Responses_to_Questions_from_Interested_Firms,_dd_10-24-2018.pdf

QUESTIONS FROM INTERESTED FIRMS AND DOS’ RESPONSES

10/24/2018

QUES

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1 We are aware that across some existing GSS task orders, should there be a transfer of personnel from an incumbent contractor to another prime contractor, mandatory Government regulations such as the European Transfer of Undertakings Directive 2001/23/EC will apply. Many other countries have their own equivalents (e.g. the UK, South Africa, and many GSS SP1 countries).

B. Supplies or Services and Prices/Costs; G.

Contract Administration;

L. Instructions, Condition, and Notices to Offeror

L.12.1.1.i 133 Can DOS please confirm that a) this understanding is correct and b) if correct, please provide required data on all TO incumbent staff to allow all bidders to be able to accurately cost the transfer of staff within our proposal. The requested data should include staff numbers, locations, labor categories, age, compensation and length of tenure.

As per Section C.3.1.e, "Contractors shall comply with all security, legal, and practical requirements particular to any locale in which GSS operations are conducted and services provided."

2 The scope of the GSS IDIQ is to be performed OCONUS (RFP Section B.1), with a few minor exceptions. This appears to be inconsistent with the extensive small business requirements mandated in RFP Section H.12. Imposing small business requirements on this OCONUS contract would be impractical for the following reasons:

1. Using US-based SBs will increase cost to the Government by limiting offeror’s ability to source goods and services locally in-country, since foreign businesses, though small, would not qualify as SB;

2. No U.S. small businesses exist with the relevant capabilities to perform GSS-specific functions worldwide

Offerors cannot make firm commitments to use particular small businesses at the IDIQ level against unknown requirements at the TO level for the next 10 years.

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70)

B.1

H.12

Will the Government please remove the small business subcontracting requirements and the associated FAR 52.219-9 subcontracting plan from the GSS solicitation?

If the Government will not remove the requirement in their entirety, will the Government either: a.) reduce the goals or b.) change the requirement to a good faith contractor effort to include small business to the maximum extent practicable at the TO level?

The Government will not remove the small business subcontracting requirements and the associated FAR 52.219-9 subcontracting plan from the GSS solicitation.

The published DoS’ small business subcontracting goals are the aggregative goals of the US Dept of State.

The IDIQ small business subcontracting goals in your proposal shall reflect the overall goals in relation to the the bidder’s proposed total subcontracting dollars for the life of the contract. In addition, the awarded contractor is responsible for an annual reporting of the actual aggregate subcontracting small business dollars that was expended for all Task Orders awarded for that reporting year. Please see Section I.11, FAR 52.219-9 Small Business Subcontracting Plan (JAN 2017), Alternate II (NOV 2016)

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3 Will the Government allow foreign businesses which self-certify as small to be counted toward the goals?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70)

H.12 Pg. 74 Allowing small foreign firms to self-certify as SBs will enable Offerors to provide local solutions to DOS, which will be more cost-effective and efficient.

Only U. S. Companies are included in the small business subcontracting plan, not foreign companies of any size.

4 Would the Government please confirm that the goals presented are to be calculated on the total planned subcontracted dollars?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70)

H.12 Pg. 74 Please clarify whether the SB subcontracting percentages are based on total contract value or total subcontracted value.

The subcontracting percentages are based on the Offeror’s total of available amount for subcontracting, and to include base and the nine option years. The percentages are not based on the total contract value of the Offeror’s proposal.

5 Will the Government provide guidance on what total award value should be assumed in order to calculate the subcontracted dollars?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70)

H.12 Pg. 74 We request that the Government indicate to Offerors the total contract dollar value to be used as the basis for small business percentages.

See Question 4 above.

6 Will the Government consider requesting the SB Plan at the TO level instead of at the IDIQ level?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70)

H.12 Pg. 74 We request that the Government consider requesting a SB Plan template with the SB Plan details provided at the TO level

SB Plan is required for review and evaluation purposes during the solicitation process for evaluation/review.

7 It is not clear precisely what is excluded from page count. Will the Government please clarify if the whole of Part C is excluded from page count or just the surveys?

Other items excluded from the page limitations of each Part within Volume I are as follows:

… Volume I, Part C:

Corporate Experience and Past Performance, Past Performance

L.11.1.4 N/A Pg. 130 Please clarify whether all of Part C is excluded from page count or just the past performance surveys

Please refer to revised language in Section L.11.1.4.

Note: Section J.7, Attachment F is included in the page count.

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Surveys

8 RFP Section M.4.1.e contains information requirements that are not contained in Section L.12.1.1. Will the Government please clarify what it wishes to evaluate relating specifically to task order transition?

The Offeror’s approach to transitioning in and out of Task Orders

M.4.1.e, L.12.1.1

N/A Pg 149 Please clarify the requirements for a Transition-in plan that is referenced in Section M.4.1.e as it is not referenced in L.12.1.1. If it is required, please omit from the volume’s page count.

The Government is not requiring a Transition-In Plan in this RFP, as Transition-In Plans are envisioned at the Task Order level as detailed in Section F.6.1.18. In this solicitation, the Government will evaluate the Offeror's approach to transitioning in and out of Task Orders, as detailed in Section M.4.1.e.

9 The Operations and Management Plan is required by Section L, but is not mentioned in Section M. Will the Government please specify if and how it is to be evaluated?

An Operations / Management Plan (Volume I, Part A – Worldwide Operations Approach and Capabilities, Appendix 1:

Operations/Manageme nt Plan), to be updated annually, which details “how” the Offeror will effectively manage the IDIQ and the task orders issued under it.

L.12.1.1.a and M.4.1

N/A Pg. 132 Please clarify if the Operations / Management Plan is excluded from evaluation. If not, please specify which evaluation factor in M.4.1 corresponds to this requirement.

The Operations and Management Plan will be considered in the overall evaluation of the Offeror's overall technical proposal, as applicable. Note: The specific areas of evaluation listed alphabetically in Section M.4.1 are not individual evaluation factors or subfactors.

10 RFP Section F.6.1.18 mandates a phase-in plan be delivered with the technical proposal. This requirement is not included in Section L, and Section F.6.1 appears to refer only to TO deliverables. Will the Government please clarify that the phase-in plan is only required in TO technical proposals, not at the IDIQ level?

Provide, in its Technical Proposal, a Draft Phase-In Plan for a [120/180]-day transition to commence fourteen (14) calendar days after task order award that, at a minimum

F.6.1.18 N/A Page 45 Please clarify that the phase-in plan is required for the TORP technical proposal and not the IDIQ proposal.

The Government is not requiring a Transition-In Plan in this RFP, as Transition-In Plans are envisioned at the Task Order level as detailed in Section F.6.1.18. In this solicitation, the Government will evaluate the Offeror's approach to transitioning in and out of Task Orders, as detailed in Section M.4.1.e.

11 Can Arial Narrow be used for ease of reading in tables and graphics?

The font shall be Times New Roman, Arial, or Calibri

L.11.1.5.b N/A Pg. 131 Please allow offerors to use Arial Narrow font in tables, graphics and exhibits.

Please refer to revised language in Section L.11.1.5.b.

12 The Government requests one (1) paper original and five (5) paper copies of the entire proposal, but does not specify how many electronic versions. How many CD- ROMs are required for each volume?

Electronic versions of the proposal will be accepted on a CD- ROM/DVD compatible with Microsoft Office

(MS) 2010.

L.17 N/A Pg 142 Please specify how many electronic (CD- ROM/DVD) copies of the proposal are required.

Please refer to revised language in Section L.17.

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13 Will the Government allow offerors to include a list of figures/tables, and a glossary / list of acronyms with each volume? If so, can these items also be outside of page count?

In Volume I, Technical Proposal, the cover letter, table of contents, dividers, tabs, and cover sheets shall be excluded from the page limitations.

L.11.1.4 N/A Pg. 130 Please clarify that a List of Figures and glossary of acronyms are allowed and excluded from page count.

The Government will allow a List of Figures and glossary of acronyms; however, these will be included in the page count, as applicable.

14 1. To ensure the integrity and stability of the submitted documents, will the Government allow offerors to submit volumes containing narrative in PDF format?

2. The Government also requires offerors to complete PDF files (e.g. J.9 Attachment H) in PDF format, so will the Government allow offerors to submit the Government’s own mandated attachments in their original PDF format?

3. Will the government accept PDF format for required company-proprietary documents, manuals, plans, etc.?

PDF format shall be used only for scanned documents.

L.17 N/A Pg. 142 Strongly suggest the Government allows offerors to submit narrative volumes (e.g.

Volume I and II) and the Government’s own attachments (e.g. Attachment H) in PDF format

The Government will accept Volumes I and II, and Attachment H, in a searchable PDF format. The Government will accept PDF format for required company-proprietary documents.

15 To facilitate evaluation, offerors may submit graphics/images (e.g. photos) containing wording (e.g. signage or logos) that are smaller than 10 point. Are such images, screen shots, and pictures that contain such text exempted from font requirements, as long as the text is not intended to be read?

12-point size type shall be used. The font shall be Times New Roman, Arial, or Calibri. The font size for tables and figures, and any other type of inserts can be no smaller than 10 point; the font size for any graphics as it appears on the printed page can be no smaller than 10 point

L.11.1.5.a N/A Pg. 131 Suggest allowing font size in images (e.g.

photos of offeror facilities) to be smaller than 10 point, as long as such text is not meant to be read and evaluated.

Text not intended to be read and evaluated for its substance will not be subject to font restrictions.

16 How much time will presenters be given to set-up and test the equipment on the day of Oral Presentations?

The total duration of the presentation will be no longer than two (2) hours and forty-five

(45) minutes

L.12.2 Pgs. 137 and 138

Please clarify how much time will be available to offerors to set up their presentation equipment before the 15 minute Government introductions.

Please refer to revised language in Section L.12.2.

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17 How much time will the USG allow the presentation team for caucusing before answering specific questions?

The presentation will be followed by a twenty (20) minute break for Government caucus, up to thirty

(30) minutes for clarification, and ten

(10) minutes for audio taping verifications.

L.12.2 Pg. 137 Suggest that the Government clarifies how much time offerors will be allowed to caucus before answering the Government’s questions.

The Offeror's caucus time will be part of the 30 minutes for clarification, post presentation.

18 How many copies of the oral presentation slides should the presenters bring during the Oral Presentation?

Pages shall be printed single-sided

L.11.1.5 Pg. 130 Please clarify if the offeror is to bring hard copies of the presentation to the orals presentation and, if so, how many.

The Offeror should not bring any copies of the oral presentation slides for the Government to the Oral Presentation, per Section L.12.2.

19 Will the Government confirm that the completed Attachment H Worldwide Presence Profile will be outside of page count?

In Volume I, Technical Proposal, the cover letter, table of contents, dividers, tabs, and cover sheets shall be excluded from the page limitations

L.11.1.4

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S FROM

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Pg. 130 Since J. 9 ATTACHMENT H - WORLDWIDE PRESENCE PROFILE is already 9 pages long, before offerors complete it, we strongly suggest it be excluded from the page count for Volume I.

Please see question 7 above and refer to revised language in Section L.11.1.4.

20 Attachment H is only mentioned in Section L and not in Section M. Will the Worldwide Presence Profile be evaluated and, if so, how?

The Offeror shall include their completed Worldwide Presence Profile (refer to Section J, Listing of Attachments, Attachment H) in this part of Volume I.

L.12.1.3 5th paragraph Pg. 136 Please clarify how the Attachment H will be evaluated.

Please refer to revised language in Section M.4.3.

21 Will the Government please clarify this requirement? For example,

1. Does USG require offerors to provide document upload capability for all service packages?

2. Will USG please specify what types of required documentation it requires to be uploaded

C.1.1 states: Provide customers with the ability to submit required documentation and receive their issued travel documents at distributed points of service outside of their local U.S. embassy or consulate.

C.1.1 Sub-para d Pg. 7 Please clarify the C.1.1 requirement to provide customers with the ability to submit required documentation

No, the Government does not require Offerors to provide document upload capability for any service packages. Section C.1.1.d refers to the ability to submit and receive required documentation through document delivery services for service packages 1 and 2.

22 In order to allow offerors to estimate facility size and staffing numbers at OFCs, will the Government provide the number of

Capture visa applicants’ biometrics and facilitating secure

C.1.2 Sub-para a Pg. 8 Please clarify the number of biometrics workstations available at each facility

The number of biometric stations will be part of the Offeror's solution at the task order level.

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DoS’ RESPONSES biometrics stations in operation at each facility?

transmission of captured data to the Government.

23 Attachment J contains the notional TORP requirements, which has no Section D.

Will the Government confirm the Attachment reference?

Capability to access the required auditable data, at a minimum as listed in Attachment J – Section D Notional Data Definition for Management Information and Data Fields, and all information collected as part of the person-centric record;

C.2.4 Sub-para d.i Pg 13 Suggest that the correct reference is to Section J.5, Attachment D

Please see revised language in Section C.2.4.d(i).

24 RFP refers offerors to Section L.7.1.1.1, but no such section exists in this RFP. Will the Government confirm the correct RFP reference?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70

(see Section L.7.1.1.1).

H.12 N/A Pg. 74 Please clarify that the Government intended to refer offerors to RFP L.13.1

Please see revised language in Section H.12.

25 Will the Government consider adding a PMO FFP CLIN to support the PMOs at the IDIQ level, as on other DOS IDIQ contracts? The benefit to the Government is immediate response to TOs, constant focus on innovation and performance assurance, reduced risk in transition / mobilization?

None Section J.2, Attachment

A-2, GSS 2.0

Pricing Tables

N/A N/A Add a FFP CLIN, awardable as an initial TO, for providing the key personnel required by the solicitation at the IDIQ level.

The Government does not intend for there to be any directly billable services at the IDIQ level.

26 Will the Government confirm the reference to Table L.7.1? Did the Government intend to refer to Table L.12.1 on the following pages?

The Offeror shall submit, at a minimum, four (4) contract-designated IDIQ-level key personnel resume profiles, using the template found below at Table L.7.1, Resume Profile Template

L.12.1.2 N/A Pg. 134 Clarification on reference to resume template table

Please see revised language in Section L.12.1.2.

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27 Restricting responses in Column 3 to performance of Category 2 AND Category 3 work activities effectively results in only the incumbent contractors being able to fill in Column 3 with any “Yes” responses.

This significantly limits competition by disadvantaging any non-incumbent bidder.

Will the Government adjust that requirement to Category 2 OR Category 3 work activities?

Column 3 – Determine if your company and/or proposed subcontractor has performed any Category 2 and Category 3 work activities in the Department of State locations of interest in the past three (3) years and enter “Yes” or “No”.

L.12.1.3 Section J, Attachment H

N/A Pg. 1 of Attachme nt H

Suggest that the Government change Attachment H column heading for Column 3 to read “Category 2 OR Category 3 Presence”

Please refer to revised Section J.9, Attachment H.

28 Category 3 of Attachment H specifies visa support at US consulates or embassies. No company, other than the two incumbents, can claim credibly to perform this specific service. This severely limits competition by imposing such a narrow requirement.

Will the Government consider removing this US-specific requirement, in order to allow other bidders who perform relevant work for non-US Government customers to receive a favorable evaluation?

Category 3: Capability to Perform Nonimmigrant and Immigrant Visa Application Operations

– Does your company and/or proposed subcontractor provide nonimmigrant and immigrant visa application operations support at any United States consulate or embassy located in the listed countries?

L.12.1.3 Section J, Attach-ment H

N/A Page 1 of Attach-ment H

Strongly urge the Government to remove the US-only restriction on performing IV and NIV application operations support, in order to promote healthy competition.

Please refer to revised Section J.9, Attachment H.

29 Given the global nature of this contract, and since the Government is encouraging other members of offeror teams to participate in the presentations, will the Government confirm that a non-US passport or official ID will suffice as identification when arriving at a DOS facility for the orals presentations?

Offeror’s are encouraged to have other members of the team participate in the presentation.

L.12.2 N/A Pg. 137 Please clarify that non-US citizens can attend the oral presentations

There is no requirement that the Offeror's Oral Presentation participants be U.S. citizens. A non-U.S.

issued passport is sufficient to enter the Government's facilities.

30 Will the Government confirm that the intention was to reference Section M.4.2, not M.5.2?

The Offeror shall have one (1) hour and thirty

(30) minutes to address the topics in Section M.5.2., L.12.2 N/A Pg. 138

Clarification of M Section to M.4.2

Please see revised language in Section L.12.2.

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31 It is not clear what the Government means by “triggers”. Will the Government please provide more detail on its intentions in this specific part of the Topic 3 oral presentation instructions?

and linking this support to the various triggers, inputs, and outputs described in the detailed operational scenarios.

M.4.2 Topic 3 Pg. 15 Clarification of what the Government means by “triggers”

By "triggers," the Government is referring to any factors that may impact the operational scenarios detailed in the Offeror's presentation.

32 The Service Package 2 pricing tables for the base year on pages 8 – 13 of Attachment A-2 appear to be duplicated on pages 14 to 19. The same duplication appears to be replicated in the option years (e.g. Tables B-11 and B-12). Will the Government indicate if there is a difference between these tables or if this was an administrative error?

N/A Section J.2 Attach-ment A-

Pgs. 8-19 Recommend the Government clarifies the order and contents of the pricing tables in Attachment A-2

Please see revised Section J.2, Attachment A-2.

33 A 0.01 percent biometric capture quality metric equates to 1 error in 10,000 captures. A more usual industry standard might be around 1 percent. Will the Government please clarify the required error rate for biometrics?

The Contractor shall not exceed a 0.01 percent error rate (or other threshold as specified by a Task Order) for matching applicant’s electronic visa application data and biometric data

Section C C.2.11.5.c Pg. 22 Suggest that the Government clarify that the intention was to stipulate a 1% error rate, which is mathematically equivalent to 0.01, not 0.01 of one per cent.

The Government does not plan to amend the requirement.

34 Will the Government confirm that the costs associated with facility transition for any new facilities (e.g. in new or existing SP1 countries), to include buildouts to meet DOS security requirements, should be priced into the TO transition CLIN?

N/A Section H H.6 Page 66 Recommend that the Government confirm that the costs associated with facility transition for any new facilities be priced into the TO transition CLIN.

Costs associated with facility transition will be priced into the transition CLIN at the task order level. Note:

Per Section L.13.a, Table B-1 GSS Transition is not to be priced at the IDIQ level.

35 Per the SBA’s SBLO handbook, subcontractor services performed entirely outside of the U.S. should be excluded from the planned subcontracted dollars for the purposes of calculating the small business subcontracting goals. Would DOS please confirm concurrence with the SBA’s direction?

Will the Government also provide specific guidance on how to determine the excluded

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219

Pg. 6

Pg. 74

Please clarify that services performed entirely outside of the U.S. should be excluded from the planned subcontracting dollars for the purposes of calculating small business subcontracting goals.

If the services are performed, the services will be included in your SB subcontracting plan. DOS has an exception/exemption from this SBA directive to include DoS’ overseas services to small businesses as part of its Small Business Goals.

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DoS’ RESPONSES services so all offerors are evaluated on an equal basis?

36 Would DOS please confirm that commercial items, such as fee collection services and courier services, should be excluded from total planned subcontracted dollars since it will be a service performed outside the U.S.?

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219

Pg. 6 Pg. 74

Please confirm that commercial items, such as fee collection services and courier services, should be excluded from total planned subcontracted dollars since it will be a service performed outside the U.S.

All services/commercial items will have to be included on the small business subcontracting plan dollars if the offeror includes subcontracting in its proposal.

37 Service Packages (SP) 5 and 6 appear in the Attachment A-2 pricing tables but not in the scope of services or Attachment B (Notional Mapping of Services Packages).

What does the Government intend that offerors should price in the SP5 and 6 CLIN tables

None Section J.2 Section J.3

Attachment A-2 Attachment B

N/A Please clarify what, if anything, offerors are to price in the SP5 and SP6 pricing tables in Attachment A-2.

Please see revised Section J.1-3, Attachments A-1, A- 2, and B.

38 Is H.12 a solicitation requirement? If so will the government make small business utilization part of the technical evaluation as it represents as much as 36% of the proposed solution and risk profile?

H.12 If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70

(see Section L.7.1.1.1).

Submitted Plans must address subcontracting with U.S. Small Business Administration-designated small business (SB), veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-

Section H and Section M

H.12

M.4.1

Pg. 74

Pg. 149

The subcontracting plan, currently VOL III appendix 1, may describe as much as 36% of a Prime contractors solution delivery and associated risk with their proposed solution. Including the subcontracting plan in the technical evaluation would ensure that US small business subcontracting goals are met.

Not including this aspect in the most important technical evaluation factors introduces significant risk to the government. Please include the Offerors Small Business Subcontracting Plans in the Solicitation’s Technical Evaluation Criteria and Scoring.

Change M.4.1.g to be “The Offeror’s ability to identify, vet, and cultivate productive working relationships with reputable U.S. and foreign vendors to accomplish GSS Program goals and objectives while meeting the requirements

H.12 is a solicitation requirement and part of the evaluation process. The Contracting Officer, not the Technical Evaluation Team, will evaluate the SB Subcontracting Plans. Please see Section L.13.1, Volume III, Appendix 1. The Offeror’s Subcontracting Plan will be evaluated per Section M.6.4

M.4.1 will remain unchanged. Per Section H.8, Security Requirements, all security requirements apply to the prime Contractor and any subcontractors that are involved in the contract. This include the prime Contractor’s US small businesses working under this contract.

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DoS’ RESPONSES owned small business concerns. The Contractor’s small business plan shall address how they intend to meet the small business subcontracting goals listed below:

(1) Overall Goal for subcontracting to SB:

36%

(2) Goal for subcontracting to SDB:

5%

(3) Goal for subcontracting to

SWB: 5%

(4) Goal for subcontracting to HUBZone Firms: 3%

(5) Goal for subcontracting to

SDVOB: 3%

of H.12 without compromising the security or integrity of applicant data, the application process, Contractor employees, or the Government.

39 Please rectify the discrepancy between the definitive requirements in H.12 versus the ambiguous Cost/Price Evaluation Factors found in M.6.4 because “Maximum extent possible” is ambiguous, unknown and not measurable.

In H.12, page 74, the DOS stipulates what is required in the Prime contractor’s Small business Subcontracting plan. In Cost/Price Evaluation factors M.6.4, page 153 they evaluate the extent to which the Offeror demonstrates their commitment to

Section H, L and M

H.12, L.13.1 and M.6.4

Pg. 74, 139 and

Maximum extent possible is ambiguous, unknown and not measurable. Evaluation Factors should be reflective of the requirements and measurable if DOS wants an apple to apple comparison of vendors and their prices.

Please refer to revised Section M.6.4.

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DoS’ RESPONSES effectively utilizing small businesses to the maximum extent possible.

40 Section H.12 (p74) refers to Section L.7.1.1.1, however there is no Section L.7.1.1.1

If the Contractor is other than a small business, it shall submit a Small Business Subcontracting Plan, in accordance with

DOSAR 652.219-70

(see Section L.7.1.1.1).

Section H and Section L

H.12 and L.7 Pg. 74 (Section H)

Pg. 128 (Section L)

Correct the reference on p.74 Please see question 24 above and revised language in Section H.12.

41 Should the Notional Task Orders for SP2/SP4 (attachment J.10) and SP1 (attachment J.11) have the same small business utilization language as the base solicitation?

If the Offeror (Prime) is not a U. S. Small Business, the Offeror shall submit a Subcontracting Plan, as a separate document within Appendix 2, that addresses the requirements detailed in Section H.12 and I.11, including a description of the Offeror’s commitment to ensuring that U.S.

Small Business Administration designated small business (SB), veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business are effectively utilized

Section L

J.10

J.11

L.13.1.a.1

J.10.2.5.1

J.11.2.5.1

Pg. 139

J.10 Pg 30

J.11 Pg.

Insert the requirements of RFP sections H.12 (p. 74), I.11 (p. 82) and L.13.1.a.1 into, and include the Subcontracting Plan in the evaluation criteria in the Notional Task Orders for SP2/SP4 (attachment J.10) and SP1 (attachment J.11)

The Government does not intend to include Task Order specific subcontracting goals or language. Once Subcontracting Plans are approved at the IDIQ level, they will be evaluated for compliance on an annual basis based on the Contractor's entire portfolio of GSS

2.0 Task Orders for each reporting period. The

Contractor has the responsibility to ensure it meets its SB subcontracting plan, which the Government approved and accepted when the IDIQ was awarded.

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DoS’ RESPONSES to the maximum extent possible. The Offeror shall provide a detailed subcontractor management plan narrative, dollar amounts, and including the percentage of work which the Offeror has committed to each firm, the small business status of each firm, positions allocated to subcontractors, and mechanisms for monitoring compliance with the Subcontracting Plan to ensure that the Prime Offeror is meeting or exceeding its subcontracting goals.

42 Are there any minimum or mandatory small business utilization requirements on the $3.3B GSS program? We see capabilities, strategies, goals, but no specific measurable or evaluated requirements.

H.12, L.12.1.1 Volume 1 Appendix 1 and 2.

M.6.4

Section H, L, M

H.12, L.12.1.1, M.6.4

Pg. 74

Pgs. 132&

Pg. 139

Please include measurable US Small Business requirements in the GSS evaluation criteria. We further suggest that the government offer an incentive for the prime contractor should they exceed the minimal requirements. This action will ensure US Small Business utilization as opposed to excuses saying that it would compromise security.

The SB subcontracting plan is a negotiated plan acceptable to the contracting officer (CO). If the plan fails negotiations with the CO, the Offeror will be ineligible for award. Please see revised Section M.6.4 in the revised Solicitation, dated 10/24/2018, as attached to this Amendment No. 0003.

43 To prevent excessive desktop publishing/reformatting effort for the Government, would DoS be willing to provide the Pricing Tables in Excel format?

Will the Government accept pricing Table submissions in Excel format?

Attachment A-2 Section J-2 Attachment A-2 Pg. 109 Provide Pricing Tables in Excel Format and allow for Excel format submissions of pricing tables.

Please see revised Section J.2, Attachment A-2 in Word format. The Government will accept an electronic version of this attachment in Word.

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44 Request changing the 24 hour response requirement to “one business day” - as requests can occur just prior to the weekend or on a holiday.

The Contractor shall, upon request and within twenty-four (24) hours, provide archived phone recordings (for call centers) and CCTV recordings (for OFC).

Section C C.2.6.k Pg. 14 Modify response requirement to “one business day.”

The Government does not intend to change the twenty-four (24) hour requirement.

45 Is the “offsite consular fee” actually the MRV Fee?

f. The Contractor shall collect the appropriate offsite consular fee in its entirety and the fee receipt must be associated with the applicant’s profile before a nonimmigrant visa (NIV) appointment is scheduled and/or consular services provided.

Section C

C.2.7

APPOINTMEN

T SERVICES

Pg. 16 Suggest modifying to the appropriate MRV fee.

The RFP addresses the offsite consular fee collection requirement.

46 Please confirm funds will be transferred within one business day - as opposed to within 24 hours - as collection can occur over the weekend or on a holiday.

C.2.8. FEE

COLLECTION

SERVICES

e. The Contractor shall deposit all fees collected from applicants into a Government account within one business day of acceptance, unless the Contractor receives prior approval from the Government.

E.4 CRITICAL

SUPPORT

STRATEGY

PROGRAM

METRICS AND

INCENTIVES

4. Fee Deposit

Sections C and E

C.2.8.e and E.4 #4

17 and 29 Change the E.4, #4 reference to “The number of occurrences for which consular fees are not deposited into a Government account within one business day of acceptance.”

Please refer to revised Section E.4 #4.

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Incidents: The number of occurrences for which consular fees are not deposited into a Government account within 24 hours.

47 Please confirm that it is your intent that this critical SLA refers to the reporting of suspected and confirmed cases of fraud, malfeasance, misfeasance, or other criminal or negligent activity.

Fraud Prevention Program. The number of occurrences of confirmed or suspected cases of Contractor personnel cases of fraud, malfeasance, misfeasance, or other criminal or negligent activity

Section E

Section J.6 Attachment E

E.4

J.6

Pgs 29 and 1

The percentage of occurrences of confirmed or suspected cases of Contractor personnel cases of fraud, malfeasance, misfeasance, or other criminal or negligent activity (with a brief description of each) that are reported to the Government and investigated within a determined time frame.

Sections E.4 and J.6, Attachment E refer to the number of occurrences of confirmed or suspected cases of Contractor personnel cases of fraud, malfeasance, misfeasance, or other criminal or negligent activity.

Sections C.2.2.j-k and F.6.1.4 refer to the reporting requirements of such instances.

48 As part of what Volume should the draft IT System Security Plan be provided?

g. Be provided in draft form as part of the Contractor’s proposal, with a Final IT System Security Plan incorporating Government feedback delivered within fifteen

(15) calendar days of award of the contract

Section F F.5.1, IDIQ Deliverables, F.5.1.1

Pg. 36 Provide as a separate attachment to Volume 1, excluded from page count.

The Draft IT System Security Plan shall be included as an Appendix to Volume I and is excluded from page count. Please refer to revised Sections L.11.1.2, L.11.1.4, and L.12.1.1.j.

49 Please confirm that this requirement refers only to the dashboard, and not the e-mailed report, as an e-mailed report with applicant details (personal information) would be against policy.

Disaggregate the sweep totals and include each applicant’s full name, date of birth, passport number, DS-160/DS- 260 submitted barcode number, payment amount, payment location, exchange rate, the applicant’s unique identifier, and the

Section F F.6.1.6.e 40 Confirm requirement only refers to the dashboard and not the e-mailed report.

Please see revised Section F.6.1.6.

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DoS’ RESPONSES payer’s specific unique identifier, as available, generated by the Contractor’s system.

50 Please confirm that this requirement refers only to the dashboard, and not the e-mailed report, as an e-mailed report with applicant details (personal information) would be against policy.

Be dynamic and show all applicant details available or in summation

Section F F.6.1.9.e Pg. 41 Confirm requirement only refers to the dashboard and not the e-mailed report.

Please see revised Section F.6.1.9.

51 The two-page key personnel resumes appear to be included in the 100 page limit for Volume I. Will the Government please exclude the resumes from the page count to allow more room for technical solution detail?

Volume I – Technical Proposal

- There is a one hundred (100) page single sided limit imposed on Volume I.

- Resumes are limited to no more than two (2) pages each.

Section L (Exclusions to page count, resumes not listed)

L.11.1.3, L.

11.1.4 (Exclusions to page count, resumes not listed)

Pg. 130 Exclude key personnel resumes from page count.

Please refer to revised language in Section L. 11.1.4.

Note: The Government will exclude resumes from the total page count; however, resumes are still limited to no more than two (2) pages each.

52 A one-inch margin on PowerPoint slides combined with the 18-point font requirement will force offerors to either reduce the amount of solution detail on the slides or expand to a quantity of slides that cannot all reasonably be addressed within 90 minutes. Would the Government please allow the orals presentation to be submitted with PowerPoint’s native printing margins?

d. Margins shall be one-inch at top/bottom and left/right of the page and pages may not be reduced form.

Headers and footers are allowed in the margins and their font size cannot be smaller than 10 point

Section L L.11.1.5 Pg. 131 Remove requirement to submit slides with one-inch top, bottom, left, and right margins

Please see revised language in Section L.11.1.5.

53 The resume template does not include a section for roles and responsibilities.

Please confirm that Offerors may provide this information in a separate section that is not included within each resume’s two page limit.

The Offeror shall describe the roles and responsibilities for each of the key personnel proposed.

Section L L.12.1.2

VOLUME I,

PART B – KEY

PERSONNEL

Pg. 134 Recommend allowing roles and responsibilities information to be discussed as part of Program Management within Part A, or as an introduction to Part B that is not included in the 100 page limit.

Please see revised language in Section L.12.1.2.

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54 Given the US Holidays that fall within 60 days of proposal submission, can the USG provide a two-week window of when oral presentations are likely to be scheduled?

The Government’s Contracting Officer will notify each Offeror no less than three (3) days in advance of the scheduled date, time and location of the Oral Presentation.

Section L L.12.2 Pg. 137 At this time, the Government anticipates holding Oral Presentations on/about the week of November 19, 2018.

55 Will the Government allow Certified Public Accountant (CPA) certified balance sheets, profit/loss and statements statement of retained earnings to be provided in PDF and as a separate attachment to Volume III? These files are significant in size (nearly 20 MB in compressed PDF) and would be difficult to open and navigate in the electronic version of the proposal.

L.13 d. Each Offeror shall provide a Certified Public Accountant (CPA) certified balance sheet, profit/loss and statement of retained earnings covering each of the Offeror’s last two annual accounting periods.

L.17 PDF format shall be used only for scanned documents

Section L L.13 d

L.17

Pg. 139

Pg. 142

Allow offerors to provide statements in PDF as separate attachments to Volume

III.

See the revised L.17 (j), Proposal Submittal Instructions. Certified Public Accountant (CPA) certified balance sheets, profit/loss and statements statement of retained earnings are to be provided in and as a separate attachment to Volume III in PDF format in electronic versions of the CD-ROM/DVD that shall be compatible with Microsoft Office (MS) 2010. This includes MS Word, Excel, and PowerPoint

Paper copies will not be accepted due to the possible large volume(s) of these documents.

56 How many electronic versions of the proposal are required?

Electronic versions of the proposal will be accepted on a CD- ROM/DVD compatible with Microsoft Office

(MS) 2010

Section L L.17 Pg. 142 See revised Solicitation, Section L.17, Proposal Submittal Instructions.

57 Attachment H is not mentioned in the evaluation criteria for Factor 3 – Corporate Experience and Past Performance. Please confirm that Attachment H will be evaluated and included as part of Corporate Experience scores in order to demonstrate Prime Offeror capability to deliver Visa Support Services.

M.4.3 – Technical Evaluation Factor 3

Section M and Attachment H

M.4.3 – Technical Evaluation Factor 3:

Corporate Experience and Past Performance

Pg. 151 Please clarify what criteria the Government will use to evaluate Attachment H, and the potential impact of that evaluation on Offeror scores for Factor 3

Please refer to revised language in Section M.4.3.

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58 How many languages and which languages are anticipated to be supported by the scheduling systems call center interface for staff?

a. Provide customers with accurate, up-to-date information regarding consular services and fees according to the population served by a given post, country, and/or region in the appropriate local language.

Section B Objective 1 Pg. 2 Specific language requirements will be provided at the task order level. See Section J.10-11, Attachments I and J for examples.

59 How many language and which languages are anticipated to be supported by the scheduling systems public facing web front end?

a. Provide customers with accurate, up-to-date information regarding consular services and fees according to the population served by a given post, country, and/or region in the appropriate local language.

Section B Objective 1 Pg. 2 Please see question 58 above. Specific language requirements will be provided at the task order level.

See Section J.10-11, Attachments I and J for examples.

60 Does the Government want to have greeter's able to book appointments for in-the moment walk in clients at some locations - low volume site for example?

e. Coordinate with local U.S. embassy or consulate staff to facilitate customer entry into and movement through U.S. embassy or consulate facilities.

Section B Objective 1 Pg. 2 Greeters shall not book applicant appointments. The Offeror is encouraged to provide its best solution to meet the Government's requirements as stated in Section C.2.7 in service packages 1 and 2.

61 Please list the expected integrations with the Booking System.

Provide seamless delivery and integration of all contract support services via a robust and dynamic suite of underlying technologies that will be capable of enabling all objectives under this IDIQ, of

Section B Objective 5 Pg. 9 The Offeror is encouraged to provide its best solution to meet the Government's requirements.

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DoS’ RESPONSES interacting with consular technologies, and of adapting to changes as services and technologies evolve.

62 Does the Government anticipate ad-hoc overflow sites? In the event of a site unanticipated closure, what is the SLA to reschedule the unserved clients?

b. The Contractor’s solution shall have the capability to allow applicants to schedule an initial appointment, and follow-up interview appointments, at any post within a mission, at Government direction.

Section B Appointment Services

Pg. 16 The Government does not anticipate physical ad-hoc overflow sites. For a list of notional SLAs, please refer to Section J.6, Attachment E.

63 Does the Government want to group these individual appointment for service to facilitate more efficient processing? / Are the multiple appointments booked with the same staff? Are the appointments run in parallel of sequentially?

d. Each individual consular applicant shall have an appointment.

(For instance, a family of four would need four appointment slots, not one, even if two of the applicants were minors.)

Pg. 16

The Offeror is encouraged to provide its best solution

64 Does the Government desire a wait-list cability to account for cancellations or no-shows?

e. The Contractor shall coordinate with consular sections regarding details of scheduling applicant interviews (e.g., grouping by visa category, setting aside certain numbers of appointments for particular categories, enabling group

Section B - Appointment

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DoS’ RESPONSES scheduling with the flexibility to split group appoint-ments across multiple time slots and allow for single applicants to be dropped/ expedited if needed, etc.).

65 Is there a master application profile holder platform? If so, what are the integration options with the previously mentioned system?

f. The Contractor shall collect the appropriate offsite consular fee in its entirety and the fee receipt must be associated with the applicant’s profile before a nonimmigrant visa (NIV) appointment is scheduled and/or consular services provided.

Section B

Appointment

Pg .16

The Government does not understand the question.

Note: As detailed in Section C.2.4.a, "The Contractor shall capture, store, and provide a person-centric record of dealings with the applicant."

66 Does the Government want an option within reminders to cancel or re-schedule the appointment? / Are there any restrictions of how communications are delivered to applicants? For example, - Do communications need to be archived in a specific format? Do email have to be delivered through a specific SMTP server?

j. The Contractor shall provide IV and NIV applicants with a dual email and SMS notification reminder of an appointment, and include a reference to the initial or rescheduled appointment confirmation as applicable. This notification history shall be tied to the applicant’s profile.

Section B -

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67 Are these operational guidelines common to all sites or are they driven at the federal level?

l. The Contractor shall include a mechanism for limited classes of applicants to request priority or emergency appointments, per Government operational guidelines and approval requirements, and have such appointment reschedules fully auditable.

Pg.16

Operational guidelines to request priority and emergency appointments exist at the Department and post-specific levels.

68 What is the preferred method to prevent reselling appointments - such as a user login-password for customers?

n. The Contractor shall provide appointments on a first-come, first-serve basis (within any categories designated by the Government), and appointment systems shall be designed and managed in such a way that prevents private parties from booking and reselling appointments.

Section B

Pg. 17

69 Does the Government have a Work Force Management system to determine staff levels on a given day and location?

r. The Contractor shall ensure that it is clear to both post managers and customers what date the next available appointment is at an individual post and all posts within a country mission.

Section B Appointment

Pg.17

As stated in Section C.2.7.e, "The Contractor shall coordinate with consular sections regarding details of scheduling applicant interviews."

70 Are the staff skills (which languages and services they can provide) managed at the post or centrally?

j. The Contractor shall be able to schedule applicants based on their preferred interview language.

Section J

Attachment J.10

Pg. 5

Specific language requirements will be provided at the task order level. See Sections J.10-11, Attachments I and J for examples.

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71 Does the Government require real-time service times at available in-country locations on a public web map such as Google Maps?

Provide customers with the ability to…