MODIFICATION
R -- MEDIATION SERVICES
- Notice Date
- 8/1/2005
- Notice Type
- Modification
- NAICS
- 541612
— Human Resources and Executive Search Consulting Services
- Contracting Office
- DHS - Direct Reports, Office of the Chief Procurement Officer, Office of Procurement Operations, Office of the Chief Procurement Officer, Washington, DC, 20528
- ZIP Code
- 20528
- Solicitation Number
- Reference-Number-ROCR-05-00071
- Response Due
- 8/8/2005
- Archive Date
- 8/23/2005
- Small Business Set-Aside
- Total Small Business
- Description
- There are four (4) purposes for this Amendment #3. First, quotations must be received by 4:00 P.M. (EST) on Monday, August 8th. This extends the date of August 3, 2005, referenced in the July 29th posting of Amendment #2. Second, this Amendment reiterates that no more questions (whether telephonically or electronically, etc.) can be accepted and/or answered. Third, this Amendment revises the evaluation criteria as follows: (1) Technical Proposal/Ability to Comply with the requirements outlined in the solicitation/synopsis; (2) Price Proposals; and (3) Past Performance/References. Regarding #1, submit roster/list of mediator(s), with corresponding resume(s). Regarding #2, the price proposal should include both hourly rate and daily rate. Regarding #3 (Past Performance/References), include three (3) recent and relevant contracts for the same or similar items along with contract numbers, points of contact with telephone numbers and either e-mail addresses and/or fax numbers. Fourth, this Amendment answers questions received by the July 26, 2005, 3:00 PM EST deadline: Is your firm-fixed price RFQ based on a fixed number of hours per case? No, please indicate an hourly rate and a daily rate. Should our costing be done by referral, per hour, or per day of mediation? Please include an hourly rate and daily rate. How are situations handled when mediations require additional sessions beyond what was originally anticipated? Mediations should continue until resolution or agreement to not mediate is agreed upon. What level of capacity in terms of weekly referrals do you anticipate each contract winner receiving? The average over the past year has been 2 mediations per month. However, we cannot guarantee that will hold true for this contract. In the RFQ, it looks like travel costs are reimbursed by DHS as separate from payments for the actual mediation work. Should travel costs then be considered separate and thus not estimated as part of our quote? Yes, travel costs will be considered separately and should not be estimated as part of the quote. Is utilization of coaching in terms of client behaviors and attitudes as they relate to conflict appropriate within the guidelines of the contract? You should include your method of mediation services in your technical proposal. Are there specific language proficiencies required beyond English? Not at this time Can you provide examples (attachments) of the paperwork you require the mediators to fill out? Do you have standard forms that you use for the referral, for the settlement agreement, and the required evaluation? The awardee will provide mediation services to DHS Headquarters as well as organizational organizations such as Coast Guard, ICE, etc. As such, each organization has there internal form for settlement agreement and evaluation. These particulars will be discussed after the award is made and will not be made available before such time. Can you also provide examples of what you mean by the term ?DHS Language? in the context of the contract requirement: ?The mediator will document resolutions through settlement agreements, which will include required DHS Language.? Same response as the answer directly above. In what format does the DHS desire for the statement of work, i.e. resume, specific answers to each numbered questions or some other format? IN WHICHEVER FORMAT THE VENDOR FEEL BEST CORRESPONDS TO THE COMBINED SOLICITATION/SYNOPSIS. What are the anticipated mediations per mediator volume for this contract? Average for the past year has been 2 mediations per month. However, we cannot guarantee that will hold true for this contract. Does DHS currently contract with anyone for this service? If so, at what price and how many contractors are there? YES. THE PRICE AND NUMBER OF CONTRACTORS WILL NOT BE DISCLOSED. How will the DHS negotiate travel for contractors? Specifically, will the contractor be required to advise of the need for reimbursement before accepting the case(s). Travel will be mutually agreed upon by DHS and the contractor. The contractor will be required to advise the need for reimbursement before accepting the case. Travel costs will be considered separately and should not be estimated as part of the quote How soon will the contractor be required to facilitate mediation after DHS notifies them of their need? Actual mediation dates and times will be mutually agreed upon by the parties involved in the mediation process, i.e., management and employee. Is the price a "per assignment/per case" price or is it a "per session" price? Please indicate an hourly rate and a daily rate. Should the price be based on a specific session time: i.e., less than eight hours, more than eight hours, or is it one inclusive session price? Please indicate an hourly rate and a daily rate. REGARDING 52.212-3 (j) I found this language on the internet. Is this language, standing by itself, correct and sufficient for this Proposal. If not where can I obtain the correct form and language? Must I sign or initial this, scan it and attach it to my submission? Or can I, "affirm and certify" the above is true and correct and type my name as part of an e-mail text submission? VENDORS should consult 52.212-3, Offeror Representations and Certifications ? Commercial Items via http://www.arnet.gov/far/ SUBMISSIONS: Can I submit my Proposal just as an ascii text e-mail attachment? You can try that approach. If DHS cannot open your quote, you will be contacted to re-send, maybe as a PDF, etc. Can I attach attach a resume and other documents as PDF files? YES My assumption is you would like an email to include qualifications, references, resume, etc. along with a quote to include the cost per mediation excluding travel costs. Is this correct? This Amendment clarifies what is required to be submitted. I understand that the Place of Performance would vary. Do you have any more information as to the likely locations or sections of the country? Would you anticipate the possibility of mediations ever being in central VA (e.g,, Richmond)? I would assume that DC and the East Coast would be likely. DHS has offices nation-wide and mutually-agreed upon travel will vary. No additional information is available. Settlement agreements will require DHS language. Do you anticipate a training process to give mediators this knowledge or will there be a resource made available for self-training in this aspect? Specific language will vary for each organizational component within DHS. The awardee will receive specifics on the language on a case-by-case basis. Is this a new program or have you had a program in place that used external mediators? If this is a new program, what number of total mediation request do you anticipate in the October - September contract year? If this is an existing program, can you give me information on the size of the program with figures on the annual number of mediation requests, the number of completed mediations in a year, or anything else you can to reflect the size of the program? There is currently a program in place. The average over the past year has been 2 mediations per month. However, we cannot guarantee that will hold true for this contract. Regarding the above mentioned solicitation, should we submit a price quote per mediation or per day (daily mediation rate)? You should include a daily rate and hourly rate. Where do I acquire paragraph (j) of 52.212-3 for submittal? Via http://www.arnet.gov/far/ The Solicitation requires a fixed price amount, however it references the requirement to negotiate travel expenses/costs attendant to requested mediation services. Should I submit a reasonable travel $ figure in my bid or should this portion be disregarded and therefore be a cost element that will not be considered in this RFP? The travel cost element should not be included in your proposal. What level of Insurance is required? Can this insurance be acquired after receipt of a contract? For purposes of this contract, independent verification of insurance is not mandatory. Regarding requirement #4 (certification program)?is this certification program mandantory? Yes It is not clear to me whether you just want a price quote at this time or also a description of how we meet the criteria identified for mediators. You should include information required by the Combined Solicitation/Synopsis, as updated through this Amendment. Recognizing that past performance is an important aspect of the evaluation criteria, are professional references (names, addresses, telephone numbers and/or e-mail addresses) required, recommended, optional or acceptable? Providing three such references with addresses, telephone numbers and/or e-mail addresses is now required, as a result of this Amendment. Please estimate how many mediations may be undertaken by a successful offeror in the first year. Average for the past year has been 2 mediations per month. However, we cannot guarantee that will hold true for this contract. Please describe the geographic area that a Washington D.C. area offeror with no geographic limitations might be expected/allowed to service. DHS has offices nation wide. Accordingliy, such geographic areas could be involved. How important is ethnic and gender diversity of mediators? DHS is seeking qualified mediation firms. In addition to the price quotation, how much detail, other than CV?s of mediators and certification that each meets the criteria in the Statement of Work, does the Department contemplate being included in an offeror?s response? You should include information required by the Combined Solicitation/Synopsis, as updated by this Amendment. Should we submit a roster/list of mediators that meet the 7 criteria required for consideration? Yes Is there a minimum number of mediators required for submission/response? No Are there other attachments that are required/would be helpful? You should submit all information requested in the combined solicitation/synopsis, as updated by this Amendment. For pricing, do you want a single price regardless of length of mediation, or do you want prices based on 1/2 day, full day, and more than full day sessions? You should submit an hourly rate and daily rate. Is there a specific form that should be used in application? No. Vendors should comply with the requirements of the Combined Solicitation/Synopsis, as updated by this Amendment. Should the fee be bid as a flat hourly( plus a convening fee) or a flat fee for the entire mediation process? Include hourly rate and daily rate. Will the cases be awarded singly or bundled? Individually How quickly after assignment must the mediation be completed? Upon mutually agreed upon time for management official and/or employees. Is the mediator responsible for writing the agreement and if so, is there a prescribed form? Yes. There is no standard form. Individual guidance on a prescribed form will be addressed after the award is made. Should the bid include specific areas of service or is the single bid applicable to the entire country? The single bid is applicable for the entire country. Are these cases in the Formal or Informal stage ? It will vary, depending on each case, and each DHS organization. Will there be multiple issues ? There could be multiple issues. Please you send me an electronic copy of the DHS paperwork required for mediation cases. The agreement to mediate will be provided to the awardee. It will not be made available before then. Are there geographic limitations on services? No, such services may occur nationwide. What is the expected turn-around time (from date of assignment to the date the mediation occurs)? Will vary, expectation is that a mutually agreed upon date, time and location are handled in a timely manner. What documents should accompany the response: Cover Letter? optional Resume of Mediator(s)? yes Pricing? yes paragraph (j) of FAR 52.212-3 See http://www.arnet.gov/far/ Anything else? You should submit all information requested in the combined solicitation/synopsis, as updated by this Amendment.
- Place of Performance
- Address: Will vary
- Record
- SN00858971-W 20050803/050801211517 (fbodaily.com)
- Source
-
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