15DDHQ24R00000027 QandA.pdf

Project Management Support Services

RFP:15DDHQ24R00000027

Question and Answers

1. I read the solicitation this morning and noticed that a requirement is “the firm must currently (at time of proposal submission) possess a SECRET facility security clearance”.

If we have a joint-venture mentor-protégé in which our mentor holds a TS clearance. Can the T/S venturer perform while the partner venture is sponsored? We want to get this hashed out before building a response for DEA.

Answer: No. The mentor cannot perform the work if the protégé’s key personnel do not have a SECRET clearance.

2. Will the DEA consider a 1 week extension for submission to 6/19/2024?

Answer: No. The DEA will not consider a one-week extension.

3. If not, due to the 2 week timeframe for submission, will the DEA provide contact information for the incumbent personnel?

Answer: No. The DEA will not provide the contact information for the incumbent personnel until after award.

4.Who is the incumbent contractor and are they eligible for the re-compete?

Answer: The incumbent contractor is GraphiTech DBA Archvia

5. Page 8 of 92, Place and Time of Performance: Please clarify the “but the resources will not exceed forty (40) hours in a work week without prior approval of the Contracting Officer.” If the task orders awarded under the IDIQ are expected to be performance-based (Firm-Fixed Price), why is this approval required?

Answer: Contract staff can only work 40 hours per week. Additional hours must be approved by the COR, in advance, to ensure funds availability.

7. Page 11 of 92, 11 Special Requirements, Paragraph c: Please clarify if GFE will be provided to contractor staff. Language indicates GFE may be provided and work will need to be performed on the DEA network. If GFE is not provided, will DEA provision virtual desktops (e.g. Citrix Workspace)?

Answer: The DEA will provide GFE and access to the DEA network to contractor staff.

8. Page 12 of 92, 12.1 Senior Program Manager (Key Personnel): please clarify the requirement to have 20 years of experience with delivering large scale and complex office space projects. Appreciate a definition of what a “large scale and complex” means to DEA here. For example, is a large and complex project worth $5M? Is it defined as a multidisciplinary project (include multiple building trades)? Is it a long duration (multi-year) project?

Answer: Section 12.1 Senior Program Manager adequately describes the key skills, core competencies, strengths and, the key functions of this position.

a. Also, how many projects is the Senior Program Manager responsible for or expected to lead in their portfolio?

Answer: Section 12.1 Senior Program Manager adequately describes the key skills, core competencies, strengths and, the key functions of this position.

b. The years of experience requirement for the different labor categories assume there is a direct correlation between experience and competence. Instead of requiring 20 years of experience, will the Government consider broadening the experience range to allow for a more diverse pool of qualified candidates?

Answer: No the Government will not consider broadening the experience range.

c. Will the Government consider accepting alternative qualifications, such as advanced degrees, certifications, or a proven track record of success in similar roles in lieu of the 20 years of experience requirement?

Answer: No. The Government will not consider accepting alternative qualifications.

9. Page 16 of 92, 14 Travel: Please clarify “The Contractor will process all travel arrangements and invoice for the travel expenses in accordance with the FTR, without fee.” Can the successful offer recover the costs of managing travel (G&A) via a handling markup?

Answer: The contractor will process all travel arrangements and invoice for the travel expenses in accordance with the FTR. Additionally, the contractor, can recover the costs of managing travel (G&A) via handling markup.

10.Page 16 of 92, 15 Productive Direct Labor Hours: Please clarify if the expected task orders will be firm-fixed price or T&M (labor-hour) based?

Answer: The task orders will be firm fixed price.

11.Page 16 of 92, 16 Payment and Schedule of Submissions: Can the Government confirm invoices are submitted via email and not using an invoicing portal such as IPP, eInvoice, WAWF, etc.?

Answer: Invoices are submitted via email to the DEA. The email will be specified in the award document.

12. Page 17 of 92, 18 Contractor Telework: Will the Government make available for review Clause DEA-

2852.242.80 and/or include it an amended version of the Solicitation (RFP)?

Answer: Please reference the end of this document for the subject clause.

a. Also, how much telework is being employed by the incumbent team?

Answer: Telework is approved on a case by case basis depending on the needs of the DEA. If approved, the incumbent team can telework a maximum of two days per week.

13 . Page 89 of 92, Section 8.7, Factor 3 Past Performance Areas of Evaluation: Sub-bullet 8 reads “Evidence that key personnel are experienced with the Drug Enforcement Administration’s (DEA) structure and facility operations.”

a. Is the DEA asking Offerors to identify the Key Personnel who performed/are performing on the Past Performance Example?

Answer: Correct. The DEA wants Offerors to provide evidence that its Key Personnel have experience (past or current) with DEA’s structure and facility operations.

b. Is it the intent of the DEA that Offerors only provide Past Performance Contracts with DEA?

Answer: Sub-bullet 8 requires a DEA-specific response. Sub-bullet 6 is specific to experience working with the General Services Administration (GSA), Public Buildings Service (PBS). Sub-bullet 7 is specific to experience working with Federal Law Enforcement Agencies. Sub-bullet 10 is specific to Intelligence Community Agencies and other Federal Agencies. All other sub-bullets are not specific regarding past performance and past experience.

14. Page 14 of 92 12.3 Specialty Design Senior Engineer seems to identify 1 resource with subject matter expertise in both IT/Data Systems AND mechanical, electrical, and plumbing (MEP) with 15 years of experience delivering large scale and complex office space projects. Can the Government clarify that this is NOT 2 resources and its only 1 resource expert in both fields (IT/Data and MEP)?

Answer: The Specialty Design Senior Engineer could be one or more resources (Note table 12 a. Staffing, Level of Effort) on page 12 of 92. The number of resources for the Specialty Design/Engineering positon “Varies.”

a. The years of experience requirement for the different labor categories assume there is a direct correlation between experience and competence. Instead of requiring 15 years of experience, will the Government consider broadening the experience range to allow for a more diverse pool of qualified candidates?

Answer: No. The Government will not consider broadening the experience range.

b. Will the Government consider accepting alternative qualifications, such as advanced degrees, certifications, or a proven track record of success in similar roles in lieu of the 15 years of experience requirement?

Answer: No. The Government will not consider accepting alternative qualifications

15. Section 8.8 of the solicitation references completing the schedule of supplies. Should Offerors create their own spreadsheet using Exhibit 1 as the template?

Answer: Yes that would be acceptable

16. Section 8.8 of the solicitation includes a requirement for other information to be furnished as part of the Business Volume. Should Offerors include these files as separate attachments to the Excel file? Does the Government want this information included in a separate tab in the pricing Excel file?

Answer: Yes, you can add it as separate tab

17. RFP Section 11, Paragraph f. DOD MANUAL 5220.22, VOLUME 2 NATIONAL INDUSTRIAL SECURITY PROGRAM: INDUSTRIAL SECURITY PROCEDURES FOR GOVERNMENT ACTIVITIES and 32 CFR Part

117.9(b) Entity Eligibility Determination for Access to Classified Information require reciprocity for an FCL issued by any CSA stating that the FCL will be considered valid and acceptable for use on a fully reciprocal basis by all federal departments and agencies if it meets or exceeds the level of classified access. Will the Government accept a contractors Top Secret FCL with the Nuclear Regulatory Commission, a NSIPOM CSA?

Answer: Yes. The Government will accept a contractor’s Top Secret FCL if it is active. However, the company must provide the DoD/DISS verification form, and individual contract staff must complete additional security clearance forms for the Drug Enforcement Administration before receiving approval to work and onboard.

18. Page 11 of 92 11 Special Requirements d. Planning Constraints Can the Government reconsider classifying the labor categories anticipated to work partial time (less than 960 hours) as key personnel?

Specifically, the Special Design labor category which is anticipated to support 40 HR based on the Schedule of Supplies/Services.

Answer: No. All labor categories listed are key personnel.

19. Can the Government share what is the anticipated award/start date for this IDIQ contract?

Answer: Anticipated award is 6/28/2024

20. Shall the format of the response follow SF30?

Answer: Please refer to the solicitation for all formatting questions

21. Is there a maximum number of past/current contracts that will be awarded?

Answer: No this is an IDIQ

22. Does the government want to see resumes from consultants (AV/IT/Security/MEP)? Or only provide resumes for key personnel listed in the CLINs.

Answer: The government wants to see resumes from the key personnel listed in the CLINs.

23. Secret Facility Clearance – would it be acceptable to lease space at an already cleared facility (considering the POP starts on July 1, 2024)?

Answer: There is no need for any Offerors to lease space for themselves. All contract staff will be provided with adequate office space at DEA Headquarters.

24. Will the Government sponsor the awarded vendor for a top-secret facility clearance or is a top secret facility clearance required to be in place at the time of proposal submission?

Answer: A top secret facility clearance is NOT required. All contract personnel must have a SECRET clearance. The DEA will not sponsor the awarded vendor a facility clearance at the time of proposal submission. The vendor must submit a SECRET request through DOD/DISS for its employees. The DEA provides a favorable background for Sensitive But Unclassified positions.

DEA-2852.242-80 CONTRACTOR TELEWORK

(a) Definitions.

“Telework” means a work flexibility arrangement, including situational telework (weather or event-related) that allows Contractor and/or Subcontractors to perform the duties and responsibilities of their position from an approved alternative work site. The arrangement may not include hours that exceed the normal hours worked during an invoice pay period.

“Contracting Officer’s Representative” (COR) means an individual designated and authorized in writing by the Drug Enforcement Administration (DEA) to perform specific technical or administrative functions.

“Contractor” means an employee of the Parent Company currently working onsite at a DEA facility.

“Contractor Program Manager” means the onsite supervisor or designated supervisor for Contractors.

“Parent Company” means a business entity holding a current contract with the DEA under which its employees (the Contractor) is performing.

“Program Office” includes the Office Head, Special Agent in Charge, Laboratory Director, Regional Director, Country Attaché or their designees.

“Task Monitor” means an individual designated and authorized in writing by DEA to conduct and document day to day contract administration functions in the field.

(b) The Program Office may approve a telework plan and have overall responsibility for the administration of this clause within their organizational jurisdiction.

(c) The COR/TM, in conjunction with the Program Office must make a written determination that:

(1) Certain work functions or the missions of certain work units are suitable for a telework arrangement;

(2) The Contractor is suitable for telework based on individual performance, program requirements and mission objectives;

(3) Summary of work performed during teleworked hours is submitted to the COR/TM on a bimonthly basis;

(4) The Contractor shall sign and submit the completed DEA Contractor Telework Agreement Form;

(5) The COR/TM shall retain the signed DEA Contractor Telework Agreement Form in the contract file for record keeping;

(6) The Contractor shall obtain the necessary technology prior to teleworking:

(i) Firebird Anywhere - http://intranet/sites/si/Mobile/fba/Pages/default.aspx; OR

(ii) DEA issued Laptop--If the contractor’s current computer is a desktop, the Program Office may request a laptop using a DEA-19 form for the

Contractor to take home when teleworking.

(7) The COR/TM and the Contractor shall review and re-sign, if approved, the DEA Contractor Telework Agreement on an annual basis.

(8) The Program Office or the Contractor reserves the right to terminate the Contractor Telework Agreement at any time.

(9) Within thirty (30) days of the date this clause is incorporated into the contract, the Program Office shall submit to the COR/TM and the cognizant

Contracting Officer a plan for how it will implement authorizations for approved telework locations. The plan will describe the specific work and tasks that may be suitable for performance at a temporary work location, the personnel who may be assigned to perform the work, the methods the Program Office will use to manage, supervise, and perform quality control, and any other relevant information. Hours worked, as well as performance shall be tracked on a daily basis.

(d) Under no circumstance will the Contractor be authorized to perform any work requiring access to DOJ/DEA information or information systems unless such access will be made exclusively using DEA equipment or property issued for this purpose.

(e) No authorization for telework shall be construed as an indication of past performance, an increase in the price of the contract, an approval of overtime, a change in the contract schedule, or approval of an accelerated rate of expenditures.

(f) Local commuting expenses incurred in traveling to or from any approved telework location are not reimbursable. Any incidental costs incurred in performing work at approved telework locations will be reimbursable in accordance with the Allowable Cost and Payment clause and the Payments clause of the contract, provided that such costs are segregated and allocable to the contract.

(g) The contractor is responsible for protecting and using any DEA-owned or provided equipment or other property for official purposes only. DEA is responsible for servicing, and maintaining any DEA-provided equipment issued to the Contractor. DEA is not liable for injuries or damages to the Contractor’s personal or real property while the Contractor is working at the approved telework location.

End of clause