City of Sandy Springs General Government Services Procurement

What is the City’s intentions for the potential selection of a Omnibus Contractor? If you choose to select an Omnibus offering for the entire five work packages as one, will that eliminate the option of Task Orders for any of the five work packages as well?

Will proposers have a "due diligence" period during the RFP process where they can come in, visit current facilities, see how work is being performed, thoroughly understand the City's expectations, etc? Without this, the incumbent seems to have a substantial advantage.

Does the City intend to have a minimum time period for task orders issued (6 month, 12 months, etc.)?

Within the 30 day transition period, its seems unrealistic for a new contractor, to hire staff, move into facilities, adapt all of the processes/procedures, train personnel, etc. and be up and running providing full services adequately on day 31. Would the city consider at least 90 days for this? The short 30 day transition again gives an advantage to the incumbent.

The evaluation criteria are based upon improvements that the proposer will make (improve measures for meeting contract requirements; greater insight into costs of services; increase capability for innovation in functional areas; etc). Will the City of Sandy Springs provide any baseline measures against which to offer improvements?

Except in the pricing sheets for the transition period, is there a mechanism planned for reimbursing contractors for such expenses as materials, office supplies, rent, phone bills, etc.? What about a situation such as the requirement for background checks for all employees, and extensive checks for employees who will deal with children (Parks & Recreation, etc.)? Will the City pay for that as well?

The City is relying on a “Performance Evaluation Questionnaire” as one of the main ways of evaluating proposals. If a proposer hasn't had prior experience as an "outsourcer" of municipal services (but similar experience to that which would be expected on such a contract) and other proposers have that experience, how will this be evaluated?

For some of the areas, the contractor will be paid as a percent of fees collected. Would the City consider making public the history of past fees collected?

We are writing to respectfully request that Sandy Springs reconsider section L.8.8.2 Contract Recency of the General Government Services DRAFT RFP. We believe it is in the best interests of Sandy Spring to give equal, if not greater, significance to relevant projects performed by contractors that were performed over no set time period, so long as the individuals who performed the past projects are identified either in an on-site, or corporate leadership role, in support of this General Government Services contract. As written, this element of the RFP holds true for certain industries, such as information technology where technologies and software applications change from year-to-year. However, government services is an industry that benefits from professional growth and breadth of experience. Our suggestion is akin to identifying a minimum number of years of experience in a job requirement for a senior professional and then adding "additional experience" is preferrable. Given Sandy Spring is itself relatively newly created, we believe it is the City's best interest to recognize firsthand experience and knoweldge gained by firms over a period of time.

May I contact a contractor employee who has not received information or documents regarding the General Government Services procurement to introduce our firm and discuss the individual's potential interest in coming to work for our us with respect to the new procurement?

What is the City’s intentions for the potential selection of a Omnibus Contractor? If you choose to select an Omnibus offering for the entire five work packages as one, will that eliminate the option of Task Orders for any of the five work packages as well?

No. The successful Omnibus offeror will receive five task orders corresponding to the five work packages.

Will proposers have a "due diligence" period during the RFP process where they can come in, visit current facilities, see how work is being performed, thoroughly understand the City's expectations, etc? Without this, the incumbent seems to have a substantial advantage.

A site tour was conducted during Industry Day in September. The City is considering a more extensive walkthrough of City Hall and other key City facilities.

Does the City intend to have a minimum time period for task orders issued (6 month, 12 months, etc.)?

Yes. Task Orders will be issued nominally on an annual basis. Task Orders may also be issued for special projects.

Within the 30 day transition period, its seems unrealistic for a new contractor, to hire staff, move into facilities, adapt all of the processes/procedures, train personnel, etc. and be up and running providing full services adequately on day 31. Would the city consider at least 90 days for this? The short 30 day transition again gives an advantage to the incumbent.

No. The City believes this to be a reasonable period of time for Phase-In, with the exception of the Financial Services and Information Services work packages.

The evaluation criteria are based upon improvements that the proposer will make (improve measures for meeting contract requirements; greater insight into costs of services; increase capability for innovation in functional areas; etc). Will the City of Sandy Springs provide any baseline measures against which to offer improvements?

All minimum baseline measures will be contained within the Final RFP. Others may be proposed, along with appropriate explanations, by the Offeror.

Except in the pricing sheets for the transition period, is there a mechanism planned for reimbursing contractors for such expenses as materials, office supplies, rent, phone bills, etc.? What about a situation such as the requirement for background checks for all employees, and extensive checks for employees who will deal with children (Parks & Recreation, etc.)? Will the City pay for that as well?

The City will provide all facilities and equipment on a no-charge for use basis. CLINs X007 and X008 are cost reimbursable contract line items covering City approved travel and Other Direct Costs. The General Government Services contractor will be reimbursed for expenses approved by the City Manager. Normal operating expenses incurred by the contractor should be included in the proposed fully burdened rates.

The City is relying on a “Performance Evaluation Questionnaire” as one of the main ways of evaluating proposals. If a proposer hasn't had prior experience as an "outsourcer" of municipal services (but similar experience to that which would be expected on such a contract) and other proposers have that experience, how will this be evaluated?

All relevant past experience will be considered by the City.

For some of the areas, the contractor will be paid as a percent of fees collected. Would the City consider making public the history of past fees collected?

The City will provide this historical fee information in the Technical Resource Library. Workload data will be included in the Task Orders.

We are writing to respectfully request that Sandy Springs reconsider section L.8.8.2 Contract Recency of the General Government Services DRAFT RFP. We believe it is in the best interests of Sandy Spring to give equal, if not greater, significance to relevant projects performed by contractors that were performed over no set time period, so long as the individuals who performed the past projects are identified either in an on-site, or corporate leadership role, in support of this General Government Services contract. As written, this element of the RFP holds true for certain industries, such as information technology where technologies and software applications change from year-to-year. However, government services is an industry that benefits from professional growth and breadth of experience. Our suggestion is akin to identifying a minimum number of years of experience in a job requirement for a senior professional and then adding "additional experience" is preferrable. Given Sandy Spring is itself relatively newly created, we believe it is the City's best interest to recognize firsthand experience and knoweldge gained by firms over a period of time.

Offerors may include contracts they feel are most relevant to the anticipated work. However, the City will place greater emphasis on more recent contracts in the performance confidence assessment.

May I contact a contractor employee who has not received information or documents regarding the General Government Services procurement to introduce our firm and discuss the individual's potential interest in coming to work for our us with respect to the new procurement?

The incumbent staff are not employees of the City. Therefore, the City does not take a position regarding contact with incumbent contractor staff.

General Government Services Procurement

Draft RFP - Frequently Asked Questions

What is the City’s intentions for the potential selection of a Omnibus Contractor? If you choose to select an Omnibus offering for the entire five work packages as one, will that eliminate the option of Task Orders for any of the five work packages as well?

Will proposers have a "due diligence" period during the RFP process where they can come in, visit current facilities, see how work is being performed, thoroughly understand the City's expectations, etc? Without this, the incumbent seems to have a substantial advantage.

Does the City intend to have a minimum time period for task orders issued (6 month, 12 months, etc.)?

For some of the areas, the contractor will be paid as a percent of fees collected. Would the City consider making public the history of past fees collected?

May I contact a contractor employee who has not received information or documents regarding the General Government Services procurement to introduce our firm and discuss the individual's potential interest in coming to work for our us with respect to the new procurement?

What is the City’s intentions for the potential selection of a Omnibus Contractor? If you choose to select an Omnibus offering for the entire five work packages as one, will that eliminate the option of Task Orders for any of the five work packages as well?

Will proposers have a "due diligence" period during the RFP process where they can come in, visit current facilities, see how work is being performed, thoroughly understand the City's expectations, etc? Without this, the incumbent seems to have a substantial advantage.

Does the City intend to have a minimum time period for task orders issued (6 month, 12 months, etc.)?

For some of the areas, the contractor will be paid as a percent of fees collected. Would the City consider making public the history of past fees collected?

May I contact a contractor employee who has not received information or documents regarding the General Government Services procurement to introduce our firm and discuss the individual's potential interest in coming to work for our us with respect to the new procurement?