Questions and Answers Amendment-0004.pdf

19AQMM22R0016

Amendment-0004

Questions and Answers

Question 1. The solicitation SOW mentions the need for having a Top Secret FCL for contract performance on this contract. Since we will be working with a teaming partner to make sure we are able to provide high-quality talent for the 118 FTEs listed in the solicitation, will the teaming partner’s FCL suffice? Of course, the proposed team will have compliance with individual clearance requirements.

Answer 1. No. The Team Leader/prime contractor of the Teaming Arrangement must meet the

Facility Security Clearance (FCL) and Personnel Security Clearance (PCL) requirements prior to contract performance. A minimum of a Final SECRET FCL is required for award.

Question 2. The PSC Labor Categories attachment excel file only lists two labor categories? Is the Office planning to include additional labor categories to align with other requirements listed in other solicitation documents?

Answer 2. The two jobs listed are the only ones that are applicable.

Question 3. Could you please clarify the FCL requirement for any/all subcontractors. We are seeking a

FCL sponsorship but would still like to provide support in this effort.

Answer 3. Subcontracting firms must meet the Facility Security Clearance (FCL) and (PCL) requirements necessary to perform on specific tasks/positions as identified in Section J (Attachment

C DD-254) prior to contract performance. DOS will support the sponsorship of subcontractors for

FCLs at the appropriate level.

Question 4. I’ve been tracking an effort to provide visa support services at the National Visa Center in

Portsmouth NH as well as the Kentucky Consular Center (current incumbent is a Joint Venture between

Lockwood Hills Federal and DTSV under contract 19AQMM19C0135). Can you please confirm that the solicitation recently released (19AQMM21R0220 Professional Services for the Visa Support Services

Program) is a separate effort?

Answer 4. Yes, these are two separate requirements.

Question 5. Will the government allow subcontractors to submit their Section J Attachment D under separate cover?

Answer 5. Yes, subcontractors can submit their individual information separately as long as it is clearly marked and labeled.

Question 6. The Labor Rates provided for each GS level and step in Column C do not align with the

OPM Salary Tables for year 2022 or year 2021. Please provide corrected Labor Rates.

Answer 6. The RFP was posted before 2022 rates were available and 2021 rates were the latest available rates. They are updated now to reflect 2022 rates.

Question 7. Will a proposal be disqualified if Labor Rates in Attachment D differ from what has been provided by the government?

Answer 7. No a proposal won’t be automatically disqualified but it is recommended to use the rates provided by the government from OPM https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2022/general-schedule/ as they are the basis of pay equivalents for each labor category listed in Attachment E.

Question 8. The overtime rates provided are inconsistent. The rates range anywhere from 1.04 to 1.50 times the basic hourly rate. Please provide corrected overtime labor rates in Column C, using the required

1.5 multiplier.

Answer 8. The overtime rates were aligned with the rates from OPM but it has now been determined that they are not applicable and have now been removed.

Question 9. Please confirm that the newly added location -USUN is the Unites States Mission to the United Nations located in New York City, New York.

Answer 9. Yes, this is correct.

Question 10. “Each voucher submitted for payment must have (ii) Record that verify employees meet qualifications for labor categories specified in contract or (iii) substantiation approved by CO.” Is the contractor required to submit these reports with each invoice submitted?

Answer 10. Once it has been documented that a contract staff member is qualified to work on the contract then there is no need to provide monthly documentation.

Question 11. Please clarify what will be evaluated in Volume I, Section K: Benefits Associated with Cost

Controls where it says the “detailed narrative of perceived benefits”, i.e. narrative of coverage and type of health insurance.

Answer 11. The offeror’s ability to explain the cost and advantages of its benefits offered as well as substantiate the costs for what is listed for benefits under Volume II,: Management Plan, Part D:

Recruitment.

Question 12. “The fixed hourly rates shall be escalated based on contractor’s business strategy”. In the event of future OPM Labor rates exceeding the contractor’s escalation rate, will the government provide equitable adjustments?

Answer 12. If this situation occurs, then an adjustment may be requested.

Question 13. “The offeror shall submit in the format provided by the Government and Failure to provide complete pricing information for all billable categories may result in the rejection of the offeror’s proposal. The price for each CLIN is the price multiplied by twelve (12) months…..” The “Schedule B

Cost/Price Schedule” table provided beginning on page 14 section B-005 does not provide for Months as this is a Labor Rate award. Will the government consider removing the language related to multiplying by 12 months?

Answer 13. The language has been removed.

Question 14. Because the purpose of tables B-005 is to capture a estimated ceiling, does the government require the highest OPM Grade and Step level to be used when proposing the NTE rates in Tables B-005?

Answer 14. No, each offeror should determine what they feel is appropriate for each individual candidate being proposed based on their qualifications and experience.

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2022/general-schedule/ https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2022/general-schedule/

Question 15. The language “The salary hourly rates for base year shall be in accordance with US Office of Personnel Management (OPM) General Schedule (GS)….” In order to receive consistent proposed

NTE rates, will the government specify the GS Level and step from Attachment D to be provided in tables B-005?

Answer 15. offerors should use Attachment E Contract Labor Categories to help determine the appropriate grade and step for each individual candidate based on their qualifications and experience.

Question 16. The deliverables table states that the Phase In Plan is due with proposal. Section L – instructions do not mention a Phase-In Plan. Please clarify if Part G: Approach to Transition proposal requirement meets the Phase In Plan deliverable requirement.

Answer 16. Yes, Part G: Approach to Transition proposal requirement meets the Phase In Plan deliverable requirement.

Question 17. Are proposals required to include signed Standard Forms (SF) and Amendments (0001 –

0007) from the previously issued solicitation number 19AQMM21R0220?

Answer 17. No, this is not required.

Question 18. The instructions require a ‘description of the tasks included in the BOE, mapped to the

SOW.’ Without restating the tasks listed in the SOW, it is unclear what the government is requiring.

Please specify what will be evaluated for describing tasks mapped to the SOW.

Answer 18. The objective of the BOE and its required information is to ensure the following:

• Offeror understands the RFP scope of work, technical requirements, and deliverables.

• Offeror has defined the activities that are needed to meet the RFP’s technical requirements and deliverables.

• Offeror has Identified the necessary resources which for example may include labor, travel, subcontractors and other direct costs to accomplish the tasks in SOW.

• Offeror has produced a realistic cost estimate for the tasks along with applicable narrative information so reviewers can easily understand and follow the information being presented.

Question 19. Section J Attachment D Burdened Fringe Rate Overhead Rate General and Administrative

Rate and Profit Hourly FINAL, ST and OT rates are required to be provided for all GS equivalents. Will the Govt. kindly clarify what GS Equivalent / Steps may be required to pay OT @ 1.5 Times (Non-

Exempt) and what GS Rates - ST for OT as they are Exempt?

Answer 19. This has been updated. It has been determined that the only positions that would require premium overtime pay (1.5 base pay) are the Executive Assistant and Scanning Technician.

All other positions are considered exempt under FLSA and are not eligible for premium overtime

(1.5 base pay) and would receive basic/regular hourly pay if working over 40 hours a week.

Question 20. B-008 - TRAVEL COSTS (Time-and-Materials/Labor-Hour), (d) hazardous duty premium pay is not allowed to be marked-up by any indirects - (e.g., overhead, G and A) or fee/profit. Since hazardous duty premium pay is regular payroll cost and NOT simply an expense reimbursement, how may a contractor recoup these expenses that are associated with direct payroll including hazardous duty premium pay? Hence request Govt. to allow billing hazardous duty premium pay like any other direct billing as there is no difference in terms of regular payroll Vs supplemental payroll like hazardous duty premium pay.

Answer 20. This statement is accurate for travel costs under this RFP. Although travel to a hazardous area is not expected for this contract as very little international travel is expected (less than 1%), if travel to a hazardous area is unexpectedly needed then the contractor may request hazardous duty premium pay.

Question 21. G-010 - AUTHORIZED USERS - Are all Bureaus within DOS authorized users who may place orders under this Single Award IDIQ contract?

Answer 21. The only Bureau who can place an order is the Consular Affairs (CA) Bureau.

Question 22. Is there any projection of TOs and FTEs over the first year of the contract? If yes, can you provide the projections?

Answer 22. It is estimated that there will be 2-4 task orders the first year. Please see B-005

COST/PRICE SCHEDULE which gives specific information regarding an FTE estimate.

Question 23. Would the government please allow proposing prime contractors to use contracts of subcontractors as the third past performance reference, and evaluate such past performance with equal weight, provided that the proposing prime contractor provides the other two past performance references?

Answer 23. Yes, two past performance references are required for the prime contractor and one past performance evaluation can be submitted for a subcontractor in place of a third past performance evaluation (if needed).

Question 24. Please confirm that the government will accept a printout from the National Industrial

Security System (NISS) as valid proof of required facilities clearance.

Answer 24 The government will accept Facility Verification Notices obtained from NISS.

Question 25. If the proposing entity is a JV comprising two firms with active TS FCL, will valid proofs of facilities clearance from each of the firms satisfy the requirements specified in RFP Section L-014, or must the valid proof of facilities clearance come from the JV entity?

Answer 25. A Joint Venture comprised of two firms with TOP SECRET FCLs issued by DCSA will be eligible to bid on this effort. Should the JV be selected for award, DOS will sponsor the JV for the Top Secret FCL. The JV must obtain the Top Secret FCL for contract performance.

Question 26. Can the government advise if a contract needs to be active for a certain length of time to use as a past performance reference being submitted?

Answer 26. There is no requirement for a contract to be active for a certain period of time however per Section M-005.2, performance that took place greater than 5 years from the proposal due date will not be considered “recent” and therefore will not be evaluated under Factor 3 Past Performance.

Question 27. Can the government confirm if Key Personnel, currently employed by the Prime Offeror or

Subcontractor need to submit a letter of commitment in addition to signing their resume?

Answer 27. Submission of their resume is sufficient.

Question 28. Can the government confirm if Key Personnel not employed by the Prime Offeror or

Subcontractor need to submit both a letter of commitment and a contingent offer letter in addition to signing their resume?

Answer 28. Submission of their resume is sufficient.

Question 29. In the government’s provided resume format, title of role and employer name are currently omitted. Does the government want the offeror to provide the title and employer name in previous employment history in any particular format or should it be within the description section?

Answer 29. This information can be provided in any format that conforms to an offeror’s normal current business practice.

Question 30. Will the government consider extending the proposal submission date to allow a minimum of 14 days after the questions and answers have been released so that companies can ensure they develop fully responsive proposals?

Answer 30. Extensions will be considered on a case-by-case basis.

Question 31. Referencing RFP Section L-011.4: Font, Numbering, and Page Limits - The font size for tables and figures, and any other type of inserts may be no smaller than 8-point. The font size for any graphics as it appears on the printed page can be no smaller than 8-point. This conflicts with instructions provided in RFP Section L-011.5 which states: For charts, graphs, and figures, the type shall be no smaller than 11-point font. Please clarify which instruction is to be complied with in our responses.

Answer 31. This should be size 11 font.

Question 32. Is there an established training program in place currently? If so, would the Government please access to the curriculum in the public domain or as an attachment to the solicitation?

Answer 32. Visa Office internal training is not publicly available. However, there is information on visa processing at www.travel.state.gov and in the publicly available sections of the Foreign Affairs

Manual, Volume 9 (9 FAM).

Question 33. Based upon the size and scope for this acquisition and in light of the Presidential directives to support the underserved community, would the Government consider making this a multi-award opportunity as opposed to a single award opportunity?

Answer 33. The government does not believe multiple awards for this requirement is appropriate and feasible.

Question 34. We are cleared and do work elsewhere in the community; however, we do not have a TS

FCL as a company. Will DoS consider sponsoring in this case.

Answer 34. The firm must possess a Final Secret FCL issued by DCSA to bid.

Question 35. Do the duties, as outlined in the position description for the Contract Administrator, create

Organizational Conflict of Interest (OCI) issues for this contract or other contracts within DoS?

Answer 35. The government does not believe this creates an Organizational Conflict of Interest

(OCI). The tasks involved with this position are considered advisory and assistance and are not inherently governmental.

Question 36. The section states, 'The following Labor Categories are considered Key Personnel: Contract

Program Manager, Contract Administrator and Training Coordinator,' and goes on to describe the duties of the Contract Program Manager and Contract Administrator in sections H.016.1 and H-016.2, respectively. However, no description is provided for Training Coordinator. Please clarify.

Answer 36. Information on Key Personnel has been updated.

Question 37. The table deliverable 'Management Plan' states 'Due with proposal, updated and submitted for review by Government NLT annually.' Please confirm that our response to RFP Section L-015.2 -

Volume II, Section B, Factor 1: Management Plan will serve to meet the 'Due with proposal' requirement.

Answer 37. This is sufficient.

Question 38. Will the Government kindly allow pages devoted to Past Performance questionnaires to be outside the Technical Volume II page-count limit of 45 pages?

Answer 38. This is not allowable. Technical Volume II page-count limit remains at 45 pages

Question 39. For labor categories where there are multiple FTEs, how are we to incorporate the different levels of GS equivalent pricing in Section J Attachment D into the NTE Rate column on B-005 Cost/Price

Schedule (e.g., Visa Analyst 23 FTEs)?

Answer 39. Offerors ae to add up each of the individual FTEs amounts for each job/labor categories from Attachment D and insert the total amount into Section B-0005.

Question 40. what is the reason that this RFP was released last year, then pulled back, then re-issued in

Dec?

Answer 40. It was determined that changes needed to be made to the RFP in order to meet the State

Department’s needs and requirements. Due to technical issues with SAM we had to issue a new

RFP number.

Question 41. Is the work currently being done remotely or in person?

Answer 41. Work is currently being done in person and remotely depending on the employee and their telework agreement. This is subject to change pending updated DOS policies, rules and regulations on Telework.

Question 42. Are all of the staff supporting the current contract assigned to work on the government site?

Answer 42. Yes

Question 43. RFP Section M-004 indicates that the Technical proposal will be rated using five (5) adjectival ratings: “...will be evaluated on adjectival ratings of Exceptional, Good, Acceptable, Marginal or Unacceptable assigned for each Factor and the overall proposal.” The Table in RFP Section M-005 only includes four (4) adjectival ratings. Please clarify the adjectival ratings for the Technical evaluation.

Answer 43. This has been updated.

Question 44. Is the Contract Acquisition Specialist identified in Section J, Attachment A, Statement of

Work, C.2.3.2.2., the same position as the Acquisition Specialist identified in Section J, Attachment E, Contract Labor Categories (pg. 43)?

Answer 44. Yes, this has been updated.

Question 45. The solicitation includes clause 652.237-72 – Observance of Legal Holidays and

Administrative Leave. Juneteenth is not included. Will the government update the solicitation clause to include Juneteenth as a legal holiday?

Answer 45. It is there. It is at the end of the clause.

Question 46. There has been a revision to the Wage Determination Schedule found in Section J, Attachment B. WD# 2015-4281 was revised on December 27, 2021 and is Revision # 21. Will the government update the WD Schedule issued with the solicitation to WD# 2015-4281, Revision #21?

Answer 46. The RFP was posted before the latest Wage Determination Schedule was released. This has now been updated.

Question 47. Please provide the number of, and longevity for each of the current incumbent employees impacted by the Executive Order on Nondisplacement of Qualified Workers Under Service Contracts.

Answer 47 As stated in the Executive Order this information will be available during the last month of contract performance.

Question 48. Please identify the incumbent contractor currently performing this contract and their contract number.

Answer 48. Please submit a FOIA request for this information.

Question 49. Can the government please describe what is needed for the Employee Integrity Plan?

Answer 49. The information contained in the Employee Integrity Plan should include but is not limited to items such as Employee Code of Conduct, Documentation that Address Contract

Employee Fraud, Prevention of Contractor Employee Fraud and Other Information that discusses the Prevention of Fraud and Misconduct by Contract Employee Staff.

Question 51. What specific security clearances are required of the Key Personnel and non-key personnel?

Answer 51. Please see “Section J Attachment E Contract Labor Categories” for specific information on what security clearances are needed for each position.

Question 52. Are the security clearances different based on location? If so, could the government please specify what clearances are required."

Answer 52. No, please see “Section J Attachment E Contract Labor Categories” for specific information on what security clearances are needed for each position.

Question 53. What is the anticipated distribution of the work between the locations?

Answer 53. Please see anticipated distribution of the work below

DC: 78.35%

UN: 1.03%

KY: 8.25%

NH: 12.37%

Question 54. What is the anticipated amount of Overseas travel?

Answer 54. It is currently estimated to be less than 1%.

Question 55. "Could the government please clarify what is meant by “perceived benefits” Can the the language be revised to read “company benefits package to include, Medical, Dental, Vision, Life, etc."" ?

Answer 55. The word “perceived” has been removed.

Question 56. Will a line of credit be required?

Answer 56. There is no requirement for this.

Question 57. Would the government confirm whether the evaluation criteria for the management plan, key personnel and past performance has equal weighting or if weighting for the management plan is more important than the key personnel and key personnel is more important than past performance?

Answer 57. Please see Section M-005 of the RFP for this information.

Question 58. The government provides the evaluation factors for the vol 2 technical proposal. Would you identify the evaluation criteria for each of the evaluation factors in volume 2?

Answer 58. Please see Section M-005.1 and M-005.2 of the RFP for this information.