QUESTIONS AND ANSWERS FORM FOR REQUEST FOR QUOTATIONS
PSP National Public Safety Broadband Network Planner (NPSBN) #6100027021Questions / Answers
Provide us the following details before we buy the document; List of Items, Schedule of Requirements, Scope of Work, Terms of Reference, Bill of Materials required. / View the solicitation posted to the PA eMarketplace website
Provide us the following details before we buy the document; Soft Copy of the Tender Document through email. / Soft copies of the documents are available on the PA eMarketplace website
Provide us the following details before we buy the document; Names of countries that will be eligible to participate in this tender. / Reference RFQ Part II Proposal Requirements, II-12. Domestic Workforce Utilization.
Provide us the following details before we buy the document; Information about the Tendering Procedure and Guidelines. / View Department of General Services website
Provide us the following details before we buy the document; Estimated Budget for this Purchase? / The Commonwealth will not disclose this information.
Provide us the following details before we buy the document; Any Extension of Bidding Deadline? / Proposal due date is extended to 03/07/2014 at 1:00 PM. Reference Addendum 1 posted
Provide us the following details before we buy the document; Any Addendum or Pre Bid meeting Minutes? / Continue to monitor the eMarketplace website for updates.
Will teleconferencing be available for the mandatory pre-proposal conference on February 5? If so, will you provide the call in information? / A teleconference will not be provided for the mandatory pre-proposal conference. Any contractor wishing to submit a proposal for this project must attend the pre-proposal conference.
The timeframe between RFQ release and proposal due date is very short relative to the requirements of the solicitation. In addition, the timeframe between the due date for questions from bidders, and answers provided by the State does not allow enough time to adequately address any required modifications, produce the proposal documents, and allow for delivery. Will the State extend the due date for proposals by two weeks? / Proposal due date is extended to 03/07/2014 at 1:00 PM. Reference Addendum 1 posted
Is it possible to have a conference bridge set up for the pre proposal conference? This may be beneficial for any of the firms who would have to travel. / A teleconference will not be provided for the mandatory pre-proposal conference. Any contractor wishing to submit a proposal for this project must attend the pre-proposal conference.
If we were to bid any part of this particular project, be it direct or indirect as a sub, would it preclude our company from bidding the future network buildout, should there be one? / No, the Commonwealth does not anticipate the selected contractor will be precluded from bidding on the future network build out.
In RFQ Section IV-2-B (Phase 2 scope) on page 23 – This section indicates that the SCIP rewrite is part of Phase 2 scope, however the list of tasks to be performed and in Appendix C Cost Template include the SCIP rewrite as Phase 1. Should all proposers include the SCIP rewrite in Phase 1 or Phase 2? / The task of updating the current SCIP is a Phase I task. The task of creating the Broadband Plan for the Commonwealth, which is to be integrated with the SCIP, is a Phase II task. The Comprehensive plan referred to in section IV-2.B is the Commonwealth Public Safety Broadband Strategic Plan (CPSBSP) described in section IV-5.F for Phase II. The updated SCIP is described in section IV-4.G of Phase I.
In RFQ Section II-6 on page 14 – this section defines “key positions” as project manager, business analysts, web designer, wireless communications engineer and training and outreach coordinator. However the position titles in Appendix C for Optional Services do not align with these. How should all proposers map the Key Positions required to the hourly rates for Project Manager, Lead, Senior, Standard and Clerical? / Key personnel in section II-6 must have the required background information provided. Because the nature of the optional tasks in Phase II has not been specified, positions in the optional tasks of Appendix C reflect levels of positions. No mapping to key positions is required. The contractor should provide rates for the personnel they expect to perform the tasks.
In RFQ Section II-9, Proposal Requirements – Is it acceptable for proposers to include the response to Section II-9, Emergency Procedures, as an appendix outside of the 10 page count? / The contractor should include Emergency Procedures as part of the technical submittal as an appendix. This will not be included in the page limit, which has been increased to 25
pages. See Section I-11 of the RFQ.
Several vendors are engaged directly with NTIA and FirstNet providing advice and services related to PSBN matters. In order to maintain objectivity when developing a plan and providing advice for the Commonwealth, are these vendors precluded from proposing on this opportunity? / No
In order to fully address the requirements of the business model task described in Phase 2 (i.e. conduct a thorough analysis or develop an alternative business model), development of a robust financial model is essential. Should all proposers demonstrate the capabilities required to complete financial modeling and analysis? / Yes. Please see revised section IV-3.A.1.q. of the RFQ.
RFQ Section IV-3 H.1 (P 28 and 29) requires the vendor to develop a web-site for education and outreach. Should the vendor assume that they will have access to Commonwealth development tools, licenses and environments or should the vendor plan to supply those tools and environments? / The contractor must supply everything necessary to develop the website, however the commonwealth will host it.
RFQ Section IV-3.J requires the vendor to create and host a secure SharePoint site. Can the Commonwealth confirm that they would like the site hosted by the vendor and if so, what should the vendor assume for the duration of the hosting period (Phase 1 or the entire length of the contract)? In addition, should the vendor assume that they will have access to Commonwealth development tools, licenses and environments or should the vendor plan to supply those tools and environments? / The vendor must supply everything necessary to develop and host the SharePoint site. The SharePoint site must be operational throughout the entire project.
Page 29: IV-4-J: Phase I Tasks: Create a secure SharePoint site a. How many authorized users must the SharePoint site support? / A maximum of 75.
RFQ Page 6, Section I-11 Economy of Preparation—The submittal requirement for Section II-5 Prior Experience is quite extensive and requires the use of Appendix F, Project References. Will the Commonwealth exclude the response to Section II-5 Prior Experience from the 10-page limit? / Yes, attachments, appendices, resumes and table of contents are excluded from the proposal page totals. All other information should be included in the response, which has been increased to 25 pages. See Section I-11 of the RFQ.
RFQ Page 6, Section I-11 Economy of Preparation—The submittal requirement for Section II-6 Personnel is quite extensive and requires the use of Appendix G, Proposed Personnel Reference and Appendix H, Personnel Experience by Key Position. Will the Commonwealth exclude the response to Section II-5 Prior Experience from the 10-page limit? / Yes, attachments, appendices, resumes and table of contents are excluded from the proposal page totals. All other information should be included in the response, which has been increased to 25 pages. See Section I-11 of the RFQ.
RFQ Page 6, Section I-11 Economy of Preparation—The RFQ requires the submittal of Appendix J, Requirement Cross Reference which is 19 pages long. Will the Commonwealth exclude the response to Appendix J from the 10-page limit? / Yes, attachments, appendices, resumes and table of contents are excluded from the proposal page totals. All other information should be included in the response, which has been increased to 25 pages. See Section I-11 of the RFQ.
RFQ Page 6, Section I-11 Economy of Preparation—The requirement for double-spacing causes extra work in the development of proposals to modify formats that are single-spaced. Proposal preparation time is better spent on the content of the proposal. Will the Commonwealth remove this requirement? / No.
RFQ Page 7, Section I-13 Proposal—In which submittal should the Proposal Cover Sheet be placed (Technical or Cost)? Where in the submittal? / The Proposal Cover Sheet should be submitted with the Technical Proposal. Typically the placement is the first page of the Technical Proposal or the appendices.
RFQ Page 7, Section I-13 Proposal—Microsoft Office programs include toolbars and the ability to save documents in Adobe pdf format. Does the Commonwealth consider Adobe pdf format to be “Microsoft-compatible”? / The Commonwealth will accept pdf format. However, if needed, the Commonwealth may request a Microsoft Word version be provided from the contractor.
RFQ Page 17, Section II-13 Lobbying Certification and Disclosure of Lobbying Activities— In which submittal should the Lobbying Certification Form be placed (Technical or Cost)? Where in the submittal? / Appendix E Lobbying Certification and Disclosure of Lobbying Activities should be submitted with the Technical Proposal Appendices.
Appendix H, Personnel Experience by Key Position – Please clarify what is required in the columntitled “Availability Experience with other Wireless Broadband Solutions to Public Safety Agencies; other than government sector”. What is “availability experience”? / Provide non-government previous experience information.
Section I-11: Economy Of Preparation
Contractors should prepare proposals simply and economically, providing a straightforward, concise description of the Contractor's ability to meet the requirements of the RFQ. Proposals are to be submitted on 8½ by 11 inch paper, formatted with 1-inch margins. Proposals should be double-spaced with nothing smaller than 11-point font size and with consecutive page numbers on the bottom. The Issuing Office has established this RFQ shall not exceed 10 pages in length. Each side of a printed page counts as a separate page. Excluded from the proposal page totals are attachments, appendices, resumes, and table of contents. The page limit does not apply to the financial information submitted by Contractors in response to Section II-8., Financial Capability. Respondents must attach a high-level proposed work plan for the project (not counted toward page total). At their discretion, respondents may also attach examples or excerpts from prior deliverables (not counted toward page total). Please refer to the best value criteria document for scoring selection. Duplex printing is acceptable and suggested. Please keep marketing materials to a minimum.
In reviewing this section, it is our understanding is that the areas highlighted are not included in the 10-page limit as stated in this section, however; it is unclear to our team what sections (if any) are limited in the response. What content should our team include within the 10-page limitation? / Attachments, appendices, resumes and table of contents are excluded from the proposal page totals. All other information should be included in the response, which has been increased to 25 pages. See Section I-11 of the RFQ.
Appendix C Cost Matrix –
• It is our understanding that the hours identified by PSP in the grey sections are not adjustable for Phase II. With that in mind, should the contractors provide a response describing our approach to each task and assume the task shall be completed within the predetermined hours listed? / The approach to the Phase II tasks should be described independent of the number of hours in Appendix C. Hours allow evaluation of the rates, and are not commitments of work. Payment will be based on actual hours at the proposed rates.
Appendix C Cost Matrix –
• It may be possible that tasks completed under Phase I may affect the scope of work to be accomplished under Phase II. Therefore, is it the intention that the Phase II scope will be further refined once Phase I has been completed? / Yes, Phase II tasks will be completely specified during Phase I.
Section IV-4.C.1 –
• The Cost Matrix does not have a space for the contractor’s hours for coordination under this task in either the Phase I Deliverables or Phase I Seminars tab. Shall the contractor provide their labor cost under “Administrative cost for seminars” or “Other fixed costs for seminars” in the Phase I Seminars tab? / Coordination costs which are impacted by the number of seminars should be included in Administrative cost for seminars. Coordination costs which are impacted by the number of attendees should be included in Other fixed costs for seminars.
Section IV-6, Reports and Project Control –
• How would the Commonwealth like the Contractor to respond to this requirement? Should the contractor explain how this requirement will be met, or acknowledge that we understand and accept? / Acknowledgement will suffice.
Section IV-6, Reports and Project Control –
• Shall the Contractor provide the cost for these services included with our deliverables costs as they stretch across the duration of the project, or break them out? / The cost for all project control and reporting must be factored into the cost of deliverables.
Use of the terms “Award” and “Contract Execution”
a. In Section IV, the term Award is used throughout the section relative to due dates
b. In Appendix J, “Contract Execution” is referenced relative to due dates
i. Please clarify the meaning/context of the terms, and if they are used interchangeably. / Award occurs on the day the Commonwealth issues a Purchase Order to the contractor. Appendix J has been revised to reflect the language in the main body of the RFQ.
Section IV-4, Phase I Tasks
a. Task H page 28, specifies both biweekly and weekly as the update frequency.
i. Please clarify the desired reporting frequency. / Section IV-4.H.2.1 has been updated to specify weekly updating.
Section IV-5,Optional Phase II Tasks
a. Task F.2.b, Acceptance Criteria is not defined.
i. Please define the acceptance criteria for this task. / Section IV-5.F.2.b has been updated.
Due to the diverse and comprehensive nature of the RFQ requirements, will the Commonwealth grant an extension until February 24, 2014 for submission of sealed proposals? / Proposal due date is extended to 03/07/2014 at 1:00 PM. Reference Addendum 1 posted
Section III-5, item B: The Commonwealth describes in this section that it reserves the right to, under BAFO or Purchase Order discussions, to require from Contractor a performance security for 20% of the proposed base term contract value. As it is described, the Commonwealth can require this of a bidder who has not demonstrated financial capability to undertake a project of this magnitude, a requirement that is paramount to the success of any program.
• Based on this, our question is “If a bidder is unable to demonstrate financial viability, would they not be excluded from any potential BAFO as a result of this material deficiency?” / The Commonwealth may request a bond from a contractor and in its sole discretion permit the contractor to proceed to the BAFO Phase or Purchase Order discussions.
Section III-6, Item A: With respect to evaluation and scoring:
• Will the Committee complete all scoring of Technical, BSBO and Domestic Workforce Utilization scores prior to any Cost scoring being done? Additionally, will there be separate panels or evaluation team members assigned to specifically review certain sections of the proposals? / Yes.
One evaluation committee will evaluate the technical proposals.
Section IV-2, Item B: With respect to Phases 1 and 2, it is noted that Phase 2 is not included as part of this scope.
• Are there any parameters currently identified which would preclude Phase 2 from being awarded? / The Phase 2 scope is included in the second set of bullets in Part IV-2 .B (page 23).
The Commonwealth, at its sole discretion, may determine if Phase II of the solicitation will be awarded.
To ensure fair and equitable bidding for all:
• Will organizations or individuals already under contract with one of the stakeholder agencies named in this RFQ be precluded from bidding on this opportunity as the Prime Contractor? / No.
Page 6, Section I-II; Please confirm that the Technical Submittal must be limited to 10 pages excluding attachments, appendices, resumes, table of contents, work plan, and financial capabilities. / Attachments, appendices, resumes and table of contents are excluded from the proposal page totals. All other information should be included in the response, which has been increased to 25 pages. See Section I-11 of the RFQ.
Page 10, Section I-19; Section I-19 states that PSP will not provide office supplies or operating support such as materials, copying, mail room services and projectors; however, the SLIGP grant application shows $15k for office supplies and $45k for Printing/Publication of Marketing Collateral. Should these costs be factored into our cost proposal, or will they be purchased separately by the state? / All costs associated with the proposed work must be included in the cost proposal. Information provided in the SLIGP application is independent of any contractor's costs.