W81XWH19R0067_Questions_&_Answers.docx

W81XWH19R0067 Questions

1. What are the number of key personnel required? Answer: No key personnel are required

2. Do you have an incumbent for this action? Answer: No incumbent this is a new requirement.

3. How many FTE does the government project will be required for purposes of developing a cost proposal? Answer: Two

4. The events requiring visual services, specifically photography and live event streaming indicated in the PWS (up to 36 events), are listed as during standard work hours, does the government expect this there ever be travel to various locations? If so, is this outside the fixed price for travel costs? Answer: No, contractors will not be required to travel

5. In 6.2.5 Developing Content Support, outside of website development and management in SharePoint, what multimedia tasks outside of presentations can offeror's expect?

Answer: They will have assignments for photography, videography, graphic illustration, they will assist with entering work requests, and they will help develop infographics and other communications products.

6. Are there any limitations in office space or the number of desks for contractor staff under this program? Answer: No. Contractors will be have individual workspaces

7. Will the staff on this program be co-located in the same office area? Answer: Contractors will work along with civilian employees within the same cubical work spaces and areas.

8. Are resumes or biographies of proposed personnel desired by the government to demonstrate relevant technical experience and expertise? Answer: They need to have technical proficiencies in Adobe Creative Cloud software and contemporary multimedia product development. They need to be able to complete any assignment from graphic design, animated illustrations, video production and character generation. They need to be able to manipulate professional camera types, sound equipment, and any other video system common to a multimedia professional. But no resume are expected by the Government.

9. Are all assigned contractor staff expected to provide support from 0745 to 1630, or is shift assignment acceptable? Answer: Expected to work 8 hours within the established hours of operation which are 0730-1700. They may select arrival time and departure time within those parameters.

10. How will work requests be assigned among the civilian staff and contracted staff under this program? Answer: See answer to question 28

11. Will any of the PWS tasks (6.2.1 to 6.2.5) be performed in conjunction with government civilians (e.g., team-based projects)? Answer: Yes

12. For PWS task 6.2.1, will a contracted staff member be required to be at their assigned desk to answer all calls from 0745 to 1630? Answer: No. The contracted staff like civilian staff will use their phone to correspond with their assigned customers and to occasionally route calls to the proper POCs. At times assist customers with entering work orders via the automated system. Otherwise, they can schedule their time for consultations, and perform the work necessary. They must be responsible to answer calls/voicemails.

13. For PWS task 6.2.2 and 6.2.4, is professional photography expertise or experience desired? Can “high-quality” photography be performed by a part-time staff member?

Answer: The contractors should have a full range of skills related to multimedia production and technical skill.

14. For PWS task 6.2.5, what graphic and multimedia software tools are available for contracted staff? Answer: Adobe Creative Cloud

15. Please clarify the evaluation criteria for Factor 3: Past Performance - Relevancy Ratings. It appears the "Very Relevant" rating is duplicated at the top and bottom of the scale. Answer: correct it was a duplicate please see revised scale factor 3

16. According to the Solicitation, section titled Addendum 52.212-1 Instructions to Offerors, the table on pages 14 and 15 of 68, describes the three volumes required for the complete submission of an offer for this solicitation: Volume I Business Proposal, Volume II Technical Proposal, and Volume III Past Performance. On page 15, the contents of Volume I Business Proposal include a cover letter, SF1149, Acknowledgment of Solicitation Amendments, Representations and Certifications, Dun & Bradstreet Number (DUNS)/Cage Code/Tax ID Number, Statement of Methodology and Assumption, and pricing. However, under section (2) (H), the description of contents for the pricing volume directs us not to address pricing and certifications/representations separately from that submitted in Volume IV – Price Proposal and to include pricing in Volume I only.

Would the Government please confirm the names and the number of volumes required to submit a complete offer. If a Volume IV – Price Proposal is a required, please clarify the required contents and the required contents of Volume I – Price Proposal. Answer: Volume I shall include a statement of the methodology and assumptions utilized as the basis for pricing the services to include all A- H requirements. Volume IV should be a excel spreadsheet or PDF that breaks down the cost being proposed for this requirement i.e. labor category, hourly rate, G&A, overhead…exc.. as well as a total for each year and the total overall costs.

17. Please clarify the Period of Performance for the base and each option period. The Solicitation document on page 8 of 68 under delivery information identifies the Period of Performance for CLIN 0001 Base year to be July 15, 2019, to July 15, 2020. In the PWS under 4. Period of Performance it identifies the base period as June 11, 2019, to May 31, 2020. Answer: CLIN 0001 Base year to be July 15, 2019, to July 15, 2020 PoP removed from PWS.

18. Please identify the current or historical level of effort for Full-Time Equivalents (FTEs)? Further, clarify the current or historical level of effort by the PWS area. Please quantify each tasked requirement in the PWS in order for offerors to be able to price the requirements. For example, for the Administration Support requirements are not quantified enough for a contractor to price out how many man hours are required to answer an unknown amount of phone calls, customer inquiries, work requests, orders, and supplies. Please provide either the number of man hours needed to meet the requirement or please quantify the number of phone calls, customer inquiries, work requests, orders, and/or supplies. Please also quantify the work requirements and/or man hours needed for each of the PWS specific tasks? Answer: There is no historical level of effort since this is a new requirement. Vendors are to propose the level of effort that they think will fill the Governments needs according to the PWS tasks. Please reference attachment 10 LOE estimate

19. Please confirm that the Government will provide all equipment for the event support tasks. Answer: Yes, confirmed.

20. PWS Section 6.2.1 Administrative Support, under subsection 6.2.1.6, the Contractor is required to track hours and supplies in order to track and allocate costs to customers. The contractor shall use a work order management system. Please clarify if there is currently a work order management system in place or is the contractor required to implement a work order management system? Answer: See answer to question 28.

21. According to PWS Section 6.2.1 Administrative Support, under subsection 6.2.1.6, the Contractors is required to operate SharePoint digital signage systems to include, developing advertisements, graphics, etc. to put on the signs, and remotely manage the desktop interfaces controlling up to 20 different IP based digital signage machines. SharePoint access shall be supplied by the government. Please confirm there is an existing SharePoint digital signage system in place or if the contractor is required to develop the system. Answer: The system is in development internally. Personnel will just need to be able to use it. Training will be provided.

22. Regarding FAR 52.204-14, 52.222-41, and 52.222-43, Please confirm that the intent is to incorporate the Service Contract Act (SCA) and if so, which Wage Determination labor categories are applicable to the procurement. Answer; that depends on what labor category an offeror is proposing.

23. With regard to PWS, Section 6.1., Objectives, Visual Information services are currently being provided by civilian staff, however our support requirements are expanding and require additional multimedia specialist:

· Will the government provide information on the current staffing and productive labor hours for operating the Visual Information Services? Answer: no this is a new requirement

· Will the government provide the estimated additional productive labor hours required for the additional multimedia specialist(s)? Answer: Yes see attachment 10

· Please confirm that the government intends to keep current staffing in place and that this contract intends to supplement current staffing with the addition of multimedia specialist hours. Answer: Confirmed. You are augmenting our current staff due to increased workload.

· Please confirm if it is acceptable for the contractor to propose other labor categories in addition to multimedia specialist to support the specific tasks and responsibilities. Answer: Contractors are to propose whatever labor mix they feel will best accomplish the tasks listed in the PWS.

24. Please provide additional information about the Event support requirements.

· How many cameras are operated for each event support? Answer: Depends on the event. Contractors must be flexible and professional. Their experience should account for this.

· Does each camera require a different operator, or can one person operate multiple cameras, as such in a remote camera system? Answer: This depends on the event, but the contractor will supplement the civilian staff.

· Please clarify the requirement to provide music and audio support. Is this for the auditorium and for the recording or just for the recording? Is the contractor to have a bed of music for events? Will the government be providing music for each event? Answer: We will provide music. It’s for multiple situations employing basic av skills to provide av support at events.

· Will the contractor be recording the event AND running the content for the screens? Answer: No.

· Is the requirement for 6.2.4.1.2 the same as 6.2.2.1.4 or are these separate photography requirements? Answer: Separate.

· What is the average length of time for the 36 events? Answer: 36 hours., one hour per event

· How many personnel are historically used for event support? Answer: Two people minimum should be supporting large events with the need for simultaneous video recording and photography coverage. More may be necessary but staffing will consist of a mix between civilian and contract staff as needed.

· What is the average amount of days required for event support including setup? Answer: 1 max.

· Will all the events occur in the same location or various locations? Answer: Events will take place on WRAIR campus. They may be in different rooms such as the auditorium, or in a laboratory, but all will be on campus.

· Is any travel included in the event support? Answer: No.

· If travel is required, will the contractor also be required to pack, manage, and travel equipment such as cameras, audio systems, etc.? Answer: Contractors will not travel.

· Please provide additional information concerning the requirement to supply music. Answer: The Government will supply the music for events.

· Is the music anticipated to be recorded or live? Answer: recorded.

· If recorded, should license fees be anticipated? Answer: No.

25. The RFP indicated a FFP contract, and the PWS requires work hours reported in the invoices. Will the contract be Firm-Fixed Price or Firm-Fixed Price Labor Rate? If it's a Firm-Fixed Price Labor Rate, will a flex schedule be considered / allowed? Will overtime be allowed under the contract? Answer: This is a FFP contract no OT or labor hours will be required.

26. Will the contractor Project Manager be billable to the contract? Answer: unless you are proposing a Project manager as a full time position for this contract, usually those cost are under a business’s overhead.

27. What software and hardware will be transitioned? Answer: All software, hardware will be provided by the Government.

28. Is there historical data and how is that stored and managed? What are the requirements for the Contractor system for data management? Answer: The Government uses a Work order management system. Work orders are received by the Visual information Manager and they are assigned. From there the contractors will keep track of their assignments, hours, use of supplies, etc using this same system.

29. What types of work products does the Government anticipate? Answer: Multimedia products. Standard products that can be generated with those with the proper training in video, graphic design, etc. These positions are content creators.

30. What kind of metrics / data regarding types of calls, number of inbound calls received daily, weekly, monthly? Outbound calls? What is the historical volume of calls, and what is the forecast of call volume? (Will help to determine # of FTEs required during work hour, peak / non-peak hours[v1] ) Answer: Basically, use a phone to receive and deliver correspondence related to assigned projects. This is not a call center.

31. Any specific metrics regarding First Call Resolution (FCR)/Abandoned Call Rate/Avg. Speed of Answer (ASA)/Avg. Handle Time (AHT)? Are these metrics requirements; QASP only states quality level of 99.9% required? 99.9% of what reference? Answer: the contractor needs to know how to use the phone to send and receive communications regarding project details, requirements scope, etc. In this case the phone is a common tool for communicating project details, etc. We are not a call center. They are expected to return calls and check voicemails.