Att. Qs_RS_ATF RESPONSE.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- Emergency Support Section Planning, Logistics, Training and Emergency Response Support Services (ESS) Federal contract opportunity
- Solicitation number
- 15A00024Q00000013
About this file
This is a solicitation for Emergency Support Section Planning, Logistics, Training and Emergency Response Support Services. The Bureau of Alcohol, Tobacco, Firearms and Explosives requires a contractor to provide 20 key personnel and optional additional staff to support the Emergency Support Section at the National Coordination Center in Washington, D.C. and other locations. Services include planning, logistics, training, and emergency response support. The base period of performance is one year with four optional one-year extensions. The solicitation closes on February 29, 2024 at 1:00 PM Eastern Time and is set aside for small businesses. Offerors must be registered in the System for Award Management and comply with standard FAR provisions and clauses incorporated into the solicitation.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 15A00024Q00000013_A0004.pdf | ||
| Att. C_Pricing_Matrix_REV_3.xlsx | XLSX spreadsheet | |
| Att. Qs_RS_ATF Response A0003.xlsx | XLSX spreadsheet | |
| 15A00024Q00000013_A0003.pdf | ||
| 15A00024Q00000013_A0002.pdf | ||
| Att. C_Pricing_Matrix_REV_2.xlsx | XLSX spreadsheet | |
| 15A00024Q00000013_A0001.pdf | ||
| Att. A_ESF13_Support_Services_PWS_REV-1.pdf | ||
| Att. C_Pricing_Matrix_REV_1.xlsx | XLSX spreadsheet | |
| Continuation Page_A0001.pdf | ||
| Att. A_ESF13_Support_Services_PWS.pdf | ||
| Att. E_QASP.pdf | ||
| Att. B_Past and Present Performance Survey.pdf | ||
| SF33_15A00024Q00000013.pdf | ||
| Att. C_Pricing_Matrix.xlsx | XLSX spreadsheet | |
| Att. D_Qs_Rs_Template.xlsx | XLSX spreadsheet |
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Sheet1
| Column1 | RFQ Reference | ||||
| (i.e., Contract Line-Item Number {CLIN}, SF1449, PWS, Quotation Instructions, Evaluation Criteria, etc.) | CONTRACTORS' QUESTION | ATF's RESPONSE | |||
| Instructions | Is it ATF's expectation that the resumes of all 20 Key Personnel be submitted to COR/CO? | Per Section L, 3.1(e) Section D - Key Personnel, Offerors shall provide resumes. The Government will evaluate the Offeror's resumes of proposed key personnel per Section M, 2.1 Factor 1, Key Personnel. Once the award is made, all future replacement or new hires will need to move through the COR/CO. | |||
| PWS 1.9.1.2 | Travel - For rural locations that do not have accommodations within the Per Diem rates, what options does the Contractor have? | There is no expectation that the offeror or its employees fund costs of business travel under this contract. All travel is approved by the COR and the approval process that includes an evaluation of the mission need and costs. When there is an identified need to complete travel and the mission needs justify it, there is a process to increase the per diem allowance. This is a routine activity for disaster operations where a blanket waiver may be issued and for National Security Special Events where the costs of rooms have been driven up due to the event. | |||
| PWS 1.9.2.1 | Will Contractors be provided access to ATF/DOJ/FEMA secured computer systems to complete the mandatory online training and what will be the method? | All contractor personnel will be issued ATF laptops and will be required to perform all government work on those devices. They have full access to the Department of Justice Learning Management System which has access to FEMA formal training. ESS personnel do have access to FEMA facilities in the Regions and the National Capital Region and can arrange to use FEMA computers in the rare instance a training is only available on the FEMA network. | |||
| PWS 1.9.3.1 | ESS Activations - Will Contractor be allowed to Rent/Lease space for a meetings/briefings with Federal, State, Local and Tribal agencies in remote/rural locations? | For operational deployments the rental/leasing of space is a government responsibility. For planning meetings, training and briefings, we have not experienced a need to rent facilities as we have been able to locate Federal, state and local government space. If a need were identified, the meeting space would also be a government responsibility. | |||
| PWS 1.14.4 | Operate Government-Owned Vehicles - What level of Licensure and/or Liability Insurance with the Contractor be required to provide to operate motor vehicles? | Technical Exhibit #3 in the Performance Work Statement identifies current ESS fleet and specifies what license is required for each vehicle. The PWS also specifies requirements for Logistics Officers to possess, or obtain within 18 months, a Class A Commercial Drivers License. Contractors are authorized to operate government-owned vehicles (GOVs) for official purposes. The government requires that the contractor will carry and pay for liability insurance to operate all classes of commercial and non-commercial motor vehicles operated by ESF#13 and demonstrate proof of insurance to the Government. The level of insurance is a risk-based decision for the contractor. | |||
| PWS 1.16.10 | Replacement of Contractor Positions - Can the Government provide an estimate timeframe of the period of time it will take for ATF Personnel Security Office to grant approval to applicants? | TO BE ANSWERED IN A FUTURE AMENDMENT | |||
| PWS 1.16.12 | Filling Vacant Positions - If the ATF Personnel Security Division clearance process is taking longer than expected, will the Government take this into consideration before eliminating any position with will be out of the control of the Contractor? | This decision would be made on the specific facts of an actual situation as it occurred. It is impossible to make a commitment on a hypothetical. We can say in the past, we have not eliminated any positions due to the length of time for a background. We have been tolerant when background packages are submitted complete and in a timely fashion. | |||
| PWS TE 1.1 | Contract Personnel - Will the number of FTE ever exceed 20 personnel? If so, under what conditions? Are there any Vacant Positions currently on the Contract? | There are no vacancies on the current contract. Expansion is a function of budget and funds availability and is impossible to predict. In OY 2 through OY 4, there may be a need for an additional ISB SAPO in which may result in exceeding 20 personnel. | |||
| Att. A page 7, SF33 page 108 | Could the government provide more detailed explanations or examples of what constitutes errors, misleading or unclear statements, incomplete or irrelevant information, and excessive rhetoric, repetition, and "padding" in deliverables? | ESS is a policy and operations organization which has a critical need for technically accurate, concise, and effective communications in both emergency situations and high-level government planning that may describe critical actions, a need for emergency action, or document events that have taken place. The ability of the offeror to provide their responses to this solicitation and ESS work, if selected, in this format is critical to success. We cannot provide specific examples, but we believe that personnel with solid background knowledge of the topics and strong technical writing skills will excel in this requirement. | |||
| Att. A page 8, SF33 page 101 | In cases where deliverables are rejected, could the government outline the specific process for resubmitting corrected deliverables, including any preferred formats or methods for highlighting revisions? | ESS efforts are directed at continual improvement of products. It is anticipated the successful offeror will start immediately using products already in use by ESS and will integrate into the operation and then be challenged with improving the operation. The office extensively uses Microsoft and Adobe products and handles many reviews with the on-line features of these software packages. Government assistance and input will often be involved in a progressive manner in the development of complicated deliberative products. If rejection is required, the goal will be to identify what needs to be corrected, fix it, and accept the product. | |||
| Att. A page 11, SF33 page 71 | Can the government clarify the extent of access to records, data, and facilities that will be provided to the contractor, and are there any restrictions or protocols the contractor should be aware of? | The records and data involved in ESS are consistent with a large emergency response organization that is extensively involved in the Federal interagency emergency planning effort, responds to disasters and has needs to track all aspects of response, completes after-action analysis and manages corrective actions. There are other factors involved such as logistics and fleet management and mission assignment records. The contractors will be provided all records and tools needed for their job. Government records and work will be accomplished on government provide laptops and cell phones to assist with maintaining security controls and records administration. | |||
| SF33 page 71 | What specific criteria are used to grant or disapprove pre-employment waivers for public trust positions, and how should derogatory information be resolved in favor of the contractor employee? | TO BE ANSWERED IN A FUTURE AMENDMENT | |||
| SF33 page 108 | Could the government elaborate on the expectations for the Offeror's managerial and technical approaches, particularly on how they plan to adapt to surges in need and address unique challenges in austere disaster environments? | The government seeks to find effective ways to handle ESS operations when surges in activity occur that require the generation of qualified personnel to deploy and operate above routine planning assumptions. The success of such a solution would need to be cost effective but also provide personnel with sufficient training and experience to operate effectively in performing the ESS mission. In terms of austere environments, this language is to make all bidders aware that a substantial portion of the ESS mission is done in the field and can involve challenges of a disaster environment which may include operating in temporary space, trailers or tent-based locations, identifying methods to effectively communicate using degraded infrastructure, sleeping in shelters, tents, or other field expedient housing, and committing to travel with uncertain mission lengths and work hours. | |||
| Instructions | Is it required as part of the proposal submission that ATF receive 20 resumes as all 20 positions are notated as key personnel? If so, could you please clarify if there are specific details or a particular format in which these resumes need to be submitted, and whether there is a deadline after award for this submission? | Yes, resumes and letters of intent are required for each key position at proposal submission. The format is flexible provided that it provides a standard resume for the individual and a letter of intent as required. | |||
| PWS 1.9.1.2 | In situations where the standard Per Diem rates are insufficient to cover the cost of accommodations in rural locations, what guidance or provisions does the ATF provide? Are contractors expected to seek pre-approval for rates that exceed the standard, or are there alternative funding mechanisms or accommodations that the ATF suggests or provides? | There is no expectation that the offeror or its employees fund costs of business travel under this contract. All travel is approved by the COR and the approval process that includes an evaluation of the mission need and costs. When there is an identified need to complete travel and the mission needs justify it, there is a process to increase the per diem allowance. This is a routine activity for disaster operations where a blanket waiver may be issued and for National Security Special Events where the costs of rooms have been driven up due to the event. | |||
| PWS 1.9.3.1 | When it comes to Essential Support Services (ESS) activations, is there an existing policy or any constraints regarding the contractor’s ability to rent or lease spaces for official engagements with government agencies at various levels in remote or rural areas? If so, could you provide the parameters or guidelines that must be followed for such leases or rentals? | For operational deployments the rental/leasing of space is a government responsibility. For planning meetings, training and briefings, we have not experienced a need to rent facilities as we have been able to locate Federal, state and local government space. If a need were identified, the meeting space would also be a government responsibility. | |||
| PWS 1.16.10 | What is the expected timeframe for the ATF Personnel Security Office to process and approve security clearance applications for new contractor positions? Understanding that these timeframes can be variable, is there a general timeline that contractors can plan around, and are there any expedited processes available for critical positions? | TO BE ANSWERED IN A FUTURE AMENDMENT | |||
| PWS 1.16.12 | In the event that the ATF Personnel Security Division experiences delays in the clearance process, is the Government willing to take such delays into account before making the decision to terminate any contractor positions that are affected by these delays? How might such considerations be factored into the contract terms to protect both the contractor and the government's interests? | This decision would be made on the specific facts of an actual situation as it occurred. It is impossible to make a commitment on a hypothetical. We can say in the past, we have not eliminated any positions due to the length of time for a background. We have been tolerant when background packages are submitted complete and in a timely fashion. | |||
| PWS 1.19 | To ensure continuity of service and a smooth transition, will the new awardee be provided with a complete list of current contract personnel, including their roles and the duration of their service so that we can also provide a first right of refusal? | Yes. A list of the current contract personnel will be provided after award. |
RFP; Amendment 1, Section L.3.1(c).1 Will the Government please confirm that the requirements for "no logos" is only applicable to the footer of each page? That is, logos are permitted on the cover sheet, in the header of each page, in the body of the proposal, and for use in the letters of intent. The requirement of logos is only applicable to 3.1(c).1 Section C, of Section L. logos are permitted cover sheet, in the header of each page, in the body of the proposal, and for use in the letters of intent.
| Section B, CLINs 0002, 1002, 2002, 3002, 4002 | Please clarify whether the number of OT hours is a cumulative value for all 20 team members in the base CLINs or whether this value is per person. Alternatively, is this value for the 16 team members exclusive of the ISB SAPOs? | 1002, 2002, 3002, 4002: This is a team total for expected overtime that can be planned. The mission overtime for ESF #13 deployments is a portion of the reimbursed costs located in line 1006, 2006, 3006, 4006. |
| Section B, CLINs 0002, 1002, 2002, 3002, 4002 | If the number of OT hours is a cumulative value, is it the government's intent that a blended rate be used? | The government expects that the contractor's personnel be paid in accordance with applicable Wage and Hour law and regulations. These overtime estimates are for budget and level of effort purposes and it is impossible in advance to predict the amount of overtime that will be offered or approved. ISB operates more with planned National Security Special Events (NSSEs) and lends itself more to planning. However, the level of effort in overtime for ESF #13 is solely dependent on the level of activations due to natural disasters and can be very significant requiring personnel to work 12-16 hour shifts multiple days in a row. We have provided numbers based on historical estimates but these are solely illustrative. The use of all overtime is subject to funds availability. We do not expect the bidders to provide a fix price for overtime- this will be invoiced for a approved hours- but we do require their rate be disclosed. |
| Section B, CLINs 0007-0009, 3007, 4007-4008; Att. C Pricing Matrix | The number of optional ISB SAPO roles listed in these CLINs is inconsistent with Att. C. Please clarify. | Section B of the solicitation updated. See change in descriptions for CLINS 0007-0009, 3007, 4007-4008. Please see updated Pricing Matrix (Att. C_Pricing_Matrix_REV_2) for CLINs 3007, 4007-4008. |
| Section B | The number of optional ISB SAPO roles differ from year to year (i.e., 3 in the Base, 1 in OY 3, and 2 in OY4). Please confirm the government's intent. | The base contract was to provide for 6 (six) Situational Awareness and Planning Officers (SAPOs) with two (2) assigned to the National Coordination Center (ESF#13) and four (4) assigned to the Incident Support Branch. The intent was to allow (subject to funds availability) to plan for adding one (1) SAPO in each option year starting with OY2 with each new SAPO being funded through the remainder of the OYs on the contract. |
| RFP; Amendment 1 (15A00024Q00000013.pdf) | We assume that Amendment 1 contains only those sections and clauses that have been added or revised from the original RFP issued on 2/5/2023; that no clauses or requirements have been deleted; and that "No Clauses" as noted for Sections D, E, F, G, K, and M is intended to mean that these sections are unchanged. Please confirm. | For Amendment 0001, clauses ATF-04 Personnel Security Requirements (JAN 2024) AND ATF-04_A1 - Nation Security ATF-04_A1 - National Security Information Access Security Requirements were replaced with updated ATF-04 Personnel Security Requirements (FEB 2024) (Section H, Special Contract Requirements), and DOJ-05, Security of Department Information and Systems DOJ-05 (OCT 2023) was updated (Section H, Special Contract Requirements); And FAR clauses 52.232-20, Limitation of Cost (Apr 1984) and 52.232-22, Limitation of Funds (Apr 1984) were incorporated by reference (Section I, Contract Clauses). There were no changes and updates ("No Clauses") for Sections D, E, F, G, K, and M. |
| RFP Section H, ATF-04 | Please confirm the Government's intent to replace clause ATF-04 Personnel Security Requirements (JAN 2024) (DEVIATION) and related addendum with ATF-04 Personnel Security Requirements (FEB 2024) and related addendum. | One of the purposes of Amendment 0001 was to replace clause ATF-04 Personnel Security Requirements (JAN 2024) AND ATF-04_A1 - Nation Security ATF-04_A1 - National Security Information Access Security Requirements with ATF-04 Personnel Security Requirements (FEB 2024). |
| 3.1(h) Section G– Factor 4, Past Performance | Will the Government please increase the past performance recency requirement to 5 years instead of 3? | The requirement for past performance recency will remain at three (3) years. |
| Attachment Pricing Matrix-REV 1 | Column I is locked; however, the formula does not compute Labor Hours Sub multiplied by Total Labor ($) Sub. Can the government please provide a revised Attachment C Pricing Matrix? | Formula for Coloumn I corrected. See Att.C-Pricing_Matrix_REV-2 . |
| Attachment Pricing Matrix-REV 1 | Optional CLINs Overtime are both applied to the Prime currently and the cells are locked. Will the government please allow modifying of the hours allocated to both Prime and Sub for the two OPTIONAL CLINS? | Optional CLINs of Overtime for ESF#13 and ISB for all sheets (BASE YEAR, OPTION YEAR (OY)1, OY 2-4) updated. Labor hours removed from Column "C". See Att.C-Pricing_Matrix_REV-2 . |
PWS, para. 1.16.4 Please clarify the number and type(s) of references required for proposed personnel and the information specifically required for each. Offeror is to use best judgement when responding to paragraph 1.16.4 of the PWS. Each requiremet of pararaph 1.16.4 should be addressed.
| SF33, page 35 ATF-25 | Do the Legal Holidays/Federal Non-Work Days include Juneteenth? | Yes |
| PWS, page 10, 1.16 Key Personnel | How many key personnel are required in total? | In the base year, 20 key personnel are required. Additional ISB SAPO may be required beginning in OY 2. |
| PWS, page 10, 1.16 Key Personnel | How many key personnel must be identified by each position? | One key person or equivalent is required for each position. |
| PWS, page 32, TE 1.4 SAPO | The four Incident Support Branch SAPO positions do not have a specified work location. It says the "4 positions will be assigned a worksite location by the COR after consultation with the Contract Project Manager and the Incident Support Branch Chief". Is it assumed these positions will be located at the NCC, elsewhere in the NCR, at the contractors worksite, or another location? | The four ISB positions currently have government office space in Atlanta, Chicago, Nashville and the National Capital Region. The actual locations are negotiable for new personnel in these positions, however, they must be in commuting distance of an ATF office. We have found value in having some geographic diversity in the locations of these personnel. |
| SF33, page 1, Block 9 | Will the Government consider extending the closing date for submissions beyond February 29, 2024, at 13:00 ET? | No. |
| PWS, page 27, TE 1.1 | The PWS states "The contractor shall ensure that a minimum of sixteen personnel are available to deploy to any ESS mission assigned including those that may involve CONUS or OCONUS travel, are maintained at all times. The CPM may not be counted as deployable personnel. Personnel deployed to an ESS mission may be counted in the total available personnel." Are the sixteen personnel drawn exclusively from the FTE positions or can they be drawn from contract augmentation resources in addition to the FTE positions? | This requirement was added to provide a benchmark to ensure a minimum number of available personnel at all times understanding that personnel must have scheduled time me off. The sixteen (16) person minimum was intended to be maintained from the FTE positions on the contract. Any force augmentation outside the FTE contract resources would need to be discussed after award as part of the ESS CONOPS development process for either ESF#13 or ISB to determine feasibility and, if approved, the steps necessary would have to be identified, approved and completed. |
&"-,Bold"&12QUESTIONS + RESPONSES TEMPLATE &"-,Italic"(Attachment D)&"-,Bold" Furniture Services (Nationwide)
DJA-23-ALAD-PR-0225 | 15A00024Q00000002 | RFQ1663674
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