Response to Vendor Questions .pdf

15JPSS22R00000039 Federal Forfeiture Claims Administration Response to Vendor Questions

No. RFP Section RFP Pg.

Bidder’s Question DOJ Answer

1 C.8.1.1

20 Under C.8.1 Weekly Status Reports, C.8.1.2 includes a reference to a sample monthly status report. Would the government please clarify if the contractor is required to submit both weekly status reports and monthly status reports?

Yes, weekly. Unless the assigned attorney requests a longer period between reports.

2 G.2.(d) 32 Section G.2.(d) states that the personnel security requirements of this contract are set forth in Section H.4 of the contract.

Would the Government please confirm that these personnel security requirements are actually provided in Section H.17?

Correct, they are provided in Section H.17.

3 L.8 99 Would the Government please exclude the Quality Control Program from the 30-page limitation for Volume 2 Technical Proposal?

No, it will not be waived.

4 C.4.2.1(3)(e): 9 Is utilizing the USPS Address Correction Service (ACS) reporting considered compliant with program requirements related to logging undeliverable mail from USPS?

Yes

5 C.4.4.3.5 13 Would an industry standard declaration be acceptable in place

No affidavit required.

15JPSS22R00000039 Federal Forfeiture Claims Administration of an affidavit?

6 C.4.4.5 14 Does the government utilize de minimis payments as part of its distribution plans and if so, how is that considered as part of pro rata distributions described herein?

No. However, the government might opt to exclude all outgoing payments under a certain threshold.

7 C.4.5.1 15 Does the government allow checks issued under the program to include language such as “For Deposit Only” to protect the fund from fraud, including but not limited to check cashing agencies who may argue they are holders in due course of a negotiable instrument and could not have known a check was previously deposited via electronic means?

Yes

8 C.5.1 16 Would the government clarify the language of this section regarding notification of an occurrence to include that the time to report the occurrence begins upon actual discovery of the occurrence by the administrator?

Yes, the admin must report an occurrence when they discover it.

9 H.29(d) and H.30 65-66 For the bonds referenced in these sections, is the amount of the bond based on the principal amount in the specified bank account at the time the bond is issued, or is the amount of the bond forever tied to the initial principal of the account

The amount of the bond should be based on the principal amount that is anticipated for distribution to victims.

15JPSS22R00000039 Federal Forfeiture Claims Administration

(at the beginning of an engagement), prior to any distributions to victims occurring?

10 C.4.3.2.2 11 What are standard hours for live telephone support?

Monday-Friday, 8am-8pm EST. May vary based on locality of victim pool. Unless the specific task order requests otherwise.

11 L.8.2.3.2.d(1) 106 We would typically assign a project team that accomplishes all requirements in a given task order, and the roles may not align exactly with the labor positions noted in the task order. Will this approach be acceptable?

Yes, this approach is acceptable.

12 H.7.1.6(a) 49 Could we review a copy of the Employee Self Reporting Requirements for All Contractor Personnel form prior to submitting our proposal?

No.

13 L.8.2.3.1.a 105 This paragraph references a Section C.5.1.5. There does not appear to be a Section C.5.1.5.

Sentence rewritten as follows: The offeror shall also identify the tasks required to establish the necessary infrastructure to perform an actual case administration task order (e.g., establish web site, P.O. Boxes, and bank escrow depository agreements, etc.) as stated in Section C.4. and to establish necessary controls as outlined in C.5.

14 C.4.3.2.4 11 “The task order may request the Contractor to set up the IVR but

The administrator will usually elevate, via email, certain inquiries to DOJ for

15JPSS22R00000039 Federal Forfeiture Claims Administration reroute calls to the DOJ for official response” – does the Department anticipate the use of a transfer from one TFN to another, live cold/warm transfers, or how is this rerouting of calls accomplished?

handling. DOJ will provide a response that the administrator can pass through to the petitioner. If the issue is especially important or sensitive DOJ may prefer to respond to the petitioner directly.

15 C.4.2.1.3(h) 9 Regarding reconciliation by the 5th work day after the end of the month: we do not get reconciliation files from the bank until that time, are the bank files acceptable? We typically perform an independent reconciliation to the bank reconciliation after receipt of bank files. Does this approach work?

The approach is acceptable

16 C.4.3.2.1 Page

We do not currently have the functionality for claimant registration and claim status to be available via our IVR systems and would have concerns about attempting to develop and offer it.

We do have the ability to provide individual information to callers with live phone support or through a website if needed. What type of statuses does the claimant generally see?

The scripted IVR responses do not need to be claimant-specific, they can be general.

Claimants may speak to live phone support about their specific claim.

17 C.4.4.5.3(h) 14 Are there specific SLAs for call response times?

8 am – 8 pm EST.

If a case has a substantial number of

15JPSS22R00000039 Federal Forfeiture Claims Administration petitioners in a different time zone the assigned attorney may request for longer hours.

18 C.8.2 20 The stated goal is to complete the claims collection, evaluation, and disbursement process within four months of the task order start.

Could the Department clarify what is the anticipated claims filing period per task, and how the claims filing period and a 90-day check cashing period are intended to fit into a four month project duration?

Please see the updated RFP. A sentence has been rewritten as follows: As a general rule, the Government’s goal is to complete the claims collections, evaluation, and disbursement process within 12-months of task order start.

19 L.8.1.4(b) 102 What are the “3 mailings before final payment” comprised of?

How many pages will each mailing consist of? Will there be courtesy return envelopes or forms?

The three mailings will consist of the following:

1. Notice of Petition Form

2. Deficiency Notices

3. Petition Decision

(grant/deny/partially deny)

The mailings usually consist of 1 to 2 pages.

No courtesy return envelopes or forms. The mailing with the notice is a form that is sent back, so it has a return address.

20 L.8.1.4(b) 102 If a remission form is sent, what Response rate of 70% and documentation

15JPSS22R00000039 Federal Forfeiture Claims Administration should be assumed for the response rate and is there documentation that a victim needs to return with the remission form?

should be in the form of evidence of victim loss.

21 L.8.1.4(b) 102 If one of the mailings is payments, how many payments should we assume?

There are usually 2 rounds of payments

22 L.8.1.4(b) 102 What is the duration of the project?

Vendors should assume 12 months for the duration.

23 L.8.1.4(b) 102 How long should the telebank and website be available?

Any petition filing portal should be open until the conclusion of the claims period.

The website with status updates and pertinent case information should be available until all requests for reconsideration have been decided and funds paid out.

The telebank should also be available throughout the ruling and payment phases of the case.

24 L.8.1.4(b) 102 Should email or general correspondence from the victims be assumed?

The claims administrators will receive emails and some written correspondence.

However, the type and volume depends on the case type and the technical expertise of the victim pool.

25 L.8.1.4(c.2) 102 For the Other Direct Costs, what categories are allowable (printing costs, check costs, long distance charges, NCOA, trace fees, undeliverable processing, Any direct costs associated with the task order that are not covered under labor and are allowable under FAR part 31 are allowable.

15JPSS22R00000039 Federal Forfeiture Claims Administration imaging, banking charges, etc.)?

26 L.8.1.4(c.2) 102-

For printing, the cost will vary based on format and volume. Can you give us an example of how they should be reflected in this section when the cost varies based on the project?

No, we cannot give an example. These costs would be treated as ODC’s.

27 L.8.1.4(c.2) 102-

How and where should indirect costs (such as website maintenance charges, phone maintenance charges, set up charges and monthly charges) be reflected in the pricing?

As an ODC. Any direct costs associated with the task order that are not covered under labor and are allowable under FAR part 31 are allowable.

28 L.8.1.4(c.2) 102-

In ODC, do we list pricing available for other services outside of the scenario provided?

No.

29 L.8.1.4(c.2) 102-

Will there be forms that people submit? How many should we assume? What rate of deficiency/cure should be assumed?

Yes, and contractors will work with DOJ on the design of the form as it will vary by case. DOJ may also opt for an electronic form on a case-by-case basis. Vendors should assume a 30% deficiency rate.

30 L.8.1.4(c.2) 102-

Should we assume that we will pay people? Should we assume a qualified settlement fund, banking, and other payment processing for undeliverable mail and reissues?

Yes, contractor will make payments to approved petitioners. No Qualified Settlement Fund (QSF) is necessary.

31 C.4.2.3 Tax Requirements 9 In addition to obtaining a TIN, will the Contractor be required to setup a Qualified Settlement Fund per 26 CFR § 1.468B-1?

No QSF is necessary.

15JPSS22R00000039 Federal Forfeiture Claims Administration

32 C.4.3.2 Interactive Voice Response System

10 What is the required Service Level Agreement for live operator support?

Monday-Friday, 8am-8pm EST. May vary based on locality of victim pool. Unless the specific task order requests otherwise.

33 C.4.4.3 Initial Correspondence / Verification of Claim Data

13 Will the Contractor be required to testify or provide an expert opinion on the efficacy of the notice program?

Assume DOJ will handle any testimony.

34 H.30 Depository Bonding 66 Is FDIC pass-through insurance sufficient to meet the bonding requirement?

No

35 L.8.1.2 Subcontracting Plan

100 Is the small business subcontracting plan and the identification of first-tier subcontractors to be provided: (1) at the time of submission of this offer; (2) after the award; or (3) after issuance of a task order?

The identification of first tier subcontractors should occur at time of submission. Subcontractors can be added after award.

36 L.8.2.3.1 Transition/Phase- In Period

105 Would an employee or subcontractor be considered to have a “completed security clearance” if such security clearance was obtained in connection with a contract not involving Federal forfeiture and/or for a different Federal agency?

All individuals must be processed by CRM DIV Security office. In certain instances, individuals who have a clearance from another Federal Agency may be granted reciprocity.

37 H.17.1.3; L.8.2.3.2 45-48;

105 -

The RFP defines multiple operational roles and includes three tiers of Risk Positions. Any additional guidance on the known PTI level/clearance levels for

The clearance levels will be minimum background investigation/public trust for low risk and Top Secret for high risk.

15JPSS22R00000039 Federal Forfeiture Claims Administration operational staff would be appreciated.