Government_Response_to_Questions.pdf

Government Response to Questions

1. What are the file size limitations for emails? Response: There are no file size limitations for e-mails.

May volumes I and II be sent separately? Response: Yes.

May supporting files (excel, etc.) be sent separately if clearly labeled? Response: Yes.

2. Page 109, Attachment 15, Section L.6.3.3: Respectfully request that the Staff Qualification

Matrices be excluded from the overall page count. The matrices will eat up approximately 10 of the 30-page allotment. Response: The Staff Qualification Matrices will be excluded from the page limitations. See Amendment 0002 to the solicitation for updates.

3. RFP, Page 10, Section C.3.1.1: “The Contractor shall screen incoming mail and process as appropriate.” Can further definition be provided as to what government intends be done in

“screening”? or is that term used herein this sentence to merely cover in general terms all tasks thereafter following C.3.1.1? Response: Screening incoming mail is referring to reviewing the mail to make a decision on how to process. It is used to merely cover in general terms all tasks thereafter following Section C.3.1.1 of the solicitation.

4. RFP, Page 17, Section C.3.1.1, Task 1 – Analysis of Reports: Since report generation is reliant upon CIMS timely access: what is the current historical frequency of occurrence of CIMS down times or system delays? Response: CIMS is up 99% of the time.

5. Is there an opportunity to view the layout of the facility structure? Response: This is not necessary for the performance of this contract.

6. Section C.3.1.9: Is it possible to see an example of the type of report the COR wants to receive from the contractor when reporting the status report for Mail Processing? Response: See RFP, Attachment 12, Sample Monthly Production Report.

7. Sections L.6.3.2 and L.6.3.3 staffing plan requires resumes, letters of commitment and names for each labor category/position being requested. Since the EO applies to this solicitation to offer all qualified incumbent personnel employment, why is all of this information being requested. It would be our intention, and more than likely most bidders to hire incumbent personnel; this requirement is giving the incumbent advantage since they are the only bidder privy to this information?

Response: This requirement remains unchanged.

8. If new personnel are proposed, what is the time period needed for clearance to begin work. Will waivers be issued once all paperwork is submitted and in order? If we are to meet the timeline of a 30 day phase-in, new personnel and/or management will need access to shadow incumbent employees during transition period. Response: During the 30-day transition period, the successor contractor will obtain the necessary clearances to begin work. During the transition period and after the successor contractor is cleared to begin work, the successor contractor will have the opportunity to engage with the predecessor contractor.

9. Section C.3.1.1 mentions established procedures when the Mail ID Unit receives confidential, secret & top secret mail. Are clearances required on this contract? Response: See Section H.2 of the solicitation. It is our understanding that any classified documents (even if sealed/packaged) are not to be handed to anyone that does not have the proper level of clearance for that correspondence. Response: All classified documents are given directly to OMI staff.

10. Section B.2.2, Training: The solicitation states that Contract staff may be required to attend training courses during the course of the contract. We understand that all training must be approved by the COR, however in addition to any training we may wish to provide, can the DOJ provide any specific training it may require so we can factor this into our overall training plan?

Response: No specific training is required, other than training on the applications used on the contract.

11. Section C.3.4.8, Task 8: Production of the Monthly Workload Statistics Report and Graphic: Does

DOJ has a standard format it requires for this report or does it anticipate that a new contractor will establish a new set of report standards? Response: The Government has a standard format.

12. Section C.3.4.11, Task 11 – Surveys: Will DOJ provide information regarding past surveys so that we can develop optimal survey vehicles for targeted organizations/groups? Response: There are no past surveys to be provided at this time. If a survey is necessary, the OMI staff will work with the contractor to develop a survey.

13. Section C.11, Transition: The transition timeframe is defined as a 30-day period. Many times transition can be completed in a shorter period of time. We assume that if transition activities are able to be conducted in a shorter time period for the Case Information Support Services contract, DOJ be accepting of the shorter transition period. Is this an accurate assumption? Response:

The 30-day transition period remains unchanged.

14. Section H.1, Contract Type: As the Government anticipates award of a time-and-materials type contract. If this is a change from the current contract type, can DOJ advise specific concerns related to the current contract type? Response: The contract type remains unchanged.

15. Section L.42 (g): This section and the associated table indicates that 30 resumes are required

(notwithstanding the stated page limitations and inclusion of letters of commitment) in order to properly meet the Section L requirements. Other than those positions identified as Exempt by the bidder, all other positions are covered by the Service Contract Act (SCA). As such any successful bidder is required by the SCA to provide a “right of first refusal” to all existing contract employees currently working for the incumbent. This requirement would appear to negate the specific requirement for 30 completely new resumes. Will the contract office consider modifying the resume requirement to include any personnel who are (1) key personnel and/or (2) are designated by the bidder as Exempt employees who may be bid for selective management or lead positions?

Response: See Section L.6.3.3 of the solicitation. The Government is only asking for six (6) resumes: (1) Program Manager, (1) Data Collection Manager, (1) Data Analysis Manager, (2) Data

Analysts, and (1) Supervisory Legal Data Technician. The resume requirement remains unchanged.

In lieu of the above, if the resume requirement cannot be waived, will the goverment consider establishing a formal “interview process with the incumbent employees, prior to bid submission, in order to meet the stated resume release requirement? Response: No.

16. General Question: Given the uncertainty with respect to incumbent SCA employees, will the government consider a 2 week extension to the proposal due date? Response: No.

17. Section L.6.3.2, Staffing Plan: The solicitation requirement in this area is that the “staffing plan shall cover the entire term of the contract, including option years, which shows the name of each individual to be assigned.” While providing staff names might work well for the incumbent contractor, it is typically not feasible for a new contractor who under SCA law will be required to first recruit from eligible incumbent staff and then hire and train new staff. Additionally, providing names for staff for all option years is generally not feasible as individuals may need to be removed from position for a variety of reasons and / or may elect to leave the organization for any number of reasons. We are asking that DOJ consider a more general staffing plan requiring provision of a specific name only for Key Personnel. Additionally we are asking that DOJ acknowledge that staffing changes may be anticipated, particularly in the option years as this is to be expected and anticipated as part of the ongoing staffing of an organization. Response: The Government expects proposed staffing in the base year and understands that staffing changes may be anticipated in the option years. However, the staffing requirement remains unchanged.

18. Section, L.6.5 Corporate Experience & Section M.2.1, Numerical Scoring System: Our firm can provide past performance experience and a response we believe meets requirements. We assume, however, that DOJ may have concerns and/or problems it would like to solve in the conduct of a new contract to support this requirement. Can the DOJ elaborate on these areas (i.e., relevant concerns and/or problems it is seeking to solve within the conduct of this contract) so that our response can be best tailored to meet DOJ’s specific organizational needs? Response:

The Government does not have any relevant concerns and/or problems it is seeking to solve within the conduct of this contract.

19. Section M.4, Evaluation of Option Periods: We understand the evaluation of pricing provided for contract option periods. What specific factors and scoring will the government use in evaluation of the technical response for option periods? Response: See Section M.2 of the solicitation for technical evaluation factors.