Questions and Answers.pdf

Questions and Answers

RFP W9124N21R0007

DLIFLC Audio-Visual Services

1. Will the government please confirm that the California AB5 Gig-Worker Law applies?

AB5 enacted January 1, 2020 changed the rules employers must use to determine whether workers are employees or independent contractors ("ICs") in the state. This would mean all personnel working on the contract would need to be employees or subcontractors and not ICs.

ANSWER: The Government believes California AB5 Gig-Worker Law applies. However, it is the offeror’s responsibility to study the law and comply in accordance with the specified terms of their offer.

2. Section L: Are all subcontractors required to be registered in SAM.gov?

ANSWER: Yes, they are all required to be actively registered in SAM.gov.

3. Will the government please confirm the base PoP start work date is 18 July 2021?

ANSWER: Yes, the start date is correct on the request for proposal and is July 18, 2021.

4. Will the government please confirm that there is no phase in period prior to the base PoP starting?

ANSWER: There is no phase-in period prior to the contract start date.

5. Section L: Will the government please clarify where the numbers 32 hours and 16 hours for the T&M CLINs came from and if that is what the contractor should use in these CLINs?

ANSWER: The hours listed are the government’s annual estimate and should be used by contractors to price the T&M CLINs in section B of the request for proposal.

6. PWS Section 1.6.10: Will the government please clarify the contractor facility requirements for clearances?

ANSWER: This contract does not require a secret clearance or the completion of the Department of Defense Contract Security Classification Specification.

7. PWS Section 3.4: Will the government please provide the ceiling rates mentioned, as no ceiling rates or not to exceed rates are provided in section B?

ANSWER: We will not be providing the ceiling rate or not to exceed cost. Section B should be completed by the contractor. The chart in section L.2 under Volume III of the request for proposal shall be used to calculate the cost once the contractor has input the fully burdened labor rate.

8. PWS Section 3.4: Will the government please clarify which technical exhibit as there is no technical exhibit 6 provided?

ANSWER: The PWS had been modified to update section 3.4 language to reflect the correct exhibit, which is technical exhibit #5.

9. PWS Section 4.3: Will the government please provide vehicle requirements IE miles historically per month or per year?

ANSWER: Government owned vehicles will not be provided, but it is estimated that the contractor will travel approximately 10 miles per month to local events.

10. PWS Section 4.3: In which cost CLIN would the government like to see the break out of vehicle costs as this is a non-labor item and there is no applicable CLIN?

ANSWER: All overhead and non-labor expenses shall be included in the proposed firm-fixed price for the applicable CLIN(s).

11. PWS Section 4.3: Is it the contractor’s responsibility to provide all computer and software required for both still photography and video editing and production? Will these systems be allowed on a government network for Internet connectivity and if not will the contractor be allowed to provide a Wi-Fi device to have Internet connectivity to programs like Photoshop?

ANSWER: Yes, it is the contractor’s responsibility to provide the software necessary to complete the tasks. Contractor owned computers cannot connect to the government network. We expect that the contractor will be able to communicate with the Government assets to deliver digital photos.

12. PWS Section 5.1.1: Is it the contractor’s responsibility to provide all printing material printer paper and ink to support this task area and technical exhibit 1 or will this be government provided?

ANSWER: Yes, PWS section 4.3 states that the contractor shall provide a computer and necessary software for the production of photography products.

13. PWS Section 5.2: Is it the contractor’s responsibility to provide all DVDs to support this task area and or will this be government provided?

ANSWER: Yes, it is the contractor’s responsibility to provide materials and equipment to meet the deliverables in the performance work statement and that are not listed in Technical Exhibit 5.

14. Under Section L - Management and Staffing: List type of personnel proposed by the task of the PWS; include the labor hours proposed per labor category for each of the PWS tasks (the staff matrix format required in Volume 3 may be used here).

Is the excel spreadsheet provided by the government mandatory to use? If so, how far does the government want the spreadsheet broken down? Is the breakdown at the main Specific Task level, i.e., 5.1, 5.2, 5.3, 5.4, 5.5, 5.6, and 5.7?

ANSWER: The spreadsheet is a format that can be used or the contractor can provide their own format as long as the information in the Staff Matrix format is provided. The tasks only need to be broken down to the main task level as identified in the question.

15. Section L - Volume III, General and Price Response: The government provides a table that identifies PWS tasks and an Hours estimate. Is the number provided an annual estimate?

ANSWER: The table provided is an annual estimate for each period of performance for the time and materials CLNs. (See response to question #5 above.)

16. Will the government be providing an SF 1449 for completion by offerors?

ANSWER: No, IAW FAR 12.603(b): When using the combined synopsis/solicitation procedure, the SF1449 is not used for issuing the solicitation.

17. Is this a new requirement or a re-competition of a existing contract(s)? If it is an existing contract will you provide the contract number(s)?

ANSWER: This is a re-compete of a previous contract, W9124N19C0002, and the information can be found on public websites.

18. As this contract is subject to SCLS will you provide current labor categories to ensure compliance?

ANSWER: It is the offeror’s responsibility to analyze the PWS and determine the types of labor categories they feel are necessary to meet the requirement in the PWS.

Additionally, the offeror will need to specify if the Services Contract Labor Standards are applicable or exempt.

19. To assist in competition will you provide historic staffing levels?

ANSWER: In a performance based service, firm-fixed price environment, it is not appropriate for the Government to provide level of effort information. It is the offeror’s responsibility to analyze the PWS and determine the number of personnel they feel are necessary to meet the requirement in the PWS.

20. PWS 5.5.1: Can you provide additional information as to the historic, approximate, or anticipated scope of this PWS section?

ANSWER: Task 5.5 is a cost reimbursable, time and materials CLIN and the government provided an estimate of $1,000 for materials and 16 hours per year for this task. The contractor will provide the fully burdened labor rate according to the table in section L.2 of the request for proposal. For Example (16 hours x labor rate) + $1,000.00 = Total Cost

21. PWS 5.5.2: Can you provide more detail on the scope of the repairs the contractor is to provide? What determines when it is contractor responsibility or a factory serviceable item? Is board-level electronic repair required?

ANSWER: The repairs are generally bulb replacements and equipment adjustments. If the equipment becomes unserviceable, the government will replace the equipment.

22. The GFE listing appears to be older equipment and parts may not be readily available for equipment 10-65 year old, and expensive due to limited demand. Is the GFE listing complete and up to date? Is the government planning a refresh to the GFE?

How often does the government refresh the equipment?

ANSWER: The equipment list is estimated and not exact. Equipment will be refreshed by the Government when it becomes unserviceable and as needed.

23. If this GFE needs to be replaced due to failure or age, would the Government replace the current GFE or would the contractor be expected to replace?

ANSWER: The government will pay to replace the equipment, as needed.

24. PWS 5.7.2: The table lists 45 monthly presentations to be supported. Since work is spread over multiple buildings there could be staffing conflicts if not properly supported.

Can the government provide more information so we can determine the proper staffing levels such as the anticipated simultaneous events the government requires support for? How many staff generally support these events?

ANSWER: Historically, there have not been any conflicts or issues. The contractor will be available to help the presenters and to ensure the equipment is working properly and ready. The contactor does not need to be on site the entire presentation. The contactor should be ready to move from site to site throughout the day.

25. PWS 5.1.4: The workload is over 30k photo sessions and the GFE list has only 2 D800 cameras. Generally, it is a good practice for each photographer has two cameras to have one and a backup or a different lens for rapid access and flexibility. For a single photographer, this comes to 5.64 minutes per session without considering setup, travel, or other non-productive time. This time allotment obviously doubles with two photographer, which is still somewhat unrealistic. Can the government provide additional information so we can resolve this disparity in our estimating?

ANSWER: The contractor should supply or supplement the government equipment to meet the full needs of the contact.

26. GFE states that “one each” windows computer will be provided. How many are currently provided?

ANSWER: The contractor supplies most of the computer equipment with exception to the one computer used to communicate on the NIPR net.

27. There appears to be only one video camera and no editing workstation. Is this correct?

ANSWER: The contractor supplies the video editing equipment.

28. Is the contractor to provide all printer supplies?

ANSWER: Yes, the contractor will supply the printing supplies

29. Does the government provide all DV tapes and other supplies?

ANSWER: No, the government does not provide any of the supplies

30. How is the HDV footage currently edited? How is it transferred and what NLE system is used – we assume PC/Premiere.

ANSWER: Video is recorded in 4K. Final products shall be scaled down to HD for distribution. Footage is stored on memory cards and transferred via card reader. The NLE is Blackmagic Resolve version 17 (currently). Premiere CC has proven to be unreliable with 4K footage.

31. Are contractor provided trucks or vehicles traditionally been required? If so what?

ANSWER: The contractor’s transport themselves to local events and the government does not provide transportation.