19AQMM26R0244 QA-6-24-26.pdf

Solicitation 19AQMM26R0244

Questions from industry

Acquisition Strategy & Competition

1. Is this a new requirement or a recompete? Recompete.

2. Is this solicitation unrestricted? No. This solicitation is set aside 100% for small businesses under FAR 19.502-2.

3. Is this solicitation a small business set-aside? Yes. This solicitation is a total small business set-aside. It is not an 8(a) sole-source or competitive 8(a) procurement. All offerors must be registered as small businesses in SAM.gov under the applicable NAICS code at the time of offer submission.

Proposal Preparation & Evaluation

4. Will the Government provide plug numbers (estimated annual values) for reimbursable CLINs?

BY OY1 OY2 OY3

PROJECT WORK ORDER $156,780.00 $242,012.28 $168,303.83 $176,338.38

TRAVEL AND ODC $92,401.10 $123,255.46 $121,341.10 $90,756.48

MATERIAL $340,034.15 $587,800.07 $462,411.25 $624,584.80

TOTAL $589,215.25 $953,067.81 $752,056.18 $891,679.66

MEDIAN

$891,679.66

*Option Year 3 estimates are not completed; previous contract has not ended.

5. If plug numbers are not provided, should offerors propose their own estimated values? Yes. If plug numbers are not provided prior to proposal submission, offerors may provide their own estimates based on reasonable, realistic assumptions clearly documented in their proposal.

6. How will the Government ensure an apples-to-apples evaluation of reimbursable CLINs? Vendors will be required to provide receipts for all reimbursable costs. The Government will evaluate reimbursable CLINs based on actual cost documentation submitted with invoices.

7. How will surge capability be evaluated? Surge capability will be evaluated based on the offeror's demonstrated ability to rapidly mobilize additional qualified locksmith personnel, maintain sufficient equipment and material inventory, and sustain baseline performance standards during periods of increased demand.

8. How will nationwide execution capability be evaluated? If a vendor or their subcontractor is unable to provide nationwide service, they are not a suitable candidate for this award.

Pricing Structure

9. Is there a maximum labor-hour threshold for Project Work Orders? Yes.

The maximum labor hours per labor category for Project Work Orders is 5,000 hours.

10. Is there a maximum dollar threshold for Project Work Orders? There is no separate maximum dollar threshold per Project Work Order. All work is subject to the overall contract ceiling as stated in the solicitation.

11. Are the labor hours shown for CLINs 0001–0007 firm estimated quantities, minimums, maximums, or ceilings? The labor hours shown are estimated quantities for evaluation purposes only and do not represent a guaranteed minimum or maximum.

12. How will ordered hours be managed against the stated quantities under the T&M CLINs? The COR will track actual hours invoiced against CLIN quantities throughout the period of performance. A contract modification will be issued if quantities need to be adjusted.

13. What assumptions should offerors use for reimbursable CLINs if plug numbers are not provided? Offerors should base their proposals on reasonable, realistic estimates derived from historical usage data, industry standards, or comparable contract requirements, and clearly document all assumptions in their proposal.

CLIN Structure & Pricing Template

14. There appears to be a discrepancy between CLIN 0005 in the solicitation and Attachment A. Which is correct? A solicitation amendment will be issued to resolve the discrepancy and identify the correct CLIN structure.

15. Is CLIN 0005 intended to be Locksmith Expert (Master Level) Overtime or Locksmith Journeyman Labor? Based on the pricing sheet, CLIN 0005 is Locksmith Journeyman (additional labor hours). A solicitation amendment will be issued to confirm and codify the correct labor category.

16. Please provide a revised pricing spreadsheet that aligns with the solicitation. A revised pricing spreadsheet will be issued via solicitation amendment.

17. Please clarify whether the stated quantity of 520 units for CLIN 0005 represents labor hours. A solicitation amendment will be issued to confirm that the 520 units represent estimated additional Locksmith Journeyman labor hours.

Travel & Reimbursable Costs

18. Clarify travel reimbursement requirements and applicable CLINs for Project Work Orders performed outside the NCR. Travel reimbursement is applicable for work performed outside the NCR, defined as beyond a 70-mile driving distance from the Harry S. Truman Building (2201 C Street NW, Washington, DC), and will be reimbursed at actual cost in accordance with SOW Section VII.E (Travel).

19. Please clarify the apparent contradiction regarding travel reimbursement within the NCR. There is no travel reimbursement for work performed within the NCR. All NCR travel costs are included in the labor rates.

20. Is travel inside the NCR reimbursable under CLIN 0008 or should it be included in labor rates? Travel inside the NCR is included in labor rates and is not separately reimbursable.

Indirect Rates / G&A

21. Does the G&A NTE 10% represent a mandatory cap? Yes. The G&A rate is capped at 10% and may not be exceeded under this contract.

22. If it is a mandatory cap, does it take precedence over an offeror's approved FPRA or disclosed indirect rates? Yes. The 10% G&A cap applies to this contract regardless of an offeror's approved Forward Pricing Rate Agreement (FPRA) or disclosed indirect cost rates.

23. Does the G&A NTE 10% apply only to materials? Yes. The G&A NTE 10% applies to materials only.

24. Does the G&A NTE 10% apply to materials, travel, equipment, shipping, and other ODCs? No. The G&A NTE 10% applies to materials only. Travel, equipment, shipping, and other ODCs are reimbursable expenses not subject to the G&A cap.

25. Is handling or markup included within the 10% cap or in addition to it? Handling and markup are included within the 10% G&A cap and may not be charged in addition to it.

Security Clearance Pricing

26. Should offerors provide separate labor rates by clearance level? Yes.

Offerors may provide separate labor rates based on clearance level.

27. Should offerors provide a single blended fully burdened rate if only one line is provided in Attachment A? If only one line is provided in Attachment A for a labor category, offerors should provide a single blended fully burdened rate that accounts for the applicable clearance level requirements.

Contract Administration

28. How will billing reduction provisions and performance deductions be administered under a T&M contract? The COR will identify and document performance deficiencies and direct corresponding invoice reductions in accordance with the Performance Requirements Summary (PRS) and FAR 52.232-

7. Deductions will reflect the value of services not performed or performed below the acceptable quality level.

29. How will the Government apply labor-hour reductions or billing penalties while remaining consistent with T&M contract requirements? Under a T&M contract, the Government will only pay for hours where work was completed satisfactorily. If a contractor performs work below the acceptable quality level and fails to correct it, the COR will deduct the associated labor hours from the invoice.

Repeated failures may result in additional penalties as outlined in the PRS and could trigger consideration of contract termination.

Labor Standards

30. Please provide the applicable Wage Determination(s). Because this service spans multiple locations, the award will incorporate multiple Wage Determinations (WDs) based on each geographic area of performance. Applicable WDs will be provided via solicitation amendment.

31. Please identify the Wage Determination(s) applicable to NCR performance. The applicable SCA Wage Determination for the Washington, DC metropolitan area will be identified and provided via solicitation amendment.

32. Please identify the Wage Determination(s) applicable to CONUS and Puerto Rico performance. Applicable SCA Wage Determinations for all CONUS and Puerto Rico locations identified in SOW Appendices C and D will be provided via solicitation amendment. The award will incorporate multiple WDs based on each geographic area.

33. Please confirm whether locksmith labor categories are exempt from or subject to the Service Contract Act. Locksmith labor categories under this contract are subject to the Service Contract Act (SCA).

Period of Performance

34. What is the anticipated Period of Performance? The anticipated period of performance is one Base Year plus four Option Years, from January 1, 2027, through December 31, 2031, with an optional six-month extension through June 30, 2032, if exercised.

35. Please confirm the anticipated Base Period start date. The anticipated Base Period start date is January 1, 2027.

36. Please confirm the anticipated contract award date and/or effective date. The anticipated contract award date will be confirmed via solicitation amendment. The Government is targeting award prior to January 1, 2027, to ensure no lapse in services.

37. Please provide the correct option-period dates. The correct option-period dates are:

• Option Year 1: 01/01/2028 – 12/31/2028

• Option Year 2: 01/01/2029 – 12/31/2029

• Option Year 3: 01/01/2030 – 12/31/2030

• Option Year 4: 01/01/2031 – 12/31/2031

38. The Delivery Schedule appears to contain incorrect dates. Please provide corrected dates. A solicitation amendment will be issued with corrected Delivery Schedule dates consistent with the period of performance dates provided in Q37 above.

Program Office / Technical Questions

Incumbency & Historical Performance

1. Is there currently an incumbent contractor performing this work? Yes.

Locksmith services are currently being performed under a task order.

2. If this is a recompete, can the Government provide the incumbent contractor name and contract number? The incumbent contractor is T&H Services, performing under Task Order 19AQMM22F2315, issued July 1, 2022, under IDIQ contract 19AQMM19D0129.

3. Has the Government purchased similar locksmith services in the past? Yes.

The Department of State has historically procured locksmith services for all DOS locations throughout the continental U.S. and Puerto Rico under the predecessor contract referenced above.

Historical Workload

4. Provide actual annual Work Orders and Project Work Orders completed versus estimates. Based on historical contract performance, full-year project labor hours are estimated at approximately 1,590 to 2,360 hours annually, and ticket (routine work order) labor hours are estimated at approximately 2,027 to 2,085 hours annually.

5. Provide a workload breakout by NCR, CONUS, and Puerto Rico locations. Historical data reflects NCR and outside-NCR breakouts as noted in Q4.

A further breakout by specific CONUS and Puerto Rico locations is not available.

Offerors should reference SOW Appendices C and D for the full list of DOS locations.

6. Can the Government provide historical annual work-order volumes (routine, project, and emergency)? Historically, approximately 90 work orders have been issued per month, with full-year project labor hours ranging from approximately 1,590 to 2,360 and ticket labor hours ranging from approximately 2,027 to 2,085 over the prior two full contract years. Approximately 75% are routine and 25% are project work orders.

7. On average, how many locks are replaced on a daily or weekly basis? Specific daily or weekly lock replacement data is not available. Historically, monthly volumes for lock replacement and installation are approximately 28 per month.

8. Are large lock replacement or modernization projects anticipated during contract performance? No large-scale modernization projects are currently anticipated, though Project Work Orders may be issued on an as-needed basis throughout the period of performance.

9. What percentage of work supports the Secretary of State and other priority locations? Specific percentage data for priority locations is not available.

However, Priority Locations — including the Secretary of State Offices, Secretary of State Private Residences, and the United Nations Headquarters — require expedited one-workday response times as defined in SOW Section III.A.3.

10. Please provide the Government's estimate of the volume or percentage of work expected to be performed outside the NCR and Puerto Rico. Based on historical data, outside-NCR work orders averaged approximately 84 tickets per year, representing roughly 16% of total annual tickets, with outside-NCR labor hours averaging approximately 1,547 per year. Offerors should plan accordingly when estimating geographic coverage costs.

11. Please provide historical expenditures broken out by labor, materials, travel, equipment, shipping, and ODCs. Historical average annual expenditures include approximately $121,341 in travel costs and $384,023 in materials. Full labor, equipment, shipping, and ODC breakouts are not available

Security Requirements

12. What percentage of work historically required cleared personnel? Specific data on the percentage of work requiring cleared personnel is not available. Per

SOW Section VII.C, all personnel working in the Washington Metropolitan area must maintain at least a Final Secret clearance, a minimum of 50% of staff must be able to obtain and maintain a Final Top Secret clearance, and the contractor must possess a Top Secret Facility Clearance at proposal submission.

13. Will the Government sponsor security clearances for contractor personnel? No. Per SOW Section V.B, the contractor is solely responsible for all costs associated with obtaining and maintaining the Facility Security Clearance (FCL) and all personnel clearances. The Government will not incur any costs related to security clearances.

14. Could the Government outline the process and requirements necessary to obtain the required security clearances? Security clearances are processed through DCSA in accordance with DOD 5220.22-M. The contractor must possess a Top Secret Facility Clearance at proposal submission, all Key Personnel must hold active Secret clearances at contract award, and Top Secret clearances are required for all locksmith positions throughout the period of performance, as detailed in SOW Sections V.B and VII.C and Attachment D (DD Form 254).

Emergency Response

15. Does the four-hour emergency response requirement require onsite arrival within four hours or only acknowledgment/mobilization? Per SOW Sections III.A.3 and VIII, the contractor must respond to emergency work orders within 2 hours during work hours and within 4 hours during all other times, acknowledge receipt, and provide an estimated time of arrival. Work must then continue until the emergency is resolved. Offerors should plan for onsite arrival within those timeframes.

16. May local subcontractors be used to satisfy emergency response requirements? Yes. Local subcontractors may be used provided they meet all applicable security, qualification, and bonding requirements. Their use must be coordinated in advance with the COR, and subcontractor management plans will be evaluated under Factor 2, Subfactor 2B of the technical evaluation.

Government-Furnished Property

17. Will the Government furnish any equipment, tools, vehicles, shop space, storage space, systems, or other GFE/GFP? Yes. Per SOW Section VII.G, the

Government will provide a locksmith shop within the Harry S. Truman Building, Medeco key-cutting machines, and two DOS Universal parking permits.

Contractors should assume no inventory will be provided at contract inception or during performance. All other tools, equipment, and supplies must be furnished by the contractor.

18. Please provide a complete inventory of available GFP, tools, shop space, storage facilities, and other Government-furnished resources. A complete GFP inventory will be provided to the awardee during the transition-in period per SOW Section VI.A.1 (Inventory Transfer). A preliminary GFP list is not available for release prior to award.

Materials & Suppliers

19. Are approved suppliers or manufacturers required for material purchases? Yes. All materials must meet DS approval standards, and any materials costing more than $100 require prior COR approval before procurement, per SOW Section VII.F (Materials).

Technical Requirements

20. We recommend revising the requirement to state "or equivalent training."

Will the Government consider this revision? The Government has considered this recommendation. No revision to the training language in the SOW Section VII.

Subsection B. Training and Certifications will be made.