RFP_A31 Questions and Answers_HRD amend 0001.xlsx
XLSX spreadsheet 23 KB Posted
- Solicitation number
- 15DDHQ25R00000003
About this file
This is a Questions and Answers document for solicitation 15DDHQ25R00000003 for the DEA's Pre-Employment Hiring Center of Excellence (PEHCE). The document contains 41 questions and answers clarifying various aspects of the requirement.
Key details revealed include: The current incumbents are Personnel Decisions Research Institute (PDRI), Federal Occupational Health, Kako'o, and HumRRO. The contractor must provide nationwide/international testing facilities within 50 miles of applicants when possible. Full staffing is expected within 4-6 months of award. The DEA processes approximately 60,000 initial applicants with 3,600 advancing, including roughly 2,000 psychological assessments annually. Special Agent hiring occurs 4 times per year, Intelligence Analyst and Forensic Chemist twice per year, and Diversion Investigators continuously. The solution must meet FedRAMP High requirements. The contractor must provide an all-in-one solution - partial solutions will not be accepted. All Bucket 2 activities must occur simultaneously at the same location and day. The Program Manager is designated as key personnel. Virtual psychological interviews are acceptable, and while MMPI and 16PF tests are currently used, DEA is open to other legally defensible testing instruments.
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Sheet1
| Solicitation Number: 15DDHQ25R00000003 | |||||
| Questions and Answers | |||||
| Question Number | RFP Section | Paragraph | (RFP) Page Number | Question(s) | Answer(s) |
| 1 | 2.2.1 | 1 | 19 | Does DEA have or will the DEA provide a space for the Pre-Employment Hiring Center location or are you looking for contractor to provide the space? | Answer: Per section 2.2.1 "Location, Facility, and Leasing" of the SOO, "In the event a location is proposed, then any proposed location (or locations) shall support pre-employment activities identified in this SOO. The contractor shall be responsible for the cost, maintenance and management of the proposed location (or locations). |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 2 | N/A | N/A | N/A | Where are the requested services currently being performed? | Answer: Services are currently being performed in all 50 states and, multiple International locations. The administration test sites should be easily accessible by public transportation and be a DEA approved facility. Locations considered acceptable should correspond within reasonable proximity of DEA office locations to ensure testing regions are equipped to test candidates. The Contractor must secure and maintain available testing sites nationwide/internationally for online and/or computer-based or paper/pencil testing as needed. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 3 | N/A | N/A | N/A | Can you share the names of the companies that are currently performing the requested services? ( as in who has Bucket 1, bucket 2, etc) | Answer: Personnel Decisions Research Institute, LLC (PDRI)(all physical, written, observation and recall assessments, psychological); Federal Occupational Health (medical exams); Kako'o (Reviewing Medical Officers); and HumRRO (Assessment Development). |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 4 | L.6 | 6 | 134-135 | What is the timeline to achieve full staffing level? | Answer: 4-6 months from award. See Section 4.1 of the SOO. |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 5 | N/A | N/A | N/A | Are there specific IT infrastructure or software requirements the DEA prefers or mandates for compliance and security purposes? | Answer: The offeror's solution requires implementation of any IT solution (e.g., cloud, application, system), the solution shall meet Federal, DOJ, and DEA IT and Cybersecurity requirements. Vendors should review FISMA and NIST 800-53 for a general understanding of Federal Requirements. Specific infrastructure, such as Windows Servers, and software can be discussed upon award. Reference Clause Security of Department Information and Systems DOJ-05 (OCT 2023) and DOJ-02 CONTRACTOR PRIVACY REQUIREMENTS (JAN 2022) |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 6 | N/A | N/A | N/A | In what instances are waivers issued for background investigations/clearances? | Answer: Intermin clearances are provided pending the completion of the full background investigation. Interim clearances are issued for onboarding of federal employees/Task Force Officers (TFOs)/contractors before the completion of the required background investigation (BI) in order fill vacancies for critical positions. The Background Investigation must be scheduled with the Investigative Service provider and found to have no issues requiring mitigation prior to the completion of the background. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 7 | N/A | N/A | N/A | Are there seasonal fluctuations in hiring that the contractor should anticipate or plan for? | Answer: Announcements are scheduled 4 times a year for Special Agents; 2 times a year for Intelligence Analyst and Forensic Chemist. An open and continuous announcement is open for Diversion Investigators, which means there is a constant flow of applicants. PATCO announcements are based on hiring management needs and vary. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 8 | N/A | N/A | N/A | Can the prime sub-contract certain services? | Answer: Yes, as long as the subcontractors meet federal, DOJ, and DEA requirements and can perform the functions within the SOO. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 9 | 2 | 4 | 16 | Who is responsible for screening the initial 60,000 applicants and makes the decision to move 3,600 forward in the process? | Answer: Proposed revision: Defense Finance and Accounting Service (DFAS) conducts the initial review of 60,000 applicants and provides the DEA with a certificate of eligible applicants. DEA then begins moving the 3,600 applicants through the various hiring processes and eliminates anyone who does not satisfy the requirements. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 10 | 2.2.5 | 2 | 20 | What is a competency-based assessment? | Answer: This is a testing instrument designed to assess proficiency on a competency identifed as critical to successful performance on the job. (See Section 2.2.5 and Section 7.1 of the SOO) |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 11 | 2.2.5 | 2 | 21 | Who does the structured interview (include)? | Answer: Each core series utilizes a Structured Interview which includes situational and/or behavioral questions to assess experience/proficiency in the identified competency areas. (Reference Section 2.2.5 of the SOO) |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 12 | 2.2.5.1 (3) | 2 | 22 | Is there a restriction to subcontracting the fingerprinting process? | Answer: DEA already has a contract for fingerprint services required for processing applicant background investigations and for the Rap Back compliance requirement. The current contract expires in 2029. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 13 | N/A | N/A | N/A | Is it a requirement to offer medical exams nationwide or can applicants travel to one location? | Answer: Yes. It is a requirement to offer nationwide facilities for conducting the medical exams. Applicants can travel, but it should not be more than 50 miles (unless extenuating circumstances) to a clinic/facility. Please reference SOO Section 2.2.5.2 |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 14 | N/A | N/A | N/A | What is the current location of the physical fitness test? | Answer: Physical assessments are being offered nationwide. Within 50 miles of the applicant, when possible. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 15 | N/A | N/A | N/A | How often do you have applicants 50 miles outside the DMV? | Answer: Often. As the number of facilities contracted through our existing contracts are wide-spread. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 16 | 3 | N/A | 28-29 | The RFP Mentions needing access to the vendors system. Can you please elaborate on this ask? What system is currently in place for this ask? What system is currently in place to provide access to DEA’s current vendors? | Answer: The Contractor shall be able to seamlessly and electronically transfer data collected into DEA Hire. The Agency is currently using DEA Hire (a system developed internally for applicant tracking). DEA shall have access to the system in order to pull data on applicants in various stages of the hiring process as part of the program evaluations. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 17 | 4.1 | 1 | 31 | Ramp Up- can certain areas/functions come online later while others start sooner provided it works in ramp up and with transitioning contractors | Answer: No. Exhibit A provides the pre-employment hiring activities in order. The expectation is that for ramp-up, all activities must be executable on Day 1. (Reference Exhibit A Page 17) |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 18 | N/A | N/A | N/A | Are you able to share the historical data on number of applicants per week and per month who were in each phase of the hiring process? | Answer: No. DEA does not have historical data on the number of applicants. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 19 | 2.0 (Exhibit A) &2.2.1 | 1 | 17, 19 | 2.2.1 in consideration of bucket 2: do all bucket 2 activities need to occur at the same location? Do all bucket 2 activities need to happen on the same day? | Answer: Yes. All bucket 2 activities shall occur simultaneously at the same location and the same day, to reduce hiring times. Reference SOO Section 2.2.1. |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 20 | 2.2.5.2 (3) | 1 | 25 | 2.2.5.2, number 3 (SOO page 13) says that the DEA prescribes the psychological test materials. What type of output, and in what format, is expected to DEA from the psych exam? | Answer: The Minnesota Multiphasic Personality Inventory (MMPI) is psychology's most widely used clinical assesment tool, helping psychologists recognize and diagnose mental health disorders, and it is also used in law enforcement hiring to evaluate candidates to determine if they are suited for the job. The Sixteen Personality Factor Questionnaire (16PF) is a self-report personality assessment and is used to assess traits such as emotional stability, vigilance, and rule-consciousness, which are critical for law enforcement personnel. See SOO Section 2.2.5.2 (3) and Section 7.1. |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 21 | 2 | 4 | 16 | The DEA estimates that approximately 3,600 candidates will advance beyond initial assessments, however, the RFP did not provide estimates for the number of Special Agent candidates requiring the psychological evaluation. Approximately how many applicants (Special Agent in Buckets 1-4) do you estimate will make the post-conditional offer phase and will require the psychological assessment? | Answer: Roughly 2000 applicants will go through the psychological assessment annually. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 22 | 2.2.5.2 | 3 | 25 | On SOO page 13 of the RFP (2.2.5.2. Examinations and Testing Post Acceptance of Conditional Offer Letter, 3. Psych/Exam/Review) it states that DEA will “dictate and prescribe psychological testing.” Is DEA open to a proposed psychological testing battery that is legally defensible and in line with standards of practice for post-COE psychological evaluations. If not, what is the test battery that is required by DEA? | Answer: While MMPI and 16PF are currently being used, DEA is open to other legally defensible testing instruments. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 23 | 2.2.5.2 | 3 | 25 | On SOO page 13 of the RFP (2.2.5.2. Examinations and Testing Post Acceptance of Conditional Offer Letter, 3. Psych/Exam/Review) it states “Transmit testing materials completed at the testing location...” and also states “Host secure proctored and Un-proctored test materials to be accessed by Candidates nationwide and internationally.” Can DEA please provide additional information on their preferences or requirements for conducting psychological testing virtually (i.e., online with a virtual proctor) versus conducting psychological testing in person? | Answer: The offeror shall provide feasbile options that ensure legal defensibility and timely execution of this activity. Virtual psychological interviews are acceptable. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 24 | 2.2.5.2 | 3 | 25 | Page SOO 13 of the RFP (2.2.5.2. Examinations and Testing Post Acceptance of Conditional Offer Letter, 3. Psych/Exam/Review) details requirements related to psychological testing. However, it does not provide information on requirements related to conducting psychological interviews. Psychological interviews are a critical component to post-COE psychological assessments and are required to ensure adherence with ethical standards: (a) Can DEA provide more information on requirements for conducting psychological interviews, including preferences for conducting psychological interviews virtually (i.e., online) versus in-person at a physical location in the DC metropolitan area? (b) If the preference is for in-person interviews, can you confirm that DEA will cover costs associated with candidate travel to the DC metropolitan area? (c) Is DEA open to proposed approaches to conducting psychological interviews that ensure adherence to legal and professional standards while streamlining processing times and reducing costs associated with these evaluations? | Answer: (A) DEA is flexible on the requirements for conducting psychological interviews. (B) The preference is for virtual interviews. (C) Yes. DEA is open to proposed approaches to conduct psychological interviews that ensure adherence to legal and professional standards while streamlining processing times and reducing costs associated with these evaluations. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 25 | 1 | 3 | 15 | Areas of the program going well (no change) -- We understand this is a new requirement. But are any vendors currently providing part of these services and if so who are those vendors? | Answer: Personnel Decisions Research Institute, LLC (PDRI) (all physical, written, observation and recall assessments, psychological); Federal Occupational Health (medical exams); Kako'o (Reviewing Medical Officers); and HumRRO (Assessment Development). |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 26 | Section B | N/A | 4 - 12 | Does the DEA expect allocated FTE as well as a cost per step in the hiring process as part of the price proposal? Would the DEA accept an alternative pricing model? | Answer: Part I: Yes |
| Answer: Part II: DEA will not accept an alternative pricing model. | |||||
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 27 | Section B | N/A | 4 - 12 | Based on the allocation of FTEs, does the DEA expect all activities to occur at one location to which they will fly candidates? | Answer: No. DEA does not expect all activities to occur at one location. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 28 | Section B | N/A | 4 - 12 | There is only one authorized vendor of the online MMPI. How should vendors procure that service? | Answer: If the vendor continues to utilize the MMPI, it should be procured through available avenues. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 29 | Section B | N/A | 4 - 12 | How did the government arrive at its price estimate for materials and what does it include? | Answer: The Government's Independent Government Cost Estimate (IGCE) is procurement-sensitive information. The Government IGCE, nor information regarding how it was developed, will not be made publicly available. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 30 | Section B | N/A | 4 - 12 | Use of USAS-AQ or self cert (applicants) is noted for each of the target roles in varying quantities. Is DEA seeking pricing for these from OPM, as USAS is an OPM system? And/or would DEA consider an alternative to this requirement (e.g., hosting AQs on an alternative system)? | Answer: USAS is an OPM systerm that DEA is already using. DEA will not consider an alternative system. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 31 | 2.2.5 | Multiple (e.g., Bullet 3 on Page 9) | multiple | Will vendors be given access to DEA’s USA Staffing accounts? | Answer: Yes. DEA will provide access to the DEA Hire system for data transfers. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 32 | Security of Department Information and Systems DOJ-05 (OCT 2023) | Clause | 87 | What level of FedRAMP is required? | Answer: FedRAMP High. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 33 | N/A | N/A | N/A | What will the role of DEA personnel (e.g., recruiters, staffing specialist, I/O psychologists) be as part of this new center? | Answer: Industrial and Organizational (I/O) Psychologists will be responsible for developing test content or overseeing test development work conducted by the vendor. Recruiters and staffing specialist will have no role in this area. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 34 | 2.2.5 | Multiple (e.g., Bullet 3 on Page 9) | multiple | Will the Office of Personnel Management allow for the integration of systems beyond USA Hire with USA Staffing? | Answer: No. |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 35 | 2.2.5.1 (2) | 2 | 21 | Reference: Administer, score, and provide reports for structured panel interviews in online live and asynchronous formats within 15 calendar days of confirmation of notice. and "Provide a mechanism for DEA Interview Reviewers to score the interviews score electronically." Does the DEA expect contractors to serve as the only interview and/or assessors for interviews? These two bullets appear to conflict. | Answer: The Contractor shall schedule and coordinate asynchronous and live virtual interviews for applicants. DEA personnel will serve as interviewers and will score and record the results. Reference SOO Section 2.2.5.1 (2) |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 36 | N/A | N/A | N/A | Who does the government designated as key personnel? | Answer: The designated Key Personnel is the Program Manager. Reference SOO Section 2.4 and the Clause Matrix DEA 2852.242-76 Key Personnel. |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 37 | L.6 | N/A | N/A | Does the government expect resumes for key personnel and are they included in the page count? If so, who is designated as Key Personnel? | Answer: Yes. Resumes are required for Key Personnel and will not be included in the page count. Reference Section 2.4 in the SOO, Clause Matrix DEA-2852.242-76 Key Personnel and Section L.6. |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification | |||||
| 38 | N/A | N/A | N/A | Will the government accept bids from vendors which offer a partial solution? | Answer: No. DEA is seeking an all-in-one solution. to execute specific pre-employment hiring activities for applicants across the CORE and PATCO career fields to streamline and expedite pre-employment hiring activities, reduce the number of candidates lost to competitor organizations/agencies, reduce cost expenditures associated with lost candidates, and reduce the time to hire.(Reference SOO Section 1.2). |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 39 | N/A | N/A | N/A | DEA already has a contract, process, assessments, and integrations for the competency-based assessments, interviews, and physical abilities assessments that are making a demonstrated impact. Does the DEA wish retain these contracts, or will those contracts be terminated or rolled into consolidated into this effort? If they are to be consolidated, how will they be retained? | Answer: The DEA does not plan to terminate any existing contracts. |
| The solicitation ( ) will (X ) will not be amended to reflect this clarification | |||||
| 40 | L | Technical Proposal, paragraph c. | 133 | Confirm that font size is required to be 11 pitch (point). | Answer: Yes. Reference: page 133 of the RFP, Section L.6 (a) (2) (Technical Proposal (Volume I) Instructions (c ). |
| The solicitation ( ) will ( X ) will not be amended to reflect this clarification | |||||
| 41 | L | 2 | 136 | Confirm that the following text is not applicable to the Business Proposal, and clarify if it is instead applicable to the Technical Proposal as stated: "… print shall be standard 10pt. (or larger) Times New Roman font. The Technical Proposal will be read and evaluated in book order; pages in excess of the page limit will not be considered. Résumés, letters of commitment, title page, table-of-contents, index, and tabs shall be counted under the page count limitation." | Answer: Yes, the text is applicable to the Business proposal. "The Business Proposal shall be written in plain English, in a concise, easy to read manner. Pages shall be standard size 8.5 x 11 inches, printed on one side (one sheet printed on both sides will count as 2 pages), and print shall be standard 10pt. (or larger) Times New Roman font. The Business Proposal will be read and evaluated in book order; pages in excess of the page limit will not be considered. Résumés, letters of commitment, title page, table-of-contents, index, and tabs shall be counted under the page count limitation." |
| The solicitation ( X ) will ( ) will not be amended to reflect this clarification |
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