Attachment_E_ACES_Questions_and_Answers_rev1.pdf

Solicitation W9124J-16-R-0091

U.S. Army Continuing Education Services Support Question Solicitation

Reference

Document

Page Question Response

1. Price

Evaluation

Factor

67 Price Evaluation Factor (page 67 of RFP): The RFP indicates that “the Government will determine whether prices are fair and reasonable.” We respectfully recommend that the government also incorporate into its price evaluation: 1) Cost Realism and 2)

Unbalanced Pricing. Without these factors, the government will be unable to control unrealistically low prices that reflect a lack of understanding of the requirements, and the risks inherent in proposed technical approaches and staffing levels that may result from such low pricing. In this regard, we respectfully point to the Army’s recent experience with a major procurement, where publicly available information suggests that an award was made at a significant lower price than the prior contractor’s price, resulting in a substantial reduction in staffing levels which may pose the risk of mission failure to the government. Can the government consider adding: 1) Cost Realism and 2) Unbalanced

Pricing to the Price Evaluation Factor?

Significantly lower priced offers will be reviewed through the offerors technical approach and a Contracting Officer responsibility determination per FAR 9.1--Responsible

Prospective Contractors

2. Proposal

Preparation

Instructions

55 Section L (Part C. Proposal Preparation Instructions), item b.1 Volume II—Technical Capability Volume (Factor 1), states that “Your responses will be evaluated against the Technical factors defined in Addendum to FAR 52.212-2: Evaluation

Factors for Award.” However, item c. Volume III – Price (Factor

2). Does not reference the same FAR clause with respect to price which requires the following (emphasis added):

“2.4 Factor 2 – Cost/Price The Offeror’s price proposal will be evaluated for award purposes by adding the total price for basic requirements (basic award) and all options. The

Government may determine that an offer is unacceptable if option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (a) Total Evaluated Price. Price analysis will be performed to determine the reasonableness of the Offeror’s price proposal. Reasonableness will be based on the total evaluated price. The total evaluated price will be calculated as the sum of the Estimated Total Price for all the Contract

Line Item numbers (CLINs). (b) Reasonableness. The proposed prices will be evaluated for reasonableness.

Analysis of cost/price proposals will be performed using one or more of the techniques defined in FAR 15.404 in order to determine price reasonableness. Reasonableness must represent a price to the

Proposals from Offerors will be evaluated in accordance to FAR

15.404—Proposal Analysis. RFP has been updated in c.

Evaluation Criteria (3) Volume III – Price (Factor 2).

Government a prudent person would pay in the conduct of competitive business. Normally, price reasonableness is established through adequate price competition, but may also be determined through cost and price analysis techniques as described in FAR 15.404. (c) Unreasonable costs or Prices.

Unreasonable proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from competition, either on the basis that the Offeror does not understand the requirement, or the Offeror has made an unreasonable proposal. (d) Unbalanced Pricing. Offeror’s are cautioned against submitting an offer that contains unbalanced pricing. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly over or understated as indicated by the application of cost or price analysis techniques. The Government shall analyze offers to determine whether they are unbalanced with respect to separately priced line items. Offers that are determined to be unbalanced may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.”

Can the government include reference to these evaluation factors with respect to price evaluation in the subject RFP?

3. Publicly available information (e.g., Federal

Procurement Data System [FPDS]) does not indicate that for the subject ACES requirement, the incumbent contractor received a 6-month extension for the period

29 September 2016 to 28 March 2017 with an increase/change in the scope of the additional requirements and associated levels of service. The dollar value of this extension is not disclosed in

FPDS. Can the government please provide the total dollar value of the 6-month extension to all offerors? Are there more possible adjustments/modifications pending for the six-month extension?

W9124J-13-C-0032-P00010 was the exercise of 52.217-8 for a period of 6 months performance valued at $4,736,298.58.

W9124J-13-C-0032-P00009 was skipped for administrative purposes for a glitch in the Army’s Procurement Writing

System. The Government cannot disclose at this time any pending Modifications as it relates to this procurement

4. Instructions to

Offerors

64 The RFP Section L (Instructions, Conditions and Notices to

Bidders) and Section M (Evaluation Factors for Award) do not include any requirements for either Corporate Experience or Past

Performance which are standard requirements in most Army (and

DoD) RFPs similar in scope, magnitude and complexity to the subject RFP. Can the government consider adding these requirements in Sections L and M. Otherwise, how is the

Offers will be reviewed through the offerors technical approach and a Contracting Officer responsibility determination per FAR

9.1--Responsible Prospective Contractors government going to determine the ability of offerors’ capability to meet mission requirements on a complex mix of requirements as that detailed in the RFP and associated PWS?

5. Instructions to

Offerors

55 Section L (Part C. Proposal Preparation Instructions) states that

“text shall be a minimum font size of 10”. However, the same paragraph, when describing the limitations for headers/footers etc. stated that these “are not bound by the 12 font size”. Can the government please clarify whether the minimum font size for text is 10 point or 12 point?

RFP Section L has been corrected to ‘10’ Font

6. Instructions to

Offerors

55 Section L (Part C. Proposal Preparation Instructions) requires redacted copies wherein “All company names and logos, individual names, and pricing should be removed within the redacted copies of the proposal. The intent of the redaction is to exclude any information that would identify the vendor. Failure to conform to this requirement could result in being eliminated from the competition on grounds of being non-compliant.” In this regard, please clarify/confirm the following:

Key Personnel resumes: While it is understood that the individuals name (and of course current company information) will be redacted, does this extend to prior employment information (i.e., does the identity of all prior employers of Key

Personnel also need to be redacted)?

Volume I (General Information): Please confirm that the redaction does NOT apply to Volume I (General Information) since this volume will contain the signed RFP SF 33, amendments thereof, etc. wherein original offeror name, signatures etc. must be included to make these documents legally binding?

Key Personnel Redaction does not apply to prior employment information but does apply to the individual name submitted and current company.

The Government has requested an original copy(not redacted) and copies redacted

7. “Exempt”

Employees, DOL rule that takes effect 1

December 2016

The DOL has issued a final rule that takes effect 1 December

2016 (https://www.dol.gov/whd/overtime/final2016/) that requires “Exempt” employees to be paid a minimum annual salary of $47,476. The RFP has specified some of the labor categories as Exempt (e.g., Counselor Support Personnel, Instructors, and Career Skills Program Installation

Administrators). Can the government please acknowledge its understanding of this DOL rule, and its understanding that all exempt employees must be compensated at the minimum specified level of $47,476 per year?

The Government does recognize the current change in DoL and will follow the regulations and policies (as applicable) of the

Service Contract Act.

8. Our firm is interested in this effort, can you tell me who the incumbent is?

MES, Inc.

https://www.dol.gov/whd/overtime/final2016/

9. Would you be able to provide the total dollar value of the six month extension on the incumbent contract (W9124J-13-C-0032) from September 29, 2016 to March 28, 2017?

W9124J-13-C-0032-P00010 was the exercise of 52.217-8 for a period of 6 months performance valued at $4,736,298.58.

W9124J-13-C-0032-P00009 was skipped for administrative purposes for a glitch in the Army’s Procurement Writing

System.

10. Is the incumbent eligible to recompete for this solicitation? All offers will be considered in accordance to the terms and conditions of the RFP

11. Please share the total number of FTEs funded to date under the current contract award.

Please use the provided workload estimate.

(Technical_Exhibit_1_Workload_Estimate_(V_2)rev1.xlsx)

12. Is the Government willing to fund additional key personnel if the

Contractor is able to demonstrate how such personnel offer best value?

Offerors should include all information in their proposal to demonstrate how they meet the government’s requirements.

13. PWS

Contractor –

Furnished

Property and

Services

26 Attachment A - Part 4, Page 26 - Can you provide a list of currently supplied Contractor Equipment?

IAW with PWS workspace, computer, printer access , monitor, desk phone

14. PWS

Automation and

Technology

Support

30 Attachment A - Part 5.3, Page 30 - Can you provide a listing of the names of the IT system that will require support by the Help

Desk personnel? Will the government require Tier 1, Tier 2 and

Tier 3 Level support?

The government is not asking for help desk personnel but automation and technology support for the software programs utilized for Army ACES program(MS Office Suite, GoArmyEd, SharePoint, Customer Management Tool, TAP XXI, Army

Career Tracker)

15. PWS

Required Plans and Reports

37 Attachment A - Part 5.9.7, Page 37 - Is there a current Site

Management Manual that is being utilized that can be amended and revised or will this Manual need to be created from scratch?

There is not a site management manual, but there will be SOPs for each CLIN. Site Management Manual is the vendor’s responsibility.

16. Will the winning respondent be required to hold a Secret Facility

Clearance?

Yes

17. Does training already exist for required staff, or will the

Contractor be expected to develop and provide such training, including using on-line resources?

SOPs for each CLIN will be provided for each CLIN. See para

1.5.1 for training requirement

18. Technical

Exhibit

Workload

Estimate

Technical_Exhibit_1_Workload_Estimate_(V_2) - The

Operating Hrs/Yr for Reception & Admin in Yuma is listed as

832. Is this correct?

Yes, 4 hrs /day x 4 days/wk x 52 weeks = 832 hrs per yr. Need to be sure to check operating hours column to note estimated hours/days of operation.

19. PWS

Career Skills

Program

Installation

Administrator

33 PWS pages 33 – 35: Are the Career Skills Program Installation

Administrator duties (5.7 thru 5.7.22) <AND> the Functional

Analyst duties (5.8 thru 5.8.6) part of the incumbent contract, or are these new tasks?

CSPIAs are part of the current contract.

Functional Analyst are not part of the current contract (New

Task).

20. Is the current required Health and Welfare rate currently $4.27 per hour

Yes

21. PWS

Contractor

Qualifications

13 PWS 1.6.13.3.8 Functional Analyst. SCA Applies; DoL Title &

Description is: Functional Analyst. Please note there is no

Functional Analyst in the Wage Determination Guide. There is

The Government requires a Functional Analysts for performance based services. Refer to the CLIN description

Computer Systems Analyst I, II, and III. <OR> Marketing

Analyst. Can you please clarify?

providing functional tasks required of the Functional Analyst

Offerors are requested to propose

22. How many positions – if any – does the Army anticipate will require a Secret security clearance?

1, for the Security Manager Corrected, there is no Secret

Clearance required and all NACI and NACLC background requests will be processed and coordinated through the COR with Installation Security Manager

23. PWS

Supplies or

Services and

Prices

2 Is offeror required to complete Section B? Yes. This shall match the offerors price as completed in

Attachment D

24. Is the offeror required to complete

Attachment_C_Proposed_Staffing_Worksheet?

Yes

25. Technical

Exhibit 1

Workload

Estimate

Is the offeror required to use the hours listed in the Operating

Hrs/Yr column in the

Technical_Exhibit_1_Workload_Estimate_(V_2) for pricing purposes?

Yes

26. How will the government ensure that all offerors cost proposals are compliant with the Service Contract Act?

Offerors are reminded that the offer must comply with all terms and conditions of the RFP. If determined there is non-compliance the offer will not be considered for award.

27. Instructions, Conditions and

Notices to

Bidders

Is a Past Performance Volume required? Section A.1 of the

52.212-1 Addendum (Proposal Submittal and Inquiries) under

Section L (Solicitation/Proposal Requirements) includes a reference to past performance but Section C of the Addendum does not list past performance as a volume.

Past Performance in Section A.1 of the 52.212-1 Addendum

(Proposal Submittal and Inquiries) has been deleted

28. Volume III

Price (Factor 2)

Will the government provide the most recent WD SCA listing for the locations included in the solicitation?

Already in the solicitation in Attachment A ACES PWS

29. Technical

Exhibit 1

Regarding Technical Exhibit 1, does the operating hrs/yrs of

2080 include 10 federal holidays as operating hours/yr? Will facilities be open during holidays or weekends to achieve the operating hours of 2080 annually? Are contractors to determine the proposal labor hours by each location based upon the operating hours/yr total?

Q. Do the operating hrs/yrs of 2080 include 10 federal holidays as operating hours/yr?

A. Read para 1.6.3 and 1.6.4

Q. Will facilities be open during holidays or weekends to achieve the operating hours of 2080 annually?

A. Technical Exhibit 1 notes Garrison hours of operation

Q. Are contractors to determine the proposal labor hours by each location based upon the operating hours/yr total

A. Yes

30. PWS

General

Information

What are the security clearance requirement for each of the labor category specified in PWS section 1.6.13.3

NACLC investigation is required for the Automation and

Technology Technician. A NACI investigation is required for all other positions.

31.

The government has only provided historical work load data which provides an unfair competitive advantage to the incumbent. Kindly provide us the most recent work load data along with number of FTEs supporting this workload in each location. This will put all competitors at an even playing field.

Technical Exhibit #

Workload data is the estimated workload required. Offerors determine proposed level of service under performance based support.

32. What are the software tools the government is providing to the field now to support this Program.

MS Office Suite, GoArmyEd, SharePoint, Customer

Management Tool, TAP XXI, Army Career Tracker

33. PWS

General

Information

15 Per PWS 1.6.13.3.7 Career Skills Program Installation

Administrator is a SCA Exempt position. Bu the government has provided the DOL SCA mapping. Please clarify if this position is

SCA or Exempt.

SCA Exempt

34. PWS

General

Information

Please confirm that the PM and ALT-PM are exempt positions.

Also are they required to be located in San Antonio, TX.

PM and ALT-PM are exempt. No, Offerors determine proposed level of service under performance based support.

35. PWS

General

Information

Is the security Manager an exempt position?

Yes

36.

Is the government looking for a 60 day phase in for CONUS and

90 day phase in for OCONUS? Please clarify

60 days for CONUS and OCONUS

37. Technical

Exhibit C

In CLIN description Technical exhibit C Base period says 10 months for CLIN 001. Is this because of the 2 month phase in?

Also we assume incumbent is responsible for Program performance during phase in. Please confirm.

Yes, Yes

38. PWS

General

Information

In the PWS under 1.1.1 the government states” The contractor is not required to deliver services at locations in italics in the Army

Education Support Locations as depicted below.” In the Propose staffing plan template a row is provided for each of the italicized locations. Please confirm that these rows should be zeroed out.

Yes

39. PWS

Proposal

Instructions

55 Para C.2.c.3 – What is the font size requirement? It states both 10 point and 12 point.

RFP Section L has been corrected to ‘10’ Font

40. PWS

Proposal

Instructions

55 Para C.2.c.2 – How would the Government like companies to redact the pricing volume?

The Government has requested an original copy (not redacted) and copies redacted. All company names and logos and individual names should be removed within the redacted copies of the proposal. The intent of the redaction is to exclude any information that would identify the vendor.

41. PWS

Proposal

Instructions

56 Para C.2.c.2 – How should companies represent themselves since company names will be redacted?

The Government has requested an original copy (not redacted) and copies redacted

42. Attachment C – the Government is requesting staffing be rounded to the nearest quarter, half or whole. Attachment C is not conducive to that content. What the attachment is asking is the number of people, both full-time, and part-time (i.e. if a site required support of 1.4 FTEs, that would be represented as 1 full-time and 1 part-time). Could the Government provide clarification?

Government is requesting staffing be rounded to the nearest quarter, half or whole.

The government expects a FT position to be 2080hrs per yr/40 hours per week.

43. Technical Exhibit 1/Attachment C/Attachment D – The

Government is requesting staffing be rounded to the nearest quarter, half or whole. Since the numbers used in Attachment C are derived from Technical Exhibit 1, does the Government expect offerors to round the CMEs provided in TE 1 to the nearest quarter, half or whole? If this rounding methodology is to be used for determining the total support, how would offerors represent that since the total hours required is already inserted into Attachment D?

Yes, the Government expect offerors to round the CMEs provided in TE 1 to the nearest quarter, half or whole.

Attachment D refers to pricing not CMEs

44. Attachment A Is there a requirement for support at Fort Draper? That site is listed under Attachment A

No, installations noted in Italics are not required support at the location.

45. PWS

General

Information

13 What is the SCA equivalent for the Functional Analyst? The

Functional Analyst category, as stated in PWS Para 1.6.13.3.8.

There is not a SCA equivalent, this position is SCA Exempt.

Offerors shall utilize all resources available to submit the offer as performance based in order to submit a technically acceptable offer IAW the terms and conditions of the RFP. Other resources not endorsed by the Government that could be used is payscale.com to determine salary and job description.

http://www.payscale.com/research/US/Job=Functional_Analyst/

Salary

46. PWS

Contractor

Qualifications

15 What is the Automation and Technology Technician level under the WD? There are 5 levels for the Personal Computer Operator category.

Computer Operator III https://www.dol.gov/whd/regs/compliance/wage/SCADirV5/SC

ADirectVers5.pdf page 51

47. PWS

Contractor

Qualifications

Can the Government reconfirm the WDs provided in Attachment

A? Some of these WDs provided are archived and are not current according to the Department of Labor.

Reconfirmed, government found all WDs in https://www.wdol.gov/sca.aspx updated PWS to show changes

48. The Government is providing a man year as 2080 hours. Is this inclusive of holidays and vacation, or exclusive?

Yes, IAW para 1.6.3 and 1.6.4

49. PWS

Contractor

Qualifications

15 In paragraph 2.C.2.c.4, it states that the QCP (as outlined in the

PWS paragraph 1.6.1) is exempt from the page count. Is a QCP required to be included in submission?

See 52.212-1 ADDENDUM…C. Proposal Preparation

Instructions 3.b.6.a.

PWS 5.9.4 Quality Control Approach and Plan.

The Offeror shall submit their Quality Control approach that addresses all QC areas identified in the PWS with its approved proposal. Five days after contract award, the Offeror shall http://www.payscale.com/research/US/Job=Functional_Analyst/Salary http://www.payscale.com/research/US/Job=Functional_Analyst/Salary https://www.dol.gov/whd/regs/compliance/wage/SCADirV5/SCADirectVers5.pdf https://www.dol.gov/whd/regs/compliance/wage/SCADirV5/SCADirectVers5.pdf https://www.wdol.gov/sca.aspx develop and submit a Quality Control Plan to the Contracting

Officer.

50. In Section L, Volume II, Subfactor 2, What type of Mobilization and Demobilization procedures is the Government asking for?

The Offerors Mobilization and Demobilization procedures in order to be Full Operational Control within 60 days to all installation sites offeror personnel will be located under this

RFP for ACES support

51. Could the Government explain the phase-in for the base year.

Who will be performing the services during those 60 days, the incumbent contractor or the new contractor? If it’s the incumbent, wouldn’t the hours be less since services are only required for 10 months?

This question is correct. The base year hours required for the

PoP of 10-months has been changed on Technical Exhibit 1

Workload Estimate to reflect updates in each CLIN for

"Operating Hrs./Yr.” based on the 60-day phase-in.