, page 54 of 66, paragraph L‐

18.1, INTRODUCTION,

“The offerors proposal shall consist of four (4) volumes. The Volumes are I Technical, II Past

Performance, III

Cost/Price, and IV

Solicitation, Offer and

Award Documents and

Certifications/Represe ntations.”

Paragraph L‐18.2.f, Past Performance, is volume III, and paragraph L‐18.3(iii), Past Performance, is also volume III?

Can the government verify the Past performance submittal is volume III and not volume II?

Volume III is Past Performance. It should be noted that in Amendment

0001 of the Solicitation, Paragraph L‐18 is now L‐19.

There seems to be no workload data associated with PWS Paragraphs 3.4 and 3.5. Will the government please provide workload data for these paragraphs so that we can properly determine the staffing required to support the requirement?

The staffing requirements (CME) for this effort are identified in attachment

08 of this solicitation. Reference paragraph 3.4 (Property accountability/Logistics support), the requested CMEs are a total of 3 (1 ILS

Lead Speiclaist and 2 ILS Specialists).

Reference paragraph 3.5 (Generator management/Maintenance support), the requested support is to be provided by 1 CME (Electrician) for troubleshooting and a maintenance service agreement (to be obtained on a cost reimbursement arrangement).

Equipment on hand under PWS 3.5:

Five (5) 40KW backup generators, and one (1) 80KW backup generator.

Could you please explain in more detail the requirement in PWS para 1.4 that the contractor possess a “purchasing department”. Most small businesses do not have dedicated “purchasing departments”. Purchasing is usually done at the individual contract location, supported as required by the corporate office. Please clarify if the government means that they want a

“purchasing department” staffed at the contract site to support purchasing requirements and if so provide data on the volume of purchases so that this area can be properly staffed.

The contractor shall have the ability to procure the necessary materials and supplies to support and maintain the facilities. The contractor shall also enter into necessary service agreements to support communications, satellite, transportation and delivery services, and other equipment maintenance as necessary. For this effort, 1 CME

(Procurement Agent) has been allocated. The government expectation is that the contractor has established purchasing methodologies and processes in place to support this requirement. The estimated material expenditure is approximately

$500,000.00 per year (see CLINs 0007, 0008, 1005, and 1006 for NTE ceiling).

PWS 1.4 Contract Management: Will the Government allow for 2 years of relevant experience for each year of college required (e.g. 8 years additional relevant experience required in lieu of Bachelor's Degree) in addition to the 10 years of experience already required?

There will be no substitution for the educational requirement (minimum of

Bachelor’s Degree), nor the experience requirement (minimum of 10 years’ experience in management of DoD programs).

RFP Section L‐18(1) page 54 & Section L‐

18(2)f, page 54‐55

In L‐18(1) Cost is referenced as Volume

III and Past Performance is referenced as Volume II, but in the table at L‐

18(2)f the Cost Volume is referenced as II and is the Past Performance

Volume is referenced Volume III. Is

Volume II Cost and Volume III Past

Performance? See question/answer #3

RFP Section L‐18(3)b, If files are uploaded as separate files, should they be in the native format or as a PDF file? Also, should all files be uploaded in the "read only" format

(native format and PDF)?

Files uploaded as separate files shall be in their native format (Word, Excel, etc). Any formulas used in Excel files shall remain visible for the Government to see.

Section L‐18 Section

3(1)

Can the requirement for the purchasing department be satisfied by an offeror’s subcontractor’s purchasing and property management system? Yes.

RFP Section L, Page 55 or 66, paragraph L‐

18.3.b File Packaging

Can files be compressed with Windows

Explorer Zip since it is compatible with all WinZip (.zip) applications? No.

RFP Section A, page 2 of 66, EXCUTIVE

SUMMARY, paragraph

3,” TYPE OF CONTRACT

For the Cost Reimbursement (No Fee) items in the contract, if part of the

Contractors cost includes G&A, as required in their normal accounting practices; will the Contractor be reimbursed for G&A as part of the cost for Cost Reimbursement items?

Yes. G&A refers to expenses related to the day‐to‐day operations of business and are reimbursable. Profit/Fee is applicable to the direct labor costs and is separate from the G&A.

RFP Section L, Page 60 of 66, Executive

Summary, paragraph

L.18.3(ii)(1)Vol II.d, Sanitized Pricing Data

Can the Government clarify what is needed for this requirement?

Sanitized Pricing Data is the Volume II

Cost Volume Submission with no cost information; no extended price information; no rates (direct or indirect); no quoted prices; no total pricing. A sanitized cost proposal shows the labor categories and hours, travel, materials, etc. without inclusion of the cost information and is used for technical evaluation purposes.

RFP, Section L, page 61 of 66, EXCUTIVE

SUMMARY, paragraph

L.18.3(ii)(1)Vol II.d, Volume IV, Solicitations, Offer And

Award Documents And

Certifications/Represe ntations, “Section G

Contract

Administration Data”

Can the Government clarify what is needed for Section G Contract

Administration Data?

If Section G of the solicitation has any fill‐ins to be completed by the offeror, an authorized official of the firm shall complete and sign Section G.

RFP, Section L, page 58 of 66, Executive

Summary, paragraph

L.18.3(ii)(1)(v).1, “Materials”

CLIN 0007, CTSF

MATERIAL/SUPPLIES/ODC is

$1,492,722.43 and CLIN 0008 INSTALL

YARD MATERIAL/SUPPLIES/ODC is

$66,315.78. Can the government clarify this requirement?

CLIN 0007 is established on a Cost

Reimbursement (NO FEE) basis for materials, supplies, and ODC purchased by the contractor during CTSF BASE

YEARS ONE (1), TWO (2) and THREE (3) of this solicitation/contract in accordance with PWS paragraphs 1.4,

1.5 and 3.5. The NOT TO EXCEED (NTE) ceiling for this CLIN is $1,492,722.43.

CLIN 0008 INSTALL YARD

MATERIAL/SUPPLIES/ODC. This CLIN is established on a Cost Reimbursement

(NO FEE) basis for materials, supplies, and ODC purchased by the contractor during INSTALL YARD BASE YEARS ONE

(1), TWO (2), and THREE of this solicitation/contract in accordance with

PWS paragraphs 1.4, 1.5 and 3.5. The

NOT TO EXCEED (NTE) ceiling for this

CLIN is $66,315.78.

The materials and supplies to be purchased are for the general maintenance and improvements of the site.

RFP, Section A, page 2 of 66, EXCUTIVE

SUMMARY, paragraph

3, TYPE OF CONTRACT

Because the services for this contract are known cost for the industry and can be easily and accurately calculated, and because this contract is set aside for small business, would the government consider changing the type of contract to a Firm Fix Price

(FFP) contract? This would save the government money and allow more participation of qualified small business contractors.

NO. FAR 16.301‐1 states: Cost‐ reimbursement types of contracts provide for payment of allowable incurred costs, to the extent prescribed in the contract. Because of the materials and lease requirement of the proposed action, the Contracting

Officer has made the determination for it to be the most appropriate type of contract.

General

Are the use of Cell Phones required for any members of the work force? If so, will the Government provide any of the cell phones for any members of the work force or allow for the cost to be submitted as an ODC?

The Government will provide a total of

7 cell phones to be issued as

Government Furnished Equipment

(GFE) to the following positions: PM, Facility Maintenance Supervisor, Lead

Security Guard, Lead ILS, Electrician, Facility Equipment Mechanic, and 1

General Maintenance worker. The cell phone service must be obtained by the contractor on a cost reimbursement basis.

General

Are there any requirements for members of the work force to possess any special equipment (e.g. Steel Toe

Boots)?

There are no special equipment requirements identified at this time. If it is discovered during the course of operations that special equipment is needed (ie steel toed boots), those requests can be made and reviewed at that time. Any special equipment requirement will be acquired as a cost reimbursement expense as determined and approved by the Contracting

Officer.

RFP Section L‐18(2)d, Does this first page information go in

Volume I ‐ Technical or does the information go on the first page of each volume? If just on the first page of the Technical volume, is the offer allowed to annotate in which volume the required information is located

(e.g., Price and any discounted terms, "See Cost Volume")?

The information should be presented as a cover page to the proposal and should only be included once.

Ref L‐11

"Requirements for certified cost and pricing data"

It appears that the requirements in this paragraph may have been taken from the original S3 proposal and subsequent Task Order and appear. A)

Does the Government truly expect

Certified cost and pricing data for this solicitation response? B) If so how do we go about requesting the exception stated in L‐11, (a), (1)? Do we have to request it prior to proposal submission?

Certified Cost and Pricing Data is not required upon initial submission of a proposal. Per L‐18 VOL II.d "If only one offer is received in response to this request for proposal, the Government may request additional information to include certified cost or pricing data and a Certificate of Current Cost or

Pricing Data."

L‐17 Proposal

Adequacy Checklist

Again this appears to come from the original S3 solicitation and it seems that many of the items in the checklist do not really apply to a solicitation with the fairly simple scope as this.

This must be completed in accordance with the RFP. If the items are not applicable to this solicitation, N/A may be used.

Proposal Files (ii) Vol II

Cost/Price, Cost

Elements on the

CLIN/SLIN worksheet

1, a (pg 57 of 66)

The requirement states that the data from the Sample Labor CLIN worksheet must link to the labor rate worksheet in VOL IIa_Summary excel file. There was no excel labor rate worksheet provided in the attached documents.

Does the government intend to provide this excel worksheet or is the contractor required to create it?

This is a document created by the contractor.

Proposal Files (ii) Vol II

Cost/Price, Cost

Elements on the

CLIN/SLIN worksheet

1, a (pg 57 of 66)

There was no Indirect rate worksheet provided. There is also no ODC worksheet included 5. Please clarify the requirement to provide sanitized pricing data per Vol II d pg 60 of 66.

These are documents created by the contractor as part of the proposal.

Sanitized Pricing Data is the Volume II

Cost Volume Submission with no cost information; no extended price information; no rates (direct or indirect); no quoted prices; no total pricing. A sanitized cost proposal shows the labor categories and hours, travel, materials, etc. without inclusion of the cost information and is used for technical evaluation purposes.

General

Would the Government consider an extension of the due date of the proposal pending responses to the questions?

The due date for questions has been extended to 1600 EST 08 MARCH 2016 and the due date for proposal submissions has been extended to

1400 EST 25 MARCH 2016.

Section L Volume II e

Requires the offeror to provide a basis of estimate for labor hours, ODCs, etc.

however the Government has provided the Contract Man‐Year Equivalents:

Does the Government truly want the contractor to include a basis of estimate? If so, can the Government provided more detailed workload data on the PWS requirements?

A basis of estimate (BOE) is not needed.

Volume III

In regard to the RFP requirement for

Volume III, will the Government allow current CPARS to be submitted with the proposal instead of Past

Performance Questionnaires?

The Government will NOT accept submission of CPARS in lieu of the requested Past Performance

Questionnaire (PPQ). The Government will accept CPARS in addition to the

PPQ if so desired.

Para 1.8.1 of the PWS

The Contractor agrees to provide the total level of effort specified in the next sentence in performance of the work described in Sections B and C of this contract. The total level of effort for the performance of this contract shall be:

‐CLIN 0001AA CTSF Base Year One (XXXXX ‐ LOE

HOURs)

‐CLIN 0002AA CTSF Base Year Two (XXXXX ‐ LOE

HOURs)

‐CLIN 0003AA CTSF Base Year Three (XXXXX ‐

LOE HOURs)

‐CLIN 0004AA Install Yard Base Year One (XXXXX

‐ LOE HOURs)

‐CLIN 0005AA Install Yard Base Year Two (XXXXX

‐ LOE HOURs)

‐CLIN 0006AA Install Yard Base Year Three

(XXXXX ‐ LOE HOURs)

‐CLIN 1001AA CTSF Option One (XXXXX ‐ LOE

HOURs)

‐CLIN 1002AA CTSF Option Two (XXXXX ‐ LOE

HOURs)

‐CLIN 1003AA Install Yard Option One (XXXXX ‐

LOE HOURs)

‐CLIN 1004AA Install Yard Option Two (XXXXX ‐

LOE HOURs) total manhours of direct labor, including subcontractor direct labor for those subcontractors specifically identified in the

Contractor's proposal as having hours included in the proposed level of effort.

Will the government be providing the LOE hours?

The total Level of Effort (LOE) hours is as follows (based on 1920 hours per

CME):

CLIN 0001AA CTSF Base Year One

(63,360 ‐ LOE HOURs)‐ 33 CMEs

CLIN 0002AA CTSF Base Year Two

(63,360 ‐ LOE HOURs)‐ 33 CMEs

CLIN 0003AA CTSF Base Year Three

(63,360 ‐ LOE HOURs)‐ 33 CMEs

CLIN 0004AA Install Yard Base Year One

(3,3840 ‐ LOE HOURs)‐ 2 CMEs

CLIN 0005AA Install Yard Base Year Two

(3,3840 ‐ LOE HOURs)‐ 2 CMEs

CLIN 0006AA Install Yard Base Year

Three (3,3840 ‐ LOE HOURs)‐ 2 CMEs

CLIN 1001AA CTSF Option One (31,680 ‐

LOE HOURs)‐ 33 CMEs

CLIN 1002AA CTSF Option Two (31,680 ‐

LOE HOURs)‐ 33 CMEs

CLIN 1003AA Install Yard Option One

(1,920 ‐ LOE HOURs)‐ 2 CMEs

CLIN 1004AA Install Yard Option Two

(1,920 ‐ LOE HOURs)‐ 2 CMEs

PWS Paragraph 3.5

Will the Government provide information on the on‐site backup power generators? Ie Size, Make, model

Reference paragraph 3.5 (Generator management/Maintenance support), the requested support is to be provided by 1 CME (Electrician) for troubleshooting and a maintenance service agreement (to be obtained on a cost reimbursement arrangement).

Equipment on hand under PWS 3.5:

Five (5) 40KW backup generators, and one (1) 80KW backup generator.

Per PWS Section 1.5

Government Furnished

Equipment / Materials

/ Facilities, page 3

“The contractor shall provide three cost estimates to the Procuring

Contracting Officer (PCO) or designee for review and /or approval prior to purchase/lease.” Though not cited for inclusion within the Solicitation, FAR

13.202 governs purchases under

$3,000. These purchases are considered micro‐purchases and are exempt from the requirement to obtain competitive quotes or process a sole source justification (FAR 13.202).

Would the Government consider inclusion of relevant FAR Clauses allowing material purchases under

$3000.00 in support of CTSF to be completed without the requirement for three competitive bids? Yes.

RFP Section A, 1., page

“Historically, the total Level of Effort

(LOE) has not exceed 35 Contract Man‐ years Equivalents (CME). Section J. of this solicitation, Attachment 0008, CME Labor Category Descriptions for details. Do the CME quantities by job title (Attachment 0008) equate to the

“minimum” estimated FTEs required annually? Yes

RFP Section L‐18, (ii)

Volume II Cost / Price

(1) v., page 58

“For purposes of evaluation the

Government has provided Not to

Exceed (NTE) ceilings as detailed in the below paragraphs. Fee / profit is not allowable for materials, travel, and

ODCs and is not included in the

Government provided costs.

Materials: The following amounts are

NTE costs, exclusive of loadings for the effort”

‐For the base period CLIN 0003AA –

Materials: $582,658

‐For option one (1) period CLIN 1002 –

Materials : $100,996

‐For option two (2) period CLIN 2002 –

Materials: $100,996

Is the cost of expendables, materials, cleaning supplies, replacement parts built into the NTE values?

Yes

RFP section B –

Supplies or Services and Prices / Costs, CLIN 0007 CTSF

Material / Supplies /

ODC, CTSF Base

Period, pp. 7‐ 8

“The NOT TO EXCEED (NTE) ceiling for this CLIN is $1,492,722.43.” Section L‐

18. Indicates the base period CLIN

0003AA‐ Materials: $582,658. Would the Government please clarify which dollar amount is appropriate for the

Base Year Materials CLIN?

SLIN 0003AA in Section B shows a NTE amount of $1,492,722.43. This is materials and ODCs. In Section L‐18, the amount indicated for SLIN 0003AA of $582,658 should be for CLIN 0007, materials only. This is a typo and will be fixed.

Reference is made to

Multiple CTSF CLINs related to PWS para.

3.1 Facilities

Management

Reference is made to Multiple CTSF CLINs related to PWS para. 3.1 Facilities Management.

CLINs are established on a Cost Reimbursement

(NO FEE) basis for PRIME CONTRACTOR Lease of

Modular Buildings 2, 4, 6, 7, 8, 10, 12, 13, 23, 24, 25, and 30 during the CTSF OPTON PERIODS

ONE (1) and TWO (2). The government is asking that the offeror to contact the lease providers and to obtain quotations for the leasing of the buildings identified in the solicitation and provide a price for the cost of the modular building leases. Since these modular buildings are already leased in support of the CTSF, and the costs of these leases are already known to the government under the existing contract and Lease, should the government not provide this contractual dollar amount by CLIN directly to all offerors as a pre‐ filled CLIN Cost since the item is a cost reimbursement (No Fee) requirement where all bidder costs should be the same? Government provision of these defined CLIN Costs to all offerors provides equitable bid clarity across the formatted bid structure and would prevent potential ambiguity in bid evaluation.

The current leases were negotiated by the incumbent contractor, not the

Government. The lessors have agreed to transfer the leases to the new contractor. It is the responsibilty of the offerors to contact the lessors to obtain the cost of the leases.