Section L - Exhibit 2.1.6 Baghdad Section L - Proposal Instructions - 06.10.20.docx

19AQMM20R0013

Exhibit 2.1.6: Proposal Instructions v20200610

Section L – Instructions, Conditions, & Notices to Offerors Table of Contents

A. See Section L of the IDIQ solicitation.

See Section L of the IDIQ solicitation.

L.6 Management/Technical Response The following sections describe the minimum information to be provided in the narrative in response to the Baghdad Security Sample Task Order. See Section L of the IDIQ solicitation for additional instructions. This response shall be organized into the following sections and addressing the following topics.

The Offeror shall address their proposed management approach in their response to include, at a minimum:

A. Corporate Philosophy – Affirm that corporate policies and procedures do not violate the Anti-Pinkerton Act, and abide by the requirements set forth in the International Code of Conduct for Private Security Service Providers.

B. Subcontract Management – Outline all specific portions of the task to be subcontracted, to include small business utilization and how the prime will ensure performance.

C. Identify all required licenses, permits, and insurance, and develop a plan and schedule to acquire such not currently in the Contractor’s possession, to include any assumptions the Contractor is making regarding U.S. Government assistance in acquiring any licenses and permits.

1. Including but not limited to all required permits or licensure to operate within the host country, insurance, import/export compliance requirements, or other documentation required by the host Government.

2. Including but not limited to all U.S. Government-required permits, licensure, insurance, import/export compliance requirements, or other documentation needed.

L.6.1.2 Subfactor 2: Quality Control and Risk Management Plan

L.6.1.2.1 QCP Standards and Guidelines The Offeror shall identify the standards and guidelines required to effectively plan, manage, staff, control, and deliver all contract-required services, materials, and deliverables.

A. Quantify a standardized methodology for measuring quality.

B. Outline all defined performance standards to be met, including standards identified by both the U.S. Government and the Contractor.

C. Identify responsible parties, including supervisors and alternate responsible parties.

D. Establish controls to ensure integrity and ethical values are maintained and demonstrated by management and staff.

L.6.1.2.2 QCP Goals, Methods, and Performance Objectives The Offeror shall identify specific goals, methods, and performance objectives for each project phase (i.e., award to mobilization, mobilization to transition start, transition start to full operating capability, steady-state operations, and demobilization), including but not necessarily limited to the following:

A. Objectives to be attained (e.g., characteristics or specifications, uniformity, effectiveness, sequence, time, cost control, etc.)

B. Steps in the processes that constitute the operating practice or procedure, to include process maps.

C. Allocation of responsibilities, authority, and resources during the different phases of the process or requirement.

D. Specific documented standards, practices, procedures, and instructions to be applied.

E. Suitable testing, inspection, examination, plan and operational revision and audit programs at appropriate stages.

F. A documented procedure for changes and modifications of operations or quality plan as a process is improved.

G. A method for measuring activities and self-assessing achievement of the quality objectives.

H. Document retention guidelines.

L.6.1.2.3 Risk Management Plan The Offeror shall provide a Risk Management Plan including the following elements:

A. An assessment of presumed risks to the specific task order location elements.

B. An assessment of the vulnerability of critical assets, such as Special Protective Equipment (SPE), vehicles, and facilities.

C. A risk mitigation and avoidance plan addressing at a minimum terrorist attacks, labor actions, civil unrests, unexpected departures, suspension of task order operations, natural disasters, and host country relations, such as the issuance of visas and customs clearances.

D. A Continuity of Operations Plan to include specific risk mitigation strategies to address unforeseen staffing shortfalls, facility and infrastructure limitations.

The Offeror shall plan for mobilization, initial operating capability, and full operating capability as transition phases of the TO. As identified by the U.S. Government at the TO level, a specific duration for both the mobilization and transition phases combined will be no less than 90 days. The Contractor shall address the following components in its mobilization and transition plan.

A. Plan for achieving 100 percent compliance with a timeline, schedule, and milestones, for the following phases:

1. Mobilization, covering activities starting at the time specified in the task order award to begin the period of performance to initial operating capacity;

2. Initial Operating Capability (IOC) to Full Operating Capability (FOC) within the time frame established within the TO; and

3. Including details on sustaining FOC post-transition.

B. A risk assessment for each element of Mobilization, IOC, and FOC. If applicable, a plan identifying specific actions to ensure all requirements are met with no delays, interruptions or reductions in service, to include working with the outgoing incumbent, and planned start and end-dates.

C. A detailed timeline interrelating all transition activities. The planned completion and timeline dates may be expressed as a calendar date or as a number of days after the occurrence of another identified event. A specific timeline for all transition activities will be identified by the U.S. Government at the TO level.

D. Prioritization of the selection, training, and clearance of personnel filling all TO labor categories.

E. Strategy for obtaining/transferring clearances, international travel and work documents and public trust certifications.

L.6.2.1.1 Mobilization The Offeror shall explain how the mobilization team will use the defined mobilization phase, as outlined at the TO level, to identify the stakeholders, mobilization risks/issues, operating environment, resources, and time. A specific duration for tThe mobilization phase will be identified by the U.S. Government at the TO level, which will be no less than 45 days. At a minimum, the mobilization phase of the Contractor’s mobilization and transition plan shall encompass goals, methods, controls, activities, risks and contingencies, and periodic Contractor-established performance metrics for all TO-required tasks in the following areas:

A. Identify all dedicated mobilization team members by name, roles, responsibilities, time on the ground, and tasks, covering both the mobilization phase from the beginning of the period of performance as specified at the task order award to IOC, and the transition phase from IOC to FOC.

B. The Contractor shall identify processes and timelines with milestones. These processes tasks will cross into the transition phase as incumbent and newly-deployed personnel are transitioned to the new Awardee and begin to execute mobilization and transition tasks. At a minimum, the Contractor shall identify the following processes:

1. Assessment of incumbent personnel for consideration for transition;

2. Incumbent interview, recruitment, and training planning;

3. Review and make-ready of bios for incumbents and new personnel;

4. Review and make-ready for the transfer or initiation of clearances/Public Trust determinations;

5. Work licensing, entry document and visa processing and/or make-ready;

6. Letter of authorization/acceptability (LOA) processing and/or make-ready;

7. Review and drafting of Standard Operating Procedures (SOPs) (e.g., post orders, guard orders, mission planning, TOC operations, etc.); and

8. Government-furnished equipment (GFE) and real property inventory, gap analysis, and procurement/maintenance schedule.

9. Deployment and departure process for the mobilization team (i.e., travel arrangements, lodging during transition, etc.).

L.6.2.1.2 Initial Operating Capability to Full Operating Capability The Offeror’s transition plan shall explain how the mobilization team will interact with the Regional Security Officer (DS/RSO), task order key personnel, incumbents and newly-deployed personnel during the defined transition phase, as outlined at TO level, to become fully contract compliant by FOC.

A. The transition plan must address, at a minimum, the following execution tasks:

1. Completeness assurance and submission of bios;

2. LOA processing and transfer;

3. Transfer and/or initiation of clearances/Public Trust determinations;

4. Work license, entry document and visa processing;

5. New hire deployment and training execution;

6. Submission of SOPs (e.g., post orders, guard orders, mission planning, transition operations, etc.); and

7. GFE and real property assessment, maintenance/repair turnover and procurement.

8. Strategy and resources necessary to address location specific medical screening, immunoprophylaxis, and chemoprophylaxis requirements in addition to IDIQ-required medical and psychological screenings.

L.6.2.1.3 Demobilization Plan The Offeror shall develop a general plan for demobilizing TO personnel upon task order completion. The Contractor shall revise this plan to address any changes to such circumstances as identified by DS/RSO and DS/OPO/WPS after award.

A. The plan will be based on the assumption that the TO option will not be renewed due to closure of the consulate or if the Contractor has been told by the U.S. Government to shut down all operations and remove all TO personnel and equipment from the TO place of performance within 60 days.

B. This plan shall further reflect the assumption that the Contractor will be responsible for all shutdown operations and transport of TO personnel and equipment. The plan shall include the following:

1. How the Offeror will stagger the removal of personnel to maintain security operations until no longer feasible.

2. How the Offeror will transport all personnel out of the TO place of performance; this must include all personnel, their personal effects, and any GFE.

3. How Offeror would inventory then transport all CAP and GFE, including transport contingencies (i.e., air, land, and sea).

L.6.2.1.4 Emergency Demobilization Plan The Offeror shall develop and submit an emergency demobilization plan. The purpose of this plan is to demonstrate to the U.S. Government that the Offeror understands the requirements of this type of operation and is capable of performing this task.

A. The plan will be based on the assumption that because of an emergency in the host nation, the Contractor has been told by the U.S. Government to shut down all operations and immediately remove all TO personnel and equipment from the TO place of performance.

B. This plan shall further reflect the assumption that the Offeror will be responsible for all shutdown operations and transport of TO personnel and prioritization of equipment for shipment, abandonment, or destruction in place. The plan shall include the following:

1. How the Offeror will stagger the removal of personnel to maintain security operations in a non-permissive environment until no longer feasible.

2. How the Offeror will transport all personnel out of the TO place of performance; this must include all personnel, their personal effects, and any GFE.

3. How Offeror would inventory, prioritize, and manage transportation or disposal all CAP and GFE, including transport contingencies (i.e., air, land, and sea).

4. Contingency methods for transporting personnel.

5. Present a plan with two timelines: (a) complete shutdown within 15 days; and (b) shutdown within 15 to 45 days.

6. Present cost estimate for all plans, to include what costs will be incurred by Contractor and what will be billed to the U.S. Government. This estimate is only a planning exercise.

L.6.2.2 Subfactor 2 – Staffing Plan The Offeror shall address the components outlined below in its staffing plan to ensure it maintains 100 percent staffing at all times.

L.6.2.2.1 Requirements Analysis The Offeror shall provide a narrative describing the methodology for meeting TO staffing requirements, to include:

A. Number of applicants that need to be recruited to fill each position (i.e., throughput) B. Under normal circumstances, how the Offeror will ensure staffing requirements are continually met, taking into account recruitment, screening, training, planned and unplanned absences/loss of personnel (attrition), and retention C. The Offeror’s proposed staffing-reserve capacity by labor category to include how the Contractor will maintain that reserve capacity D. Risk assessments and contingency plans for filling TO-critical Contract Line Item Numbers (CLINs).

L.6.2.2.2 Recruitment The Offeror shall develop a projected schedule of personnel bio submissions, addressing timeframes for establishing sufficient bio-approved personnel, to allow the Contractor to achieve FOC (see WPS III IDIQ Attachment 11, Acronyms, Abbreviations, and Definitions), taking into account setbacks such as rejections, training washouts, etc. The Contractor’s projected schedule shall speak to what steps the Contractor will take to meet this contractual requirement.

A. General recruitment strategy, to include the following at a minimum:

1. Number of recruiters

2. Country(ies) of recruitment for TO-identified third country national (TCN) positions

3. Number of bio reviewers and person(s) responsible for bio quality assurance before submittal

4. Reporting on the assessment and suitability of incumbent personnel, if applicable

5. Submission of Electronic Questionnaires for Investigations Processing (eQIP) and electronic fingerprints

6. Types of advertising or other methods of identifying potential candidates.

B. For TCN personnel, a TCN recruitment strategy shall include, at a minimum:

1. How the Contractor intends to attract qualified candidates, including the use of third-party recruiters, as well as the description and location of any recruitment office(s) to be established. The Contractor or subcontractor shall pay any/all resulting recruitment fees and shall not pass those costs on to applicants.

2. The anticipated number of TCN personnel to be recruited, the skills they are expected to have, and the country(ies) from which the Contractor intends to recruit them.

3. How the Contractor intends to have the TCN applicants complete the eQIP and electronic fingerprints.

4. A statement certifying that the Contractor’s recruitment practices comply with recruiting nation and host country labor laws.

5. A statement certifying that the Contractor has read and understands the requirements of Federal Acquisition Regulation (FAR) 52.222-50 “Combating Trafficking in Persons (TIP)”.

6. The Contractor shall develop a TIP plan to implement at the TO place of performance on a monthly basis, including interviews, that conforms to the most current Department of State, Procurement Information Bulletin for “Combating Trafficking in Persons,” “Contractor Recruitment of Third Country Nationals,” and FAR 52.222-50 (h)(3).

7. If the TO includes labor categories with specific language level requirements, the Contractor shall identify the language testing service provider it plans to use to validate that Contractor personnel possess the required language skill levels. As part of this requirement, the Contractor shall also describe how the proposed language testing service provider will perform this requirement. If the proposed Contractor service provider utilizes a different language scoring scale than the Foreign Service Institute (FSI) scale, the Contractor shall provide a comparison between their proposed service provider’s scale and the FSI scale and how they relate.

C. If the TO includes medical labor categories, the Contractor shall identify:

1. Recruitment sources

2. Source, structure, and amount of professional liability (medical malpractice) insurance carried by the provider or the prime Contractor

3. Method of skill competency verification and host national licensing requirements

4. Development of TO-level clinical protocols.

5. Risk Assessment and Contingency Plan for medical skills sustainment through the duration of the TO.

D. For mandatory supervisory training for bio approval of leadership positions, the Contractor shall identify:

1. How they will verify and validate that recruited leadership personnel have completed the required supervisory training and that said training is from a reputable source.

2. How they will provide the required supervisory training for current Contractor personnel that the Contractor intends to put forward for a leadership position under WPS III.

L.6.2.2.3 Screening The Offeror shall provide its proposed procedures for performing all screening and pre-selection activities including obtaining ensuring all bio review packages submitted to the U.S. Government are complete and meet the requirements for acceptability, satisfying candidate fitness for duty requirements and drug testing in accordance with WPS III IDIQ, SOW Section C.10.2, Contractor Recruitment and Suitability Screening and Certification Requirements. The Offeror shall describe how it will verify all candidates meet labor category requirements, to include:

A. Offeror vetting of all personnel to obtain the appropriate security clearance/Public Trust certification.

B. Verification of documentation for required experience, education, training, and language skills.

C. Assessment and verification of physical and mental fitness to perform the duties of the position(s) and any special requirements identified in the TO including a plan to implement the requirements established in WPS III IDIQ, SOW Section C.10.2.2.4, Psychological Screening and Certification.

D. Name of person (or position) responsible for measures of screening operations to self-assess bio package completeness procedures and acceptability rates.

L.6.2.2.4 Retention The Offeror shall describe its retention strategy utilizing the following:

A. Incentives, monetary and non-monetary.

B. In-country morale, welfare, and recreation (MWR) activities above and beyond those mandated by the contract.

C. Other benefits (e.g., various types of counseling, retirement investment, health insurance, tuition incentives, etc.).

D. Name of the person (or position) responsible for measuring self-assessment.

E. Retention and evaluation of incentives for meeting retention targets.

L.6.2.2.5 Attrition The Offeror shall measure its attrition utilizing the following:

A. Measure/track attrition rates in the following categories: overall, by labor category, and by personnel type, i.e., U.S., TCN, and Local National (LN).

B. Establish attrition assessment questions during the out-briefing of personnel at contractual termination or end of routine deployment.

L.6.2.2.6 Staffing Quality Assurance Plan The Offeror shall describe its staffing quality assurance plan while leveraging the corporate adopted project management methodologies and its defined quality control plan (see Section L.4, Content Requirements 4, Quality Control Plan) in order to identify risks to meeting staffing requirement before they become unmanageable. At a minimum, the Contractor’s staffing quality assurance plan shall encompass goals, methods, controls, and Contractor-established performance metrics for the following areas of their staffing plan, whether self-performed or subcontracted, relating to staffing positions with U.S. citizens, TCNs, and/or LNs as required by the TO: Recruitment; Screening; Bio Package Acceptance Rate; Training Graduation Rate; Retention; Attrition.

L.6.2.2.7 Training Management Plan The Offeror shall address the following components in its training management plan:

A. Identification all required training prior to deployment in-service and recertification.

B. Plan for training and delivering Offeror personnel to a qualified training facility.

C. Identification of host nation entry and licensing/permitting requirements for the Contractor, its employees, and how the Contractor plans to meet those requirements, related to training identified to occur outside of contract personnel’s country of residence.

D. Identification of training course types and student “seats” needed on a monthly basis to achieve and sustain FOC.

E. Identification of successful pass rates of all training course types and plan for achieving established successful pass rates.

F. The types and frequency of courses and students needed to sustain FOC, updated on a quarterly basis.

G. Risk assessment of trained personnel requirements for FOC and identification of contingency training sources should the identifiedtraining facility be incapable of meeting demand for some /all of TO-required personnel.

L.6.2.2.7.1 Training Quality Assurance Plan The Contractor shall describe its training quality assurance plan while leveraging the corporate adopted project management methodologies and its defined quality control plan (see Section 4, Quality Control Plan) in order to identify risks or deficiencies before they become unmanageable. At a minimum, the Contractor’s staffing quality assurance plan shall encompass responsibilities, goals, methods, controls, and Contractor-established performance metrics for all required training in the following areas:

A. Contractor Provided Training (CPT).

B. Contractor-provided in-service, annual refresher, sustainment, and integration training at the TO place of performance C. Management person (or position) responsible for training coordination, activity, cost measures for meeting contractual training requirements.

The Offeror shall address the following components in its logistics and property management and accountability plan.

A. During mobilization and transition phases, the identification and analysis of all facilities, workspaces, vehicles, equipment and materials needed to support the TO OCONUS.

B. Quantitative analysis of maintenance and lifecycle replacement requirements for all logistics assets required to support the TO, to include:

1. Status description of each item;

2. Person (or position) responsible for the operational condition of the item;

3. Description of required maintenance;

4. Frequency of maintenance

5. Identification and acquisition of applicable maintenance manuals;

6. Area of responsibility for each maintenance facility;

7. Test equipment

8. Spare parts (on-hand) and replacement parts requirements

9. Reorder thresholds, to include forecasting of expiration dates.

C. Identify any special equipment and supply requirements (i.e., critical items, long lead-time items, items requiring a special license or permit, etc.) must be addressed).

D. Shipment and delivery plan including the identification of special transportation requirements/risks and mitigation strategies.

E. Identify required permits, licenses, insurance, import/export requirements, or other documentation required by the host government for equipment importation/exportation.

F. Acquisition plan for all required logistics assets, to include reorder thresholds, transportation requirements, and a timeline with milestones through the lifetime of the contract.

G. Maintenance, repair, and lifecycle replacement plan and schedule for all Contractor-Acquired Property (CAP), Contractor-Furnished Equipment (CFE), and GFE.

H. Records management plan, to include integrating information generated CONUS and OCONUS and ensuring availability to stakeholders.

I. Plan to provide communications and IT services (e.g., manage, install, harsh environment maintenance, repair, and remove Contractor systems and U.S. Government systems, where applicable).

J. Materials management and inventory control plan, including a description of Contractor’s materials management and inventory tracking system for tracking and reporting on all GFE and CAP.

K. Plan for medical supply chain management, control, and diversion prevention for Drug Enforcement Administration (DEA) scheduled medications.

L. Plan for acquiring assumingand management ofging all required canines, to include sustainment purchase, training, transportation, in-country management, and coordination of retirement.

M. Plan and schedule for demobilizing assets [e.g., turnover of CAP/GFE, removal of Contractor assets, handling of sensitive inventory/information, disposition of International Trafficking in Arms Regulation (ITAR) regulated items, etc.].

L.6.2.3.2 Logistics and Property Management Quality Assurance Plan The Offeror shall describe its logistics and property management quality assurance plan while leveraging the corporate adopted project management methodologies and its defined quality control plan (see Section 4, Quality Control Plan) in order to identify risks or deficiencies before they become unmanageable. At a minimum, the Contractor’s logistics and property management quality assurance plan shall address the following:

A. Identifying program measures, reporting thresholds and contingency plans for unusual, long lead time and critical items.

B. Procurement activity measures, cost containment and awareness of accounting constraints and obligation ceilings, purchase order justification policy, alerts for programmed replacement items, and alternative sources when primary is not able to meet demand.

C. Shipping activity measures, supplier performance against contracted requirements, damage/lost items tracking and claims, reporting thresholds and alternative suppliers during contingency events (natural or man-made disasters, civil unrest etc.).

D. Initial accountability, operational status assessment, person (or position) responsible for the item(s) and record-keeping.

E. Onsite and CONUS visibility of accountability maintenance and sustainment.

L.6.2.3.3 Housing and Office Plan

The Offeror shall develop a housing and office management plan for all Contractor personnel assigned to the task order. (Note: The determination as to whether housing will be U.S. Government-provided or Contractor-provided is detailed in the PWS.) It is the Contractor’s responsibility to monitor and maintain all health, safety, conduct, cleanliness, and serviceability of housing under the Contractor stewardship. The plan shall account for all Contractor personnel’s housing to be inspected at least once within a 365-day period and upon any incident-related need. Define what the incremental steps are to accomplish the goals as stated above. At a minimum the housing plan shall cover the following:

A. Key Control B. Check-In/Check-Out Procedures C. Facility and Office Maintenance Management

1. All facilities equipment and items accounted for and serviceable (e.g., communications, A/C, toilet, furniture, wall-mounted items, Government-provided IT equipment, etc.)

2. Exclusion of unauthorized items or substances

3. Office activities limited to fulfillment of the TO.

D. Housing Management Inspection Plan

1. All facilities equipment and items accounted for and serviceable (e.g., A/C, shower, toilet, furniture, wall-mounted items, etc.)

2. All issued and other MWR items accounted for and serviceable

3. Exclusion of unauthorized items or substances (health and welfare).

E. Housing and Office Quality Assurance Plan The Offeror shall describe its housing and office quality assurance plan while leveraging the corporate adopted project management methodologies and its defined quality control plan (see Section 3, Quality Control Plan) in order to identify risks or deficiencies before they become unmanageable. At a minimum, the Contractor’s housing and office quality assurance plan shall address the following:

1. Housing and Office Management

2. Temporary Labor Camp Development and Management.

L.6.2.3.4 Reporting and Information Plan

The Offeror shall develop a matrix identifying information reporting activities (i.e., who, what, when, where, and how). This shall include contractual reporting timeframes, person (or position) responsible for each of the reports identified as deliverables in the SOW, and if applicable, incident timeframes and all involved actions planned or taken.

L.7 Pricing Instructions for Sample Task Orders The following sections describe the minimum information to be provided in the narrative for Volume III.

E. All prices shall include taxes in accordance with FAR 52.229-6 Taxes – Foreign Fixed Price Contracts.

a. This is a firm fixed price (FFP) CLIN. General Requirement includes all costs associated with supporting this Task Order which are not captured in the Mobilization, De-mobilization or FFUP CLINs. These costs include all direct costs, indirect costs, and profit.

b. General Requirements include, but are not limited to the following elements:

Biometric Time & Attendance System/GEMS

i. X200 – Biometric Time and Attendance System/GEMS

Contractor’s Operations Logistic Services and Support

i. X201 – Facilities and Services

ii. X202 – Storage

iii. X203 – Personnel Health and Medical Care Services

iv. X204 – Personnel Morale, Welfare, and Recreation

v. X205 – Transportation

Government’s Operations Logistic Services and Support

i. X206 – Project Management

ii. X207 – Office Buildings, Furniture, Equipment, and Supplies

iii. X209 – Communications and Information Technology Services

iv. X210 – Supply, Receiving, Marking, Warehousing and Storage

v. X211 – Government Property Management and Accountability

vi. X212 – Vehicle Services and Support

vii. X213 – Armory and Ammunition Services and Support

viii. X214 – Training Services

Contractor Acquired Property (CAP)

i. X300 – Basic Issue Items for Protective Security Personnel (P)

ii. X301 – Basic Issue Items for Specialized Security Support Services Personnel (S)

iii. X302 – Basic Issue Items for Guard Personnel (G)

iv. X308 – Medical Equipment

MiscellaneousOther Direct Costs

i. X600 X509 – Local Program ManagementLicenses, Permits, and Registration Fees

c. Offerors shall submit a cost/price breakdown as follows: unit cost, quantities (when applicable), applicable indirect cost rate element(s), applicable indirect cost rate(s), applicable indirect cost amounts, profit percentage, proposed dollar profit amount and Subtotal cost. Calculations of unit costs, quantities, etc. shall not exceed two decimal places.

d. Offerors shall describe in a price proposal narrative pricing assumptions/rationale for the proposed general requirements for each category. A thorough explanation/rationale must be provided for these costs in the price narrative.

e. The Contractor shall bill the firm-fixed-price under a FFP Sub-CLIN on a monthly basis by dividing the firm-fixed-price by the number of months in the period of performance.

f. The price for the biometric time and attendance system and or GEMS system must capture costs that include but not limited to purchase and installation of a biometric time and attendance system and or GEMS system, applicable licenses, annual maintenance agreements, and life-cycle sustainment/replacement.

L.8 Solicitations, Offer, and Certification/Representations Documents See Section L of the IDIQ solicitation.