Questions and Answers.doc

Questions & Answers

(Pre-Conference, Conference, Post-Conference)

Question #1: What is the targeted start date for the contract?

Answer #1: April 2024 Question #2: Is there an incumbent contractor and how many employees are on the contract?

Answer #2: Yes, there is an incumbent contractor. This is a performance-based type of service.

Question #3: Will office space be provided for the Contractor at the U.S. Embassy?

Answer #3: No, office space at the U.S. Embassy will not be provided to the Contractor. The Contractor shall provide onsite consultation services upon COR request.

Question #4: Could you please confirm whether you are open to considering international candidates residing in Ghana or in the USA, who are willing to relocate to Italy for this position?

Answer #4: See Section 3 – Solicitation Provisions to identify the required offeror qualifications to perform this service.

Question #5: Can we submit our proposal in USD?

Answer #5: Yes, you may. See also FAR 52.225-17 Evaluation of Foreign Currency Offers (Feb 2000).

Question #6: Could you clarify if visa sponsorship is available for this opportunity?

Answer #6: No, visa sponsorship is not available for this service.

Question #7: My firm is based in the United States but our business partners on this project are based in Italy (it is an established business with a permanent address and telephone listing in Italy) - Is this enough to suffice this requirement?

Answer #7: See Section 3 – Solicitation Provisions to identify the required offeror qualifications to perform this service.

Question #8: Can this service be performed remotely?

Answer #8: See the Performance Work Statement requirement as identified in Section 1 – Continuation to SF-1449.

Question #9: Do service providers have to be locally located?

Answer #9: See Answer #8 Question #10: What is the average payroll size per cycle and average monthly payroll amount?

Answer #10: The payroll size is for about 430 employees. The average payroll amount cannot be provided as since it depends on multiple, variable factors i.e. overtime, illness, awards etc.

Question #11: Is expected go live date for service with the new Contractor January 2025, or is the expectation that this occurs earlier, during the course of 2024?

Answer #11: Service is expected to go live o/a April 2024.

Question #12: "What national labor contract (CCNL) are employees formally subject to in Italy? Is this the agreement referenced in the following link? https://www.lavoro.gov.it/notizie/Documents/Rinnovo-Disciplina-ambasciate-2023-2025.pdf Answer #12: Embassy employees are neither subject to the CCNL or to the agreement for the Italian employees working for Embassy, Consulate, and other international organizations in Italy. A unique labor contract is tailored for the American Embassy employees.

Question #13: Is service currently managed by another third party or internally?

Answer #13: The service is provided by a Contractor.

Question #14: What system is currently in use to process pay slips for local nationals?

Answer #14: The current system is processed by US Government financial service center in Charlston (CFSC).

Question #15: Can you provide a sample format of the expected employee monthly earning statement and TFR report, and any other required reports?

Answer #15: These reports shall be provided to the awardee Contractor.

Question #16: Can you provide a sample format of the employee data changes that will be provided by Embassy on a bi-weekly basis?

Answer #16: These reports shall be provided to the awardee Contractor.

Question #17: Can you confirm that no data will need to be recovered by the new Contractor from periods prior to the go live date, and that no part of service will refer to such prior periods?

Answer#17: The Contractor shall provide data from the beginning of the year. The Embassy will provide proper documentation.

Question #18: Section 3-point A2 sub-4) mentions the following requirement: "Please include evidence that the Offeror is familiar with Italian and U.S. tax legislation, U.S. Payroll processing system, and has already performed similar services". Can you please clarify how the scope of service as described in the Performance Work Statement section of the RFQ requires knowledge of U.S. tax legislation and of the U.S. payroll processing system?

Answer#18: Some Embassy employes are US citizens that are subjected to both Italian and American tax regulations.

Question #19: How are US legal holidays (as per 652.237-72) to be treated from an Italian payroll perspective?

Answer#19: US legal holidays are treated as Italian holidays.

Question #20: If we provide services with Italian employees, based in Italy, from an Italian legal entity:

· Are we subject to U.S. Department of Labor regulations (e.g., Labor Relations Act and Service Contract Labor Standards)?

· Are we subject to obligations to hire veterans and other categories, based on US legislation?

Answer#20: Italian firms shall operate in accordance with the Italian Law.

Question #21: What are the clauses of the FASCSA orders to which this supply will be subject?

Answer#21: FAR 52.204-28, 52.204-29, and 52.204-30.

Question #22: Concerning requirements dictated by US privacy law, is compliance with the European GDPR considered equivalent?

Answer#22: These Laws are issued by two different governments.

Question #23: Is it confirmed that we will be subject to a 2% deduction on services performed by non-US Persons? How will this amount be paid?

Answer#23: A waiver exception for the country of Italy is in place and no 2% excise tax withhold shall apply as long as the offeror shall include in the offer a filled-out W-14 exemption form (www.irs.gov/w14).

Question #24: Can we confirm that “Installment Payments for Commercial Products and Commercial Services” (52.232-30) clause is not applicable to this contract?

Answer#24: FAR 52.232-30 does apply to this contract.

Question #25: Is compliance with Italian Law 231 equivalent to some of the US regulations quoted in the RFQ, e.g. the Whistleblower Protections in the American Recovery and Reinvestment Act?

Answer#25: These Laws are issued by two different governments.

Question #26: What insurance policies will be required under the "Insurance - Work on a Government Installation (JAN 1997)" (52.228-5) clause?

Answer#26: The Contractor is required to provide whatever insurance is legally necessary by the local government or local practice for this service.

Question #27: What are the checks required on personnel under the personal identity verification of Contractor Personnel (52.204-9) clause?

Answer#27: If routine physical access shall be granted to any of the Contractor employees, the Embassy shall provide forms and required information based on Embassy internal security procedures and requirements.

Question #28: What are the payment terms for this contract?

Answer#28: Within 30 days upon submission and approval of an invoice.

Question #29: How does the performance measurement process work in the contract? Is the supplier subject to any penalties? If so, are these subject to a liability cap?

Answer#29: See Section 1,” Quality Assurance And Surveillance Plan (QASP)” paragraph.

Question #30: How many pay periods are in a year?

Answer#30: There are 26 pay periods and 3 Bonuses (13th, 14th, and Spring).

Question #31: Is the Embassy acting as a tax withholding agent?

Answer#31: No, it is not.

Question #32: Is the INAIL currently paid by the Embassy? Shall the Contractor take care of this payment?

Answer#32: Yes, it is currently paid by the Embassy. The Contractor shall process INAIL payments on behalf of the Embassy.

Question #33: Shall the Contractor take care of the to the Libro Unico del Lavoro (Unified Employment Ledger)?

Answer#33: No, he/she shall not.

Question #34: Does the Embassy process employees’ salary bi-weekly payments?

Answer#34: No, they are processed by US Government financial service center in Charlston (CFSC).

Question #35: Shall the Contractor reconcile the bi-weekly payments in a monthly payment?

Answer#35: Yes, he/she shall.

Question #36: In which format the Embassy receives the files from CFSC? Excel file format?

Answer#36: Files are received in an Excel format.

Question #37: Can a copy be provided of the Embassy local labor compensation plan?

Answer#37: A copy of the Embassy local labor compensation plan shall be provided to the awardee Contractor.

Question #38: Shall the employee receive both pay slip (American and Italian)?

Answer#38: Yes, employees are to receive both pay slips (American and Italian).

Question #39: Shall the Contractor provide a monthly E&L (earning and leave) statement matching the data of the by-weekly statements for the month?

Answer#39: Yes, he/she shall.

Question #40: How many days are foreseen for the transition period?

Answer#40: A 10-day period.

Question #41: How shall the Contractor provide payment to INPS?

Answer#41: The Contractor shall establish an Italian bank account under its name with matching “Codice Fiscale” since this is the only way INPS will accept and recognize legitimate payments.

Question #42: Shall the Contractor use the Italian “Zucchetti” software to process payroll data?

Answer#42: This is a performance-based type of services, and the Contractor shall select all the appropriated instruments to perform the services.

Question #43: Shall the Contractor process service for US Embassy local employee?

Answer#43: Yes, the Embassy has currently under their payroll system local employees that fall under both Italian and American tax regulations.

Question #44: Shall the awardee be responsible to gather and elaborate all 2024 payroll data?

Answer#44: Yes, he/she shall. The Embassy shall provide all the missing data.

Question#45: SF-1449 block 12 Discount Terms. If no discount terms shall apply, how this block shall be filled out?

Answer#45: Block 12 Discount Terms can be left blank.