MODIFICATION
R -- Preseparation Seminars for Separating and Retiring United States Coast Guard Military Personnel
- Notice Date
- 1/14/2004
- Notice Type
- Modification
- Contracting Office
- DHS - Direct Reports, United States Coast Guard (USCG), Commandant (G-ACS), U.S. Coast Guard Headquarters, 2100 Second St., SW, Washington, DC, 20593-0001
- ZIP Code
- 20593-0001
- Solicitation Number
- DTCG23-04-R-PPA001
- Response Due
- 1/23/2004
- Archive Date
- 2/23/2004
- Point of Contact
- Sandra Queen, Contract Specialist, Phone 202-267-2482, Fax 202-267-4019, - Cecelia Royster, Contracting Officer, Phone (202) 267-2525, Fax (202) 267-4019,
- E-Mail Address
-
squeen@comdt.uscg.mil, croyster@comdt.uscg.mil
- Description
- MODIFICATION 0002. The purpose of this modification is to answer questions received from offerors. The following clauses are being added: 1252.215-70 KEY PERSONNEL AND/OR FACILITIES and ADDENDUM TO TAR CLAUSE 1252.215-70 ? KEY PERSONNEL AND/OR FACILITIES. The Coast Guard will not accept any more questions after January 20, 2004. 1. QUESTION: Please clarify that the maximum order is 35 workshops per year not 35 workshops over the life of the contract. ANSWER: The maximum order quantity is 35 per year. 2. QUESTION: As a company that frequently performs workshops on military bases, including Coast Guard bases, it is our experience that laptops and LED projectors are usually provided by the base. Using equipment already available on base could significantly help reduce the cost of this contract as LED projectors and laptops are expensive to purchase or lease. Would Coast Guard entertain allowing the contractor to request permission to use base equipment? ANSWER: The Contractor is responsible for providing their own laptop and LED. Many of our classes are not done in facilities that provide and are setup for this type of seminar or offer this equipment. 3. QUESTION: Should the Cost Proposal and Technical Proposal be packaged separately or bound together? ANSWER: Bound together. Provide a total of 3 copies (1 original and 2 copies). Volume I ? Technical Proposal. Volume II ? Past Performance Information, Volume III ? Cost Proposal. The offeror must number the pages, and bind each set of Technical proposals, Past Performance and Price Proposals in a three-ring loose-leaf binder. Submit resumes in each copy of Volume I under a tab divider. 4. QUESTION: Are the lactations listed in the synopsis the only locations where workshops will be held? ANSWER: No. Coast Guard Transition Managers are responsible for regional areas. We listed a few of the more predominant areas based on past history. Other areas may include but are not limited to Seattle, WA, San Diego, CA, and areas of Texas. 5. QUESTION: I see that this is a 100% small business set-aside. Are partnerships ok? Or a prime/sub relationship? Are there any requirements for other DBE like a native-American owned company? ANSWER: The Coast Guard has no restrictions. In accordance with Clause 52.219-14 ? Limitations on Subcontracting, states for services at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. 6. QUESTION: Is this a new requirement? ANSWER: No, this is not a new requirement. 7. QUESTION: Is there an incumbent? If so, who, and are they eligible to rebid? ANSWER: Yes. The incumbent contractors were Westward Systems, Inc., The Ryan Group, Inc., and Native American Management Services, Inc. Yes, the incumbent contractors are eligible to rebid. 8. QUESTION: What is the maximum number of participants for each class A and class B sessions? ANSWER: Attendance is an unknown factor. Seminars are based on several factors such as number of military members separating, location, and operational commitments to name a few. 9. QUESTION: What is the total dollar amount the USCG has spent for these seminars in the past? ANSWER: The dollar amount is $677,435.97 over a five year period. 10. QUESTION: How did the USCG arrive at the annual travel amount? ANSWER: Travel was based upon past history in combination with the JTR. Basic formulation used was: maximum number of yearly seminars, destinations, times the daily per diem rates in accordance with the JTR. 11. QUESTION: To ensure that each technical proposal is evaluated fairly, what criteria will USCG use to rate the technical proposals? ANSWER: The evaluation criteria are described in the combined synopsis/solicitation dated December 23, 2003. 12. QUESTION: Will USCG consider extending the due date since this notice was posted during the Christmas holidays? ANSWER: Yes. Proposals must be received by 2:00 PM EDT on January 23, 2004. 13. QUESTION: Can you specify to what extent the contractor will be expected to cover Item #15, FINANCES, under the Preseparation Counseling Checklist, DD Form 2648? ANSWER: Cover an overview of what members should be aware of when retiring, or separating from the military. 14. QUESTION: How many Seminar A and Seminar B sessions have been conducted at each location? ANSWER: The number of seminars varies from year to year. Listed are the number of A and B sessions conducted over the past five years: Washington, DC (Seminar A ? 2, Seminar B - 1), Boston, MA (Seminar A - 2), Miami, FL (Seminar A - 11), Alameda, CA (Seminar A - 31), Kodiak, AK (Seminar A - 12), New Orleans, LA (Seminar A - 3), Seattle, WA, (Seminar A - 9), Texas (Seminar A - 4). 15. QUESTION: Please estimate the total number of spouses you anticipate attending, and clarify whether you want instructional material provided for them individually or do you see them sharing materials with their spouses. ANSWER: Spouses are encouraged and welcome to attend. Those that do attend encompass approximately 10%. Instructional material is expected to be provided for them as well. 16. QUESTION: Since the travel expenses are not to exceed the limitations quoted, how do you suggest dealing with those expenses should the number of seminars ordered goes beyond the minimum quantity of 10? Simply stated, if we are to assume that two instructors are on the road for 5 days for each program, our normal per diems and travel expense will exceed the limits well before the maximum of 35 was reached. Since your office controls the number of programs to be conducted we would prefer clarification on this matter. ANSWER: It is our recommendation that the offeror review the JTR for further reference and Per Diem. Government travel expenses will not exceed the threshold of 10 classes with 2 instructors within a five-day period. 17. QUESTION: Do you have an expectation for how the seminars will be allocated at the various locations. In other words, do you anticipate an equal number to be conducted at all locations or do you believe that some cities will have more or fewer seminars based on employee size or other demographic information? ANSWER: Unfortunately, the number of seminars varies location by location, and that decision is determined by each regional Transition and Relocation Manager. They are the area specialists, identifying the member needs, state by state and region by region. The Coast Guard does not anticipate an equal number of seminars at each location. Some cities may have more, while others may have none. Seminars are based on several factors such as number of military members separating, location, and operational commitments. 18. QUESTION: The solicitation states that a minimum of 10, and a maximum of 35 seminars are estimated. To ensure a more level field for all bidders, and for costing purposes, what number of seminars should we use to determine a cost? ANSWER: Base it on 10 because the Coast Guard is guaranteeing 10. The number will likely be more than that, but we do not have any idea what it would be, but it will not be more than 35. 19. QUESTION: How many days is Seminar B expected to run? ANSWER: Each seminar shall be a maximum of 3.5 days in length. 20. QUESTION: Would it make a difference if the Seminar Instructors had Master degrees? ANSWER: No. The offeror should propose individuals who can fulfill the requirement. 21. QUESTION: Would it be feasible to have the assessment tools be completed on-line rather than paper? ANSWER: If the vendor would like to provide the assessment online rather than on paper that is perfectly acceptable. However, not all members, have access to computers and only one Transition Relocation Manager has a classroom with 20 computers. Most seminars are done in a hotel or in a room without access to online capabilities. The vendor would have to come up with a way to administer the assessment. Which may be quite difficult since Coast Guard members are not located at one place. Coast Guard members are located at several different areas and will be from several different units. 22. QUESTION: Would it be advantageous to have a 3 ? - 4 day seminar? ANSWER: 3 to 3.5 days is an appropriate amount of time for a seminar. Students tend to travel on Mondays and Fridays and attend the seminar Tuesday, Wednesday, and Thursday. 23. QUESTION: Will the contract be split with more than one contractor? ANSWER: The contract will be awarded to one contractor. 24. QUESTION: The last contract award was for what total, excluding travel? ANSWER: Native American Management Services, Inc. was awarded a contract in the amount of $672,597.00. Westward Systems, Inc. was awarded a contract in the amount of $1,393,736.00. The Ryan Group, Inc was awarded a contract in the amount of $1,280,411.00. 25. QUESTION: What other questions have been asked and what were the responses? ANSWER: The modification is providing all of the questions and answers received to date. 26 QUESTION: What is the average number of participants per seminar? ANSWER: 35 is the maximum number of students. On an APPROXIMATE average 25-29 students attend each seminar. 27. QUESTION: Are the six locations listed in the solicitation the only ones to be serviced? ANSWER: No. Coast Guard Transition Managers are responsible for regional areas. We listed a few of the more predominant areas based on past history. Other areas may include but are not limited to Seattle, WA, San Diego, CA, and areas of Texas. 28. QUESTION: Is there a service provider who has been conducting the seminars in the past? ANSWER: The contract was awarded to Westward Systems, Inc., The Ryan Group, Inc., and Native American Management Services, Inc. 29. QUESTION: The RFP requires the contractor to ?use the most current Department of Labor (DOL) Transition Assistance Manual. Materials and topics must be presented in accordance with the table of contents.? Could you please advise as to where we can see this document? ANSWER: For more information on the Transition Assistance Program (TAP MANUAL) and the Program, can be found at: <http://www.dol.gov/vets/> scroll down to: Transition Assistance Program (TAP) Information http://www.dol.gov/vets/www.dol.gov/vets/tap/Rpt-Summary.htm The Transition Assistance Program (TAP) Manual Sections 1 - 2 <http://www.dol.gov/vets/tap/TAP1 2.pdf> Sections 3 ? 4 <http://www.dol.gov/vets/tap/TAP3 4.pdf> Sections 5 ? 6 <http://www.dol.gov/vets/tap/TAP5 6.pdf> 30. QUESTION: Would you consider a proposal limited to separating or retiring Coast Guard attorneys? ANSWER: This contract is for all members of the Coast Guard and does not offer exclusive assistance to one group over another. What we have found is that all our professions and occupations have unique career transition requirements, that differ remarkably from one another, and it is the uniqueness of their differences and the blending of the combination of those professions in our seminars, that builds a network of transitional network, and opportunities that raises the bar of the current Coast Guard transition Classes. 31. QUESTION: Our question is whether there is a outline to follow for the proposal submission and any other requirements such a formal registration requirement to precede the submission. ANSWER: Submit proposals in three separate volumes. Provide a total of 6 copies (1 original and 5 copies). Volume I ? Technical Proposal. Volume II ? Past Performance Information, Volume III ? Cost Proposal. The offeror must number the pages, and bind each set of Technical proposals, Past Performance and Price Proposals in a three-ring loose-leaf binder. Submit resumes in each copy of Volume I under a tab divider. 32. QUESTION: Is the RFP information that was posted on the Febizopps the full RFP? If not, can you give us the link to access the full RFP? ANSWER: Yes. The RFP information that was posted in FedBizopps on December 23, 2003, is the full RFP. 33. QUESTION: Can our proposal be emailed to the identified office instead of regular mail? ANSWER: Yes. The proposal must identify each submission separately. 34. QUESTION: The synopsis/solicitation (s/s) indicated that there were two enclosures provided with the s/s but I was unable to access those. Please provide information on ?HOW TO? access these two documents. ANSWER: If you were unable to access the two documents you can send a e-mail with your fax number, to squeen@comdt.uscg.mil and croyster@comdt.uscg.mil and a copy will be faxed to you. 35. QUESTION: FAR 12.6 provides for use if ?evaluation factors? are used, but I could not find the ?Evaluation Factors For Award? in the s/s. Would you please provide an explanation as to how you intend to evaluate this s/s and what those factors are and there relative importance. ANSWER: This information was provided under the synopsis dated December 23, 2003. The Government will award the contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offerors: (i) Technical capability: offeror shall submit the following information for technical evaluation: (a) Describe your technical approach for satisfying the requirements for Seminar A and Seminar B, including any topics that you intend to address in each seminar that are in addition to those required by the solicitation, (b) Describe how you will recruit and hire qualified seminar instructors; (ii) Past Performance: Provide a list of similar contracts, delivery orders, purchase orders completed during the past 3 years; a list of similar contracts currently in process; or a combination of both. Similar contracts listed may include any contract entered into with the Federal Government, agencies of state and local governments, and commercial customers. Include the following formation: (a) Name of Contract Activity; (b) Contract Number, (c) Contract Type; (d) Total Contract Value; (e) Description of Contract Work; (f) Contracting Officer Name and Telephone Number; (g) Program Manager Name and Telephone Number (if applicable); (h) Contracting Officer?s Technical Representative Name and Telephone Number; and (i) Administrative Contracting Officer?s Technical Representative (if different from (f)); and (iii) Price: The Government will award the contract to the offeror who has the best overall value on the basis of its offer and its capability to perform the work. Technical capability and past performance are of equal importance, and when combined are of more importance than price. 36. QUESTION: The requirement for the contractor to hold a ?progress meeting with the COTR and/or Alternate COTR upon request of the Government? should be quantified due to this request being so open ended that any bidder would be unable to develop a cost for this requirement and the Government may receive higher bids than necessary. The same issue applies to these meetings being conducted by three different methods: 1) telephone, 2) e-mail, and/or 3) in person at the discretion of the government. The associated costs of bidding this effort is substantially different if conducted by telephone and e-mail as opposed to having the contractor conduct the meeting ?in person.? Since there was no ?geographic limitation? provided in the s/s, this requirement does not take into account those contractors that may be located outside the ?beltway.? ANSWER: Scheduled within 10 days after award of contract, the first meeting shall be in person. Schedule meetings after the initial meeting can be telephonic. 37. QUESTION: The request for resumes did not identify how these resumes were to be evaluated. This is similar to our request for evaluation factors for Question 2. ANSWER: The resumes will be used to identify Key Personnel under the contract. 38. QUESTION: Could you please provide where we can obtain the document information so we can ensure that our employees? ?observe and comply with all applicable local and headquarters regulations, policies and procedures? etc. as required by the s/s. ANSWER: The intent of the referenced sentence was for the contractor to follow along with all procedures and rules while on a military base. The individual bases will provide/post those regulations upon entry. 39. QUESTION: In other solicitations, we have observed that ?travel? reimbursement has been ?exclusive? of G&A. We would appreciate an explanation on whether G&A is to be allowed under this s/s. ANSWER: Because of the extent of travel being propose the Coast Guard recognizes that the offeror will incur additional cost, therefore travel will be inclusive of G&A. 40. QUESTION: You refer to the contractor providing ??sufficient qualified personnel for adequate and timely service.? Please provide the governments definition of? ?sufficient qualified personnel?? under this RFQ. ANSWER: Qualified personnel means: a) Bachelor?s degree in any field and b) three years experience providing career services. In lieu of a Bachelors degree, equivalent work experience may be substituted on the basis that a Bachelors degree equals six years work experience. Any substituted work experience shall be in addition to the required stated minimum of three years experience providing career services. Adequate and timely service means being prompt for the seminar start times, and covering all topics required. 41. QUESTION: Can you tell us approximately how many participants will be scheduled to attend per class? ANSWER: Unfortunately, the number of attendees varies year by year and location by location. Based on the number of seminars that are held within the region that each transition Manager is responsible for. Attendance is an unknown factor. Seminars are based on several factors such as number of military members separating, location, and operational commitments to name a few. 42. QUESTION: Will there spouses be required to attend as well? ANSWER: Spouses are encouraged and welcome to attend. Those that do attend encompass approximately 10%. Instructional material is expected to be provided for them individually. 43. QUESTION: Please estimate the number of expected attendees for Seminar A (enlisted and officer ranks) and Seminar B (flag officers and executive level) either by location or anticipated total attendance for all locations for the base year. ANSWER: Unfortunately, the number of attendees varies year by year and location by location. Based on the number of seminars that are held within the region that each transition Manager is responsible for. Attendance is an unknown factor. Seminars are based on several factors such as number of military members separating, location, and operational commitments to name a few.
- Record
- SN00503441-W 20040116/040114211532 (fbodaily.com)
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