Questions and Answers FINAL RFP .xlsx
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| Area | Question # | Category | RFP Reference | Question | Answer |
| RFP | 1 | General | Is there an incumbent contractor for this work? | No, this requirement is replacing an internal process. | |
| 2 | General | Is there a previous contract number for this work? | No, this requirement is replacing an internal process. | ||
| 3 | General | Is there a NTE travel budget for this contract? | No travel is allowed for this contract. | ||
| 4 | Past Performance | 3.2.5 Factor Three: Past Performance, Page 17 | Are we limited as to how many 2-page resumes our contractors we can include? Given the scope and numerous regional/field areas of work, we have extensive staffing that will perform these services and want to ensure we have the ability to include resumes for each as a way to demonstrate to the review committee the extensive amount of experienced staff we have as a part of our operation. | For the Past Performance factor, only the relevant experience template (Attachment D) should be used. | |
| 5 | Cross Reference Matrix | RFP Section L.1.3.3 | RFP Section L.1.3.3 states: “The offeror shall provide a cross reference matrix indicating, by ITO, SOW, and/or specification paragraph number, the corresponding quote paragraph in that section which addresses the referenced item.” Question: Can the Government clarify the requirement for inclusion of the “corresponding quote paragraph” in the cross reference matrix? Does this mean that each paragraph of each Volume of the quote response must be numbered and cross referenced in the matrix, or is it sufficient for the cross reference matrix to include proposal Volume, section, and page numbers only? | It is sufficient for the cross reference matrix to include proposal volume, section, and page numbers only. | |
| 6 | Graphics Font | RFP Section L.1.4 | Question: Can other fonts besides Times New Roman be used for graphics, charts, and figures (e.g., Arial, Arial Narrow) as long as the text size is no smaller than 10 point? | Yes, other fonts can be used for charts/graphics/figures only as long as they are not smaller than 10 point font. | |
| 7 | Instructions (RFP) | Volume II | In table I-1, Volume II, Factor 4, Small Business participation has a page limit of 15 and in Section 4 the page limit applies to the Subcontracting Plan and there is no page limit identified on the Small Business Participation content. It is our assumption that the Small Business Participation does not have a page limitation in order to provide the requested information in items a to d. Is this assumption correct? If not, please clarify as the information requires an adequate page count. | Yes, the 15 page limit applies to the Subcontracting plan and the Small Business Participation submission. They should be submitted as one document for a total of 15 pages that encompasses both requirements. | |
| SF1449 | 8 | DOJ Security of Systems | Attachment A, Page 11 | Do systems that store information identifiable only by Request ID (e.g., online psych testing) need to comply with the security requirements of Attachment A, page 11? The requirements of the RFP appear to mandate data policies (prohibition of local storage of sensitive data) that avoid the need for secure local storage. | No, this clause will be removed. |
| 9 | Contractual - Attachment A (SF1449) | Section 2 | The Schedule of Supplies/Services identifies the period of performance for the base period as 08/01/2021-07/31/2022 and the four option periods align with this period. The contract start date in the RFP file in Sections F.2 and 2.1.1 identifies the period of performance as 09/01/2021-08/31/2022 and the four option periods align with this period. Please clarify the correct period of performance. | The anticipated Period of Performance start date is 9/1/2021. The SF-1449 has been updated. | |
| Statement of Work | 10 | Scheduling Tasks | 3.1.1 | In addition to the Contractor Assessor, will approved contractor personnel be able to access to the applicant's mental health/medical records and background information? | Only those with an approved LAR will have access to the the applicant's records. This can include office staff. |
| 11 | Interview Tasks | 3.1.3e | The Psychological Evaluation Report (PER) is to be uploaded to the FBI portal upon completion. It is assumed that the completed PER, i.e. PDF file, is uploaded to the FBI portal. Is this correct? If not please clarify. | The PER will be entered in to the FBI portal, not uploaded. |
If a file is to be uploaded, please indicate what file types are acceptable, e.g. PDF, Word document, etc. No files shall be used for this contract.
| If instead, the FBI intent is to have the Contractor Assessor complete the PER directly in the FBI portal will the contractor have an opportunity to conduct a quality review prior to final submission in the FBI portal? | Yes, the Prime contractor will have the ability to review any PERs before submission. | |||
| 12 | Testing Tasks | 3.1.2 | Please provide a list of additional testing that have been ordered by the FBI’s Psychological Services Program (PSP), for example, in the past year. These would be additional testing for applicants with substance abuse, traumatic brain injury or Attention Deficit Hyperactivity Disorder. | There is no set test for these scenarios. The Contractor Assessor may recommend a test but the government will make the final determination regarding the appropriate test to be used in those circumstances. |
| 13 | Personnel Requirements | 3.4 | Would it acceptable if a prospective Contractor Assessor has permanent resident status but otherwise meets all other qualifications and requirements? | No, all Contracted Assessors with access to the FBI portal must be U.S. citizens. |
| 14 | General Responsibilities | 3.5 | It is assumed that any clarification requests and/or corrections of the final report by the FBI PSP will be coordinated through the contractor and not directly with the Contractor Assessor. Is this correct? If not please clarify. | This is correct. The FBI will contract the Prime contractor's Program Manager or Clinical Lead to address any issues. |
| 15 | General Responsibilities | 3.5 | How many instances has the need for consultations occurred during the post assessment period? For example, in the past year? | Unable to answer this as the current process was completed internally. |
| 16 | Compensation | 3.5(b) | “Compensation will be at the hourly rate established in the contract for each FO.” The pricing spreadsheet, Attachment C_EPW, does not have entries for an hourly rate for each FO. It is assumed the hourly rate is the Consultation Rate Per Hour (billed in 15 minute increments) which is a single line item for all FOs. Is this correct? If not please clarify. | Correct. The hourly consultation rate will be a single rate established to cover all field offices. They will not have their own specific consultation rate. |
| 17 | Number of Assessments | SOW Section 3.7 / Appendix C and Attachment C - EPW | SOW Section 3.7 states: “For proposal purposes, the Contractor should price out the exam volumes listed in Appendix C.” SOW Appendix C provides a range for the number of assessments per Field Office (FO). Attachment C – EPW contains a distinct number of assessments per FO, with some numbers outside the range provided in SOW Appendix C. |
| Question: To determine price (Volume IV) and percentage of work by location (Volume V), what data for the number of assessments per FO should be used – the average or maximum number in the range provided in SOW Appendix C or the number provided in Attachment C – EPW? | Please use the estimated number of applicants listed in the EPW to propose. | |||||
| 18 | Orientation Pricing | SOW Section 3.7 | SOW Section 3.7 states: “All Contracted Assessors shall participate via a video or telephonic conference call for a maximum of sixteen (16) hours of orientation / instruction, which may be spread out over more than three (3) calendar days, conducted by the FBI prior to conducting any interviews. Refresher training may be required, also at Government expense.” Question: Can the Government please confirm that the 16 hours of orientation / instruction are billable at the Consultation Rate Per Hour proposed by the Offeror in Attachment C – EPW? | Yes, the time spent by the Contracted Assessors during orientation is billable to the Government at the hourly consultation rate proposed in the EPW. | ||
| 19 | Scope of Work | Attachment B, Page 8 | Is orientation provided by the FBI? Or is this something we can provide with information from the FBI to direct us (e.g. if we hire a new provider after the initial orientation). | The initial orientation will be provided by the FBI. Any subsequent trainings for new hires will be handled on a case by case basis by the FBI. | ||
| 20 | Statement of Work | Attachment B, 3.1 Tasks, Page 3 | What other identifying information other than Name and Request ID, such as contact email and/or phone, may be stored outside of the FBI portal to allow for contacting the candidate and communication scheduling with contractors and candidates? | All information should stay within the FBI portal. No applicant information should be stored a Contractor system. | ||
| 21 | Statement of Work | Regarding the statement “The primary place of performance for this contract will be at contractor/subcontractor locations nationwide in support of the FBI locations within the designated 50-mile radius distance to all fifty-six (56) Field Office (FO) locations.” Is the 50 mile radius to prevent costs incurred from travel? | Yes, the fifty mile radius is to better serve applicants applying to the FBI by having a Contracted Assessor within close proximity to a field office in which they process through. | |||
| EPW | 22 | EPW | The Firm Fixed Price Totals for each Period of Performance (cells E66, G66, I66, K66, and M66) do not include the amounts of Additional Test Rate for SOW Section 3.1.2 (spreadsheet row 64) and Consultation Rate Per Hour (spreadsheet row 65). Please confirm the intent that the Firm Fixed Price Total does not include these two items. | This is correct. Only the total amounts for each year will be evaluated and does not include the additional test rate or the consultation rate. |
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