01 Instructions to Offerors_Draft RFP.pdf

Defense Counterintelligence and Security Agency Background Investigation Fieldwork Services

Draft Solicitation

INSTRUCTIONS TO OFFERORS

(Addendum to FAR 52.212-1)

I. GENERAL INSTRUCTIONS AND BACKGROUND INFORMATION

1. Adherence to Instructions

In order to maximize efficiency and ensure fairness during the proposal evaluation process, all Offerors must comply with FAR 52.212-1 and this addendum. Offers that do not comply with these instructions may be considered non-compliant with the solicitation terms and ineligible for award.

Proposals will include an oral component and written component. Both components must be communicated clearly and coherently and be prepared in sufficient detail for effective evaluation by the Government. Proposals must address all aspects as described hereunder.

2. Organizational Conflict of Interest

Due to the significant potential of an ensuing real or perceived organizational conflict of interest, any awardee or subcontractor resulting under this solicitation will be prohibited from participating as a prime or subcontractor under DCSA contract number HS002120C0002, or under any future DCSA solicitation or contract for the provision of case processing operations center services.

3. Parallel Requirements

Due to the historical workload volatility associated with this requirement and its impact on national security, the Government has a critical need to maintain two Contractors at relative workload parity throughout the lives of these contracts. Therefore, the Government intends to award a single, firm-fixed-price (FFP), indefinite-delivery/indefinite-quantity (IDIQ) contract under this solicitation, and a single, FFP, IDIQ contract under solicitation HS002122R****. To do this, the Government will evaluate proposals received in response to this solicitation first. The apparent awardee under this solicitation will be excluded from consideration for award under HS002122R****, pursuant to the authority of FAR 6.202(a).

Because the resulting contracts will not be multiple-award IDIQ contracts, fair-opportunity competitive procedures will not apply to the task-order award process. Instead, following delivery of the guaranteed minimum quantities under each contract, the Government intends to evenly allocate the workload between the Contractors based on the estimated level of effort required to perform the work (i.e., the Government does not plan to allocate work by dollar value or job type). In this way, the Government will attempt to maintain both Contractors with relatively equal staffing levels, allowing either or both to quickly scale their capabilities as demand fluctuates.

Despite the Government’s current intention to maintain Contractor parity, ultimately the Government will utilize each contract in a way that is most advantageous to its evolving needs. This means that, once the minimum-guaranteed amount is ordered, the Government may thereafter utilize one contract more

DCSA BI Fieldwork Instructions to Offerors Draft Solicitation than the other, award additional contracts, and/or cease using one contract altogether, as deemed to be in the Government’s best interest. Thus, it is imperative for Offerors to understand that, although the Government presently anticipates the need to maintain two Contractors at approximately equal workload distribution over the full term of both contracts, this may not necessarily be the case as the Government’s needs evolve.

Offerors are encouraged to submit proposals in response to both solicitations but are not required to do

so. Offerors may submit the same proposal or unique proposals in response to each solicitation.

Offerors that decide to submit the same proposal in response to each solicitation should only submit their proposal once (do not submit duplicate documents). Offerors must indicate within their proposal cover letter whether or not the Government should consider that proposal under both solicitations.

4. Discussions

Despite the language at FAR 52.212-1(g), the Government intends to hold discussions prior to making award. If an Offeror submits a single proposal in response to both this solicitation and HS002122R****, and the Offeror is deemed to be within the competitive range for both solicitations, the Offeror may choose to negotiate once on behalf of both proposals, or once per proposal. The Government will not announce an award decision or provide debriefings under either solicitation until discussions have concluded under both solicitations.

5. Questions

The Government will respond to questions regarding this solicitation received by [date TBD].

Contractors must use the Industry Feedback Form Template (Attachment 21) to submit questions. The Government will not respond to questions submitted through other means. The Government will post questions and responses publicly as a solicitation amendment.

II. PROPOSAL FORMATTING REQUIREMENTS

Offerors shall submit proposals in accordance with the following table. Written portions must be submitted as separate documents by volume.

# Volume Title Medium Formatting Parameters

1. Administrative Materials

Written. A. Cover Letter. PDF document with 11-point or higher Times New Roman (TNR) or Calibri font.

B. Resumes. PDF documents not to exceed two (2) pages each using 11-point or higher TNR or Calibri font.

C. Small-Business Subcontracting Plan. Use a PDF commercial plan or the Small-Business Subcontracting Plan Template (Attachment 15) converted to PDF.

2. Security Written. A. Facility Clearance Level (FCL). Use the FCL Verification Certification Template (Attachment 16).

B. Foreign Ownership, Control, or Influence (FOCI). PDF copy of executed Certificate Pertaining to Foreign Interest (SF 328).

C. Security Plan. PDF format, not to exceed five (5) pages using 11-point or higher TNR or Calibri font.

3. Management Approach

Oral and written.

A. Oral presentation. Not to exceed 90 minutes for entire prepared portion (addressing all three (3) oral presentation topics).

B. Slide deck. PowerPoint or PDF format using the Proposal Slide Deck Template (Attachment 17), not to exceed 50 pages in length to address all three (3) oral presentation topics: Management Approach, Quality Control, and Corporate Experience. (50-page limit does not include template pages reserved for the presentation title and section subtitles).

4. Quality Control

Oral and written.

Same as above.

5. Corporate Experience

Oral and written.

Same as above.

6. Past Performance

Written. A. Project List. PDF document, not to exceed one (1) page with 11-point or higher TNR or Calibri font (not including any title page).

B. Evaluations. For each project, either a PDF copy of applicable Contractor Performance Assessment Reporting System (CPARS) Evaluations or a completed Past Performance Questionnaire (PPQ) Template (Attachment 18) submitted by a reference in PDF format.

7. Small-Business Participation

Written. A. Small-Business Participation. Use the Small Business Participation Matrix (Attachment 19).

B. Small-Business Representations. Documentation as specified and permitted by FAR 52.219-8(d)(1), (2), and (5).

C. Commitment to Small Business. PDF format, not to exceed three (3) pages with 11-point or higher TNR or Calibri font (not including any title page).

8. Price Written. Use the Price Workbook (Attachment 20).

III. DETAILED INSTRUCTIONS

This section provides detailed instructions on the content of each proposal volume.

1. Administrative Materials

Offerors shall submit a cover letter, resumes, and (except for small-business Offerors) a subcontracting plan addressing the criteria listed below.

A. Cover Letter. The cover letter shall include:

i. The information stated at FAR 52.212-1(b) (11 items total);

ii. Completed provisions not referenced in FAR 52.212-1 (as applicable);

iii. A statement as to whether or not the proposal is being submitted in response to both this solicitation and HS002121R****;

iv. Up to three (3) preferred timeslots to complete the oral component of this proposal, stated by order of preference and selected from the available timeslots listed under section III.3.F of this document;

v. The names and titles of up to three (3) individuals who will represent the Offeror at the oral presentation, at least one (1) of whom must be the proposed program manager and one (1) of whom must be another individual proposed to occupy a different key personnel position;

vi. A statement that the Offeror agrees to hold the prices in its proposal firm for 90 calendar days from the date specified for receipt of offers;

vii. The full names and (as required by the performance work statement (PWS)) summaries of qualifications of candidates proposed to occupy the six (6) key positions listed at section 1.12. of the PWS;

viii. A list of the additional proposal documents being submitted concurrent to the cover letter;

ix. The following statement, completed as indicated: “I, [name of document signatory], certify that [company name] leadership has reviewed the solicitation in full, understands the Government’s requirement, including the standards for acceptable performance, and believes [company name] to be fully capable of satisfactorily performing this requirement. In addition, [company name] leadership has either participated in or reviewed all aspects of this proposal. The information contained herein and that will be communicated via oral presentation is accurate to the best of my knowledge and belief.”; and

x. The signature of a senior company official with authority to enter the company into a contract for this requirement.

B. Resumes. Two (2) resumes shall be submitted: one for the proposed program manager, and another for the proposed information technology manager. Both must show experience that supports the summarized qualifications for these individuals stated in the cover letter.

C. Subcontracting Plan. The subcontracting plan must include the names of any firms proposed in meeting the Government’s small-business participation goals (see section III.5. of this document). This requirement is not applicable to small-business Offerors.

2. Security

This volume demonstrates Offerors’ ability to meet the security requirements of the solicitation at the time of proposal and contract award, and throughout the life of the contract. Offerors shall submit the FCL Verification Certification Template, an executed SF 328, required mitigatory information, and a security plan addressing the criteria listed below.

A. FCL. Completing the FCL Verification Certification Template will provide the DCSA Security Office the information it needs to confirm the Offeror’s FCL.

B. FOCI. If the response is “yes” to any questions on the SF 328, also provide one of the following forms of mitigatory information:

i. A copy of the letter authorizing the company’s FCL despite the existence of FOCI; or

ii. A “snipped” or tailored image of the Offeror’s current FOCI status in the National

Industrial Security System database under the Facility Profiles tab. (Do not submit a full screenshot, as this would be contrary to DoD live database policy.)

C. Security Plan. The plan must demonstrate how the Offeror will protect sensitive information during the conduct of this work. At a minimum, it must contain:

i. A description of the current security posture and culture, inclusive of organizational management’s commitment to compliance with the National Industrial Security Program (NISP); and

ii. A statement indicating the results of the two (2) most recent Security Vulnerability Assessments conducted by DCSA.

3. Oral Presentation (includes: Management Approach, Corporate Experience, Quality Control)

The oral presentation demonstrates Offerors’ technical capability to perform the required work.

Additional instructions for the oral presentation follow.

A. Format. Oral presentations will be accomplished “virtually” using a videoconference platform determined by the Government. The Government will record the presentations for the sole use of aiding the proposal evaluation process. Presentations will be divided into the following segments and time limits:

i. Prepared presentation – Up to 90 minutes to address management approach, quality control, and corporate experience.

ii. Break – 15 minutes.

iii. Prepared questions – Approximately 60 minutes, total. Offerors will respond to standardized questions, each with specific response time limits, as determined by the Government. (Each Offeror will receive the same prepared questions. As part of the purpose of these questions is to gauge the understanding and experience of Offeror personnel with respect to this type of work, the Government will not provide Offerors with advance notice of the questions. Likewise, time limits will be shared as each question is asked and not sooner.)

iv. Break – 15 minutes.

v. Clarifying questions (as required) – Indefinite time for the Government to seek clarifications regarding oral or written proposal components. (Offerors will not have the ability to change or remedy their proposals during this segment.)

B. Presenters. Of the three (3) presenters, at least one (1) must be the proposed program manager, and at least one (1) must be proposed to occupy a different key personnel position.

C. Slide Deck. Offerors shall submit their presentation slide deck, using the Proposal Slide Deck

Template, with the written portion of their proposals. This slide deck will be deemed “final,” and no modifications may be made to it once submitted.

D. Topic Areas. Offerors shall address the following three areas as indicated below:

i. Management Approach – The Offeror’s approach to successfully managing this work, with particular emphasis on the Offeror’s ability to:

• Maintain and retain trained capacity to provide nationwide support (PWS 1.4.);

• Adhere to required performance standards, such as meeting strict timeliness requirements without compromising quality (PWS 6.2. - 6.4.);

• Manage constantly fluctuating workloads (PWS 1.17.);

• Train the workforce to adjust to constantly changing policies and procedures (PWS

5.2. and 5.3.); and

• Obtain timely authorization to operate its own case-management system (Technical

Exhibit A, 2.1.).

ii. Quality Control – The Offeror’s approach to meeting performance standards and ensuring compliance with applicable rules, with particular emphasis on the Offeror’s ability to:

• Independently execute Federal policy (PWS 5.2.);

• Monitor the investigative process and address problems when identified (PWS 5.4.

and 5.5.);

• Deliver investigative products within the required standards (PWS 6.2. - 6.4.);

• Conduct Check Ride (Observation) Program and provide for an inspections program to oversee the investigative process (e.g. Records Check Program, oversight of retention and destruction of case notes) (PWS 5.5); and

• Train investigators in accordance with National Training Standards (Technical Exhibit B, 2.1.).

iii. Corporate Experience – The recent and relevant experience of the Offeror (or Offerors if a joint venture or teaming arrangement is proposed) and proposed major subcontractors in performing work similar in size, scope, and complexity to this requirement. The following definitions apply to this topic only:

• “Recent experience” is work having occurred within 10 years of the solicitation closing date.

• “Relevant experience” is background investigation services provided to a Federal agency as a prime- or subcontractor.

• “Major subcontractors” are subcontractors that would earn at least 15 percent

(15%) of the total contract value under the Offeror’s price proposal.

E. Scheduling. Offerors shall select up to three (3) preferred timeslots for their oral presentation from the below table, and include those selections within their cover letters in order of preference. The Government will schedule Offerors using a random number generator, assigning each Offeror a number based on the order of proposal receipt. (For example, if 10 proposals are received, Offerors would be assigned numbers 1-10 based on the order of receipt. The Offeror whose number is generated first would receive top scheduling preference, beginning with that Offeror’s most-preferred timeslot. Scheduling would continue in this random order until all Offerors are scheduled.)

If an Offeror’s most-preferred timeslot is already taken, the Government will default to that Offeror’s second- or third-preferred timeslot, in that order, as available. If none of an Offeror’s preferred timeslots are available, the Government will work with the Offeror in good faith to find an agreeable time for the presentation, provided that it occurs no earlier than the first or later than the last timeslots stated below. The Government will notify Offerors simultaneously of their scheduled timeslots approximately (1) week after the written proposal receipt deadline. Details for accessing the virtual platform will be shared at that time.

F. Timeslots.

[Dates TBD] [Times TBD]

4. Past Performance

This volume demonstrates the historical quality of work performed by Offerors. Offerors shall submit a project list with up to three (3) recent and relevant projects performed by the Offeror (not by subcontractors), plus evaluations (as available). The following definitions apply to this volume only:

• “Recent projects” are contracts with performance that has occurred within five (5) years of the solicitation closing date.

• “Relevant projects” are those under which the Offeror has provided background investigation services to a Federal agency.

Further details for this volume follow.

A. Project List. Include the following information:

i. The client’s name;

ii. A brief description of the scope of work; and

iii. Contact information for an employee of the client organization with first-hand knowledge of the Offeror’s work on that project.

B. Evaluations. As available, submit one of the following for each project:

i. Copies of recent CPARS evaluations for each project; or

ii. The PPQ Template, completed and submitted by an employee of the client organization with first-hand knowledge of the Offeror’s work on that project.

(In the interest of efficiency, the Government discourages Offerors from submitting both CPARS evaluations and a PPQ for the same project; however, Offerors are not prohibited from doing so.)

5. Small-Business Participation

This volume contains the Offeror’s plan to maximize opportunities for small-business firms while performing the required work. Small-business firms may be proposed as subcontractors, or as members of a joint venture or teaming arrangement. This volume is in addition to the subcontracting plan required to be submitted within the first volume; however, as with the subcontracting plan, small-business Offerors are not required to submit this volume.

Offerors shall submit a completed Small-Business Participation Matrix, small-business representations for each proposed firm, and additional documentation demonstrating the Offeror’s commitment to small business. These are described in further detail below.

A. Small-Business Participation Matrix. Completing this form will allow the Government to ensure that proposed small-business firms would receive an adequate allocation of the total contract value. The written certifications shall match the size and socio-economic status identified in the Small-Business Participation Matrix for each subcontractor. Instructions for completing the form are located within the second tab of the form.

The overall small-business utilization goal for this requirement is 30% of the total contract value. The following specific goals also apply to the total contract value and may be used to help comprise the 30% goal:

• At least five percent (5%) of the total value to small disadvantaged businesses;

• At least five percent (5%) of the total value to women-owned small businesses;

• At least three percent (3%) of the total value HUBZone small businesses;

• At least three percent (3%) of the total value to veteran-owned small businesses; and

• At least three percent (3%) of the total value to service-disabled, veteran-owned small businesses.

B. Small-Business Representations. This will allow the Government to validate the information contained in the Small Business Participation Matrix. For each specific proposed firm other than firms representing themselves as HUBZone-certified, the Offeror shall provide either a written representation from the firm or a copy of the firm’s SAM certifications, as detailed by FAR 52.219-8(d)(1) and (2). For specific proposed firms representing themselves as

HUBZone-certified, the Offeror shall provide either the firm’s SAM certifications or verification from the Small Business Administration, as required by FAR 52.219-8(d)(5).

C. Commitment to Small Business. For each project referenced under section III.4. of this document, address the following elements (as applicable):

i. Compliance with FAR 52.219-8, Utilization of Small Business Concerns. Include procedures established to ensure timely payments to small business subcontractors.

ii. Compliance with FAR 52.219-9, Small Business Subcontracting Plan.

iii. Actual small business utilization compared to small business participation goals identified in the approved subcontracting plan. Include the date of the last submitted Individual Subcontracting Report.

iv. Appropriate mitigating information if any of the foregoing requirements were not met.

v. Supplemental information such as bilateral teaming arrangements, an explanation of internal controls, documentation, and/or systems, and/or any other documentation the Offeror feels demonstrates a commitment to small business. Include a brief explanation as to how the information demonstrates a commitment to small business.

6. Price

Offerors shall complete and submit the Price Workbook. Although the Government is not requesting a cost breakdown, Offerors are advised that wages and fringe benefits must be in accordance with the attached wage determination, as required by the Service Contract Labor Standards (41 U.S.C. Ch. 67).