15A00021R00000030 Amendment 1 Detection Canines Combined Synopsis and Solicitation (Questions and Answers) (Posted April 19th 2021).pdf

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers ATF National Canine Division (NCD)

Detection Canines

# Questions Answers 1 While doing research on ATF past performance pricing, it was noticed that awards were far below industry standards. Typically these awards were made to not for profit companies - 501(c)(3). It is understand that not for profit companies typically generate their revenue through a donor base. Consequently, not for profits are able to deliver dogs (that commonly don't fit the need for the not for profit) to the government at bottom rates. These rates are typically far below what small businesses are able to purchase dogs for, train, and then supply to the government. With this in mind, how can the government guarantee an even playing field between not for profits and for profit businesses?

When awarding contracts and/or delivery/task orders, the government always considers small businesses - especially with socioeconomic classifications. Note: Price is not determining factor, but is still considered.

As such, the ordering activity shall evaluate all responses received to ensure they meet the requirements of the solicitation and SOW and are taking no exception to the IDIQ Contract terms and conditions. Subsequently, the following determining factors used when placing a Delivery Order (DO) are: 1) availability (delivery date), 2) meeting minimum contract obligations, and 3) canine evaluation results.

see 15A00021R00000030 Amendment 1 Section H Special Contract Requirements page 20

2 Medical - often the larger not for profit service dog organizations have their own on site veterinarian and medical facility.

Reiterating some of the language from our earlier question, their onsite veterinarian and medical facility is paid for by a donor base. How can the government ensure an even playing field for small businesses that often encounter substantial medical costs in order to meet contract SOW.

see answer to question 1

3 The provided PowerPoint from industry day states the Award Type as a Multi-contractor IDIQ. What does the ATF estimate the initial yearly canine procurement numbers to be? What does the ATF predict the long term canine procurement forecast to be?

Does the ATF have a long range goal of increased procurement numbers?

The Government’s minimum obligation under "this contract" is to purchase one canine during the life of this Contract per Vendor. The maximum ceiling on the contract is sixty (60) canines during the life of this contract across all Vendors. Multiple awards may be made.

The number of canines acquired per year is dependent upon ATF's budgets, the number of handlers enrolled in the program(s), and IDIQ contract holder availability.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

4 "B. Phase 2 – Training Suitability Testing. This test is conducted in-person at the facility of the Contractor or at the National Canine Training Center in Front Royal, Virginia." - Who determines where the canine will be tested during this Phase?

ATF makes this determination and is as follows: canines located outside of a 450-mile radius are transported to and from the National Canine Center (NCC) by and at the cost of the Vendor.

To clarify:

If your facility is within 450 miles of the National Canine Center (NCC), ATF travels to your location to evaluate the canine. No cost to the Vendor. If the canine passes Phase 2 Part 1 Initial Testing, ATF assumes the responsibility of transporting the canine to NCC for Part 2 Suitability/Training Test of Phase 2. No cost to the Vendor.

If your facility is more than 450 miles from NCC, your organization is responsible for transporting the canine to NCC for both Parts of Phase 2. If the canine passes Part 2, then the canine begins the training program. If the canine does not pass the training program, the canine is returned to your organization at the cost of the Vendor.

ATF reserves the right to return the canine at any point during the evaluation and training process if it is determined that the dog is not suitable for the ATF Canine program.

see A 1-1(a) Statement of Work for Detection Canines (Posted April 19th 2021) XI.B. Phase 2 – Training Suitability Testing page

5 Referencing above SN, are canines required to be from domestic sources or overseas?

Canine can be from either domestic or overseas sources provided they meet the SOW and all Phases of the procurement/training processes.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

6 For the ATF canines, do they have to be spayed or neutered prior to evaluation or can/will that happen at acceptance?

ATF cannot house an unaltered canine. However, an unaltered canine can be presented to ATF at NCC for initial testing (Phase 2 Part 1). If the canines is already altered, they only need to be transported once. If the canine has not been altered, then they will be returned at Vendor's expense to the Vendor to be altered at the Vendor's expense. The canine will then need to be returned to ATF at the expense of the Vendor for the remaining tests. The canine must be altered by Phase 2 Part 2. ATF reserves the right to return the canine at any point during the evaluation and training process if it is determined that the dog is not suitable for the ATF Canine program.

7 Section XI Phase 1 - Documentation for Eval Pg 4 We understand all official canine documentation must be delivered within 14 days of the written notification, however, will there be a notice period prior to the formal request for canines?If there is notification prior to the request, what is the time frame provided?

Based on the budget and FY class schedule, the number of canines needed per class is determined by the management staff. At this point and time, the request will be made to all Vendors as to the availability of canines approximately one month before the ATF vetting will begin. For example if class begins on August 1st, we would request canine availability between 4-6 weeks prior.

8 XI.B.4.a Phase 4 - Training (evaluation requirements) Pg 6 The SOW states "If at any time during the training process the canine is deemed untrainable or develops a previously non-disclosed medical or behavioral condition, ATF reserves the right to return the canine."

Reference returns - How long is the Phase 4 training?

This will vary. If at any time prior to graduation of any of the three programs - ADC, EDC or SEEK, ATF reserves the right to return.

ADC course - 12 weeks, EDC 16 weeks, SEEK approximately 23 weeks.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

9 Section L, 1.4.1 Executive Level Summary Pg 48 Reference the requirement to "demonstrate its corporate experience, as well as that for all proposed subcontractors or team members, in performing tasks similar to those identified in the Statement of Work (SOW)"

Please confirm whether the corporate experience is required in the Executive Level Summary in addition to this same information provided in Section III Past Performance.

They are the same. As such, the statement has been removed from the solicitation. Note: This information is still required in Section III Past Performance.

see 15A00021R00000030 Amendment 1 Section L 1.4.1 Proposal Section I – Introductions and Acknowledgements Executive Level Summary page 47 and Proposal Section III – Past Performance (Evaluation Factor 1) page 48

10 Section L, 1.4.1 Proposal II - Technical Approach, b Pg 48 Please clarify requirement b which currently states "Acknowledgements: Right to inspect;"

ATF requires acknowledgement from each Offeror regarding the statement "ATF reserves the right to inspect the training, housing, and medical treatment facilities of the Contractor at any time prior to award or any time during the contract period of performance" as specified in the SOW XII.E. Inspection of Facilities.

11 Section L, 1.4.2 Proposal Section II - Technical Approach, d Pg Please confirm whether the letter of recommendation from the veterinarian is required to be included with the proposal submission or post award on inspection of canines.

The letter of recommendation from the veterinarian is required with the proposal.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

12 Section L, 1.4.3 Proposal Section II - Technical Approach, e Pg Please clarify the requirement to provide "sample populated record(s)/written documentation used for submission during Phase 1 of the evaluation process for the canine(s)."

What information is required with the proposal?

Is there a sample template to be populated and included with the proposal submission?

ATF requires a sample of one of the deliverables "Documentation for the Canine(s)" (see C. Deliverables List). The requirement is for the Offeror to create/provide the template to report the requested information for the canine. If awarded a contract, this will be the template used for each canine during the entire life of the contract.

As specified in XI.A. Phase 1 - Submit Documentation for Evaluation of the SOW, the deliverable (and thus example in the proposal) is a record (information) about the canine from whelp to present date and includes medical, behavioral and/or ANY training received. This section states that ATF will evaluate the supplied documentation for compliance with the specified technical and quality requirements in sections (IX and X) of the SOW.

see A 1-1(a) Statement of Work for Detection Canines (Posted April 19th 2021) XIII.C. Deliverables List page 7

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

13 XI Evaluation Requirements B. Phase 2 Training Suitability Testing

a. What percentage of the selection is conducted at the Contractor Facility?

b. If the selection is conducted at the National Canine Training Center (dogs transported for selection by the Contractor to Front Royal ) can the canines selected be immediately delivered, and if so does the 5-7 days of acclimation begin the day of selection?

c. What is the length of time in Phase 2 following the 5-7 day acclimation to complete Part 1 and Part 2 of the Training and Suitability Testing?

d. Phase 4 Training is defined as and incorporates all testing and training, performed at the NCTC and up to deParture post-graduation. How long is this Phase of training?

e. It states that the ATF reserves the right to return the canine, up until the end of this Phase what is the typical number of days to complete Phase 2-Phase 4?

13a. It depends on the distance - up to 50% of the selection (evaluation) may be conducted at the Vendor facility during Phase 2.

13b. Yes, canine(s) that pass Part 1 of the testing can be immediately accepted (delivered) for Part 2 of the testing. The acclimation period of 5-7 days begins once "accepted."

13c. The length of time is estimated at 14 days.

13d. see question 8

13e. see question 8

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

14 XII Quality Assurance Plan, Para D please define “The canine is returned at the expense of the Contractor under any circumstance”.

a. 4. Phase 4 Training (b) Acceptance if the canine completes all Phases of testing and training it will be released to the law enforcement agency for detection work, is this when the Contractor warranty on performance ends?

b. If the warranty continues beyond this Phase please define.

c. Is it correct to assume that payment will not be processed to the contractor until the canine has completed training and released to the law enforcement agency? If payment is processed earlier please define?

d. The refund Phase is within (5) days upon notification of ineligibility, however payment is not processed until full acceptance?

e. Is written or verbal notification of acceptance, considered the end of the warranty period?

14a. The Vendor warranty ends once training is complete (graduation).

14b. see answer to 14a.

14c. After completing Phase 3 Medical Screening though before training, the Vendor is notified whether the canine has passed or failed as specified in XII.A. This notification also serves as a request for invoice. Timeframe for payment is contingent upon receipt of the invoice from the Vendor in a timely manner as specified the solicitation.

14d. If the canine is initially accepted and has been paid for (Phase 2 & 3, and later (prior to graduation) is deemed unacceptable, the Vendor will be notified that the canine has been eliminated from the program and will need to be returned to the Vendor for a refund or replacement of an acceptable candidate (meet all requirements of the SOW). If the Vendor is unable to provide a suitable replacement, a refund must be issued.

14e. see answer to 14a

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

15 General SOW

a. The ATF anticipates on average 12 canines per year over the course of the BPA. What is the average number of canines requested per order? Are orders specified times of year?

b. With multiple awards (contractors) what is the number of canines requested per Vendor?

c. Is lowest price, (from all awarded contractors) the determining factor on award of each order?

d. Is transitional vertebrae acceptable?

e. The maximum age of the canine must not exceed 24 months is this at the date of presentation?

15a. see answer to question 3.

15b. see answer to question 3.

15c. see answer to question 1 and the solicitation Section M Evaluation Factors for Award

15d. No, if transitional vertebrae is documented in the records or at any time during the ATF vetting process, the canine is deemed unacceptable and is returned at the Vendor’s expense.

15e. No more than 24 months of age at presentation.

16 Pg 23 of 63 SOW FAR 52.216- 18 Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders SOW XIII. C Deliverables List: The quantity will be specified in the Direct Order; Please clarify how the ATF will issue Phase 1 Notifications. Will the up to 8 awardees be competing for task or delivery orders, or will a direct order to be issued to one or more of the awardees at a time?

see answer to question 1

17 Pg 6 of 63 B.2 Government’s minimum obligation under this contract is to purchase one canine during the life of this contract.

Please clarify whether the Governments minimum obligation is for one canine between up to 8 awardees or one canine from each awardee.

see answer to question 3

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

18 Pg 6 of 63 B.2 Government’s minimum obligation under this contract is to purchase one canine during the life of this contract.

Please clarify whether the Governments minimum obligation during the life of the contract refers to the base period only or base period plus all option years.

Life of the contract is base period plus all option years.

19 Pg 47 of 63 / 52 of 63Section L Proposal Format c. Requirements

– IV Pricing Page Limit - Section 2Section M 1.1.3, Evaluation Factor 3, Price (Proposal Section IV ) The page limit requirement for the FFP pricing is limited to Section 2 Commodity or Services Schedule. Section M, is evaluating for completeness, consistency and traceability to the offerors current methods as well as a build up explanation. Is the ATF’s intent for the offeror to provide the cost build up explanation with the Pricing section of the proposal, or will that only be needed if the offering is unrealistically low or excessive as stated in 1.1.3(c)? If the information is needed with the proposal, please provide page allocation within the pricing section.

Cost build up explanation is not required and has been removed from the solicitation.

see 15A00021R00000030 Amendment 1 Section M 1.1.3.

Evaluation Factor 3 – Price (Proposal Section IV) page 52

20 Pg 47 of 63

1.2 Proposal Submission J. “The contractor’s written proposal (Section I, II, III, and IV) must be sent to the Contracting Officer at e-mail address….”.

Does the ATF want each Section of the written proposal submitted by email in one document, or broken out into separate files of Section I, Section II, Section III and Section IV?

This is left to the discretion of each Offeror. The only requirement is that the proposal is clearly labeled as specified in Section L of the solicitation.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

21 SOW

XI. Evaluation Requirements – Phase 3 b) If the canine’s laboratory and physical examinations renewal no obvious abnormalities or defects will be accepted for purchase and Phase 3 training.

XII. Quality Assurance Plan C. Payment. The contractor is paid up the successful completion of all evaluations.

At what Phase does the canine get accepted in order for the contractor to invoice the ATF – Is it after the medical screening or after the canine goes through all of its training?

see answer to question 14

22 SOWB. Phase 2 – Training Suitability Testing Testing is conducted in-person at the facility of the initial test, the Vendor will receive written notification and will be responsible for transporting the canine to the National Canine Center for the next test within seven (7) days. During Phase 2 evaluation please confirm how many times the canine would travel to the National Canine Center. When the canine becomes eligible for Phase 2, is the canine coming up to the center for the initial testing (stimulus testing) and going back with the contractor to await notification by mail so that they can come back up for Part 2 of the Phase 2 test?

If the canine initially presented for Phase 2 Part 1 and has already been altered, the canine would remain with ATF at that time for an acclimation period and for Phase 2 Part 2 of training suitability testing. If the canine is unaltered, it is the Vendor’s responsibility to pick up the canine to be altered; and to return the canine for Phase 2 of the testing.

23 What do certifications mean under the executive Summary? Can professional certification and associations be listed?

Certifications refers to the certifications/representations as listed in section L 1.4.1., which are: ORCA Exceptions/Alternative, SAM registration, and Conflict of Interest.

Offerors need to ensure that these certification/representations are current and active.

B 5-4(a) 15A00021R00000030 Detection Canines Combined Synopsis and Solicitation Questions and Answers

Offerors are encouraged to submit any information that they deem relevant (i.e. Professional certs and/or associations), but this information is not required.

see 15A00021R00000030 Amendment 1 Section L 1.4.1 Proposal Section I – Introductions and Acknowledgements Executive Level Summary page 47

24 What needs to be provided for the conflict of interest? An acknowledgement.

25 Under the executive summary, what is the difference between the contact information needed for "the contractual authority" and "a.

document containing the following information"?

This refers to the points of contract. There is only a difference is the requested information pertains two different people. For example, If the person in charge of the contracts is not the same person in charge of the business, then the Offeror will need to provide information for both.

26 What needs to be submitted (included in the proposal)? Offerors should read the solicitation in its entirety. However, specific submission instructions are provided in the solicitation under Section L 1.4 Proposal Content page 47.