Amendment_A0001_Questions and Answers.docx

RFP General Proposal Instructions, Source Selection Documentation, Factor 2, Sub-factor 2 (Key Personnel), Page(s) 61 Will the Government please provide a 4-week extension to allow adequate time to compile and price the requested Key Personnel data?

Will the Government consider requiring only the 2 Program Manager Positions as Key Personnel similar to the previous solicitation number HSBP1012R0071?

We are extending until January 11, 2021.

SOW and RFP are revised to require 4 Key Personnel as follows:

· Program Manager (1) – Lorton

· Operations Manager (1) – Lorton

· Maintenance Manager (2) – Lorton & ABQ

Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212- 3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

RFP Instructions are in addition to the minimum requirements in 52.212-1(b).

Reference: RFP General Proposal Instructions, Volumes Table, Row 6, Page(s) 62 Reference RFP General Proposal Instructions, Factor 3 (Past Performance), Paragraph 1&2, Pages(s) 63 There is a discrepancy in the instructions and evaluation factors related to past performance submittals. The instructions on page 60 state that the Past Performance volume shall not exceed 10 pages (2 pages per reference) – implying that up to 5 past performance examples can be submitted.

The volume table on page 62 cites a Volume II, Tab I page limit of 6 pages (2 pages per reference).

The evaluation criteria on page 63 state that offerors are to provide a maximum of 3 references of past performance.

Question: What is the maximum number for past performance examples that offerors are allowed to submit?

What is the maximum page count allowed for Volume II, Tab I (Past Performance)?

RFP is revised to clarify 6 pages and 2 pages per reference for Volume II, Tab I.

Offerors are to provide a maximum of 3 references of past performance.

Offerors are to provide a maximum of 3 references of past performance.

RFP is revised to clarify 6 pages and 2 pages per reference for Volume II, Tab I.

Reference: Attachment 2, Pricing Tables, Lorton Support Tab, Cell D5 The SOW states that the contractor shall provide 5 Administrative Assistants to be co-located with the government in the ILD Lorton facility.

Please confirm the number of Administrative Assistants that offerors are to provide at the ILD Lorton facility and update the SOW and/or Attachment 2 Solicitation Pricing Table accordingly.

The SOW states “5 Support Personnel”. However, the labor categories listed are historical staffing. The offeror is allowed to propose their own labor categories and hours to satisfy the requirement.

The pricing sheet is revised on the “Lorton Support” Tab to merge the “Administrative Support” Cell to encompass the Administrative Assistants and Procurement Administrator. The pricing sheet is representative of historical staffing. The offeror is allowed to propose their own labor categories and hours to satisfy the requirement.

Reference: Attachment 2, Pricing Tables, CLINs 1&2, Lorton Support Tab and ABQ Support Tab, Transition Tab and On Demand Tab.

Reference: Attachment 2, Pricing Tables, CLINs 1&2, Lorton Support Tab and ABQ Support Tab, Transition Tab and On Demand Tab.

Does the government have a mapping of the RFP labor categories into the SCA WD Categories?

If, so will the Government provide a mapping of the RFP labor categories into the SCA WD?

See Attachment 4 Labor Category Descriptions which is revised to include SCA WD Equivalents.

With the "Executive Order on Modernizing and Reforming the Assessment and Hiring of Federal Job Candidates" will the Government implement merit-based considerations versus educational requirements?

The personnel listed in this requirement are employees of the vendor, not the Government. This education requirement is specific for the PM for Lorton.

Reference: Volume I, Paragraph 5, Page(s) 60 The instructions indicate that there should be a Glossary of Abbreviations and Acronyms is within the Executive Summary and also again under Tab 2.

Should offerors include a separate Glossary in both places? If so, is the Glossary under Tab 2 for Factor 1 only? Or should offeror include a single Glossary within the Executive Summary for the entire volume?

Offerors should include the Glossary where it is applicable.

See page 60 and follow the Glossary instructions.

The Government is not familiar with the offeror’s acronyms, so they need to be included.

Reference: Volume I, Paragraph 5, Page(s) 60 The instructions indicate that there should be a Glossary of Abbreviations and Acronyms is within the Executive Summary and also again under Tab 2.

Should offerors include a separate Glossary in both places? If so, is the Glossary under Tab 2 for Factor 1 only? Or should offeror include a single Glossary within the Executive Summary for the entire volume? Or can offerors put a single overall Glossary for each of Volume I following the Table of Contents for that volume?

See response to question # 22.

How are these items different from one another?

RFP has been revised to remove the duplicate requirement. See page 59.

Question(s):

a) What is the difference between each requirement to identify the Offeror and/or team?

b) Can the Government clarify what is meant by “proposal approach”?

The Cover Letter should include an introduction of the Prime Offeror or Team. The duplicate bullet has been removed from the Cover Letter requirement on the RFP, page 59.

The Executive Summary should explain the relationship. See revised RFP.

Reference: Section III Solicitation Provisions, Paragraphs III.1 through III.17, Page(s) 41-58 The instructions indicate that “The Offeror shall address and include each certification and representation identified within the solicitation.”

Can the Government confirm that offerors are include only the fill-in portions of all the provisions, per this instruction in Paragraph III.1 of Section III Solicitation Provisions, in addition to the Representations and Certifications printout from SAM.gov?

The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer..

Question: Can the Government clarify if Offerors are to include a separate “Cover Page” for Tab 2? If we are to include a separate Cover Page for Tab 2, does this apply to Tab 3 also?

The instructions state “A cover page shall be included with each volume, clearly marked with the following information”.

Reference: SOW, Paragraph 13.5, Page(s) 63

Reference: Pricing Tables, Lorton Support Tab Sub-factor 2 indicates that there are seven (7) Lorton key personnel and three (3) Albuquerque key personnel. However, SOW section 13.5 indicates there are six (6) Lorton key personnel and five (5) Albuquerque key personnel. The position is question as to its appropriate location appears to be the Warehouse Supervisor which is listed as NII (Lorton) in SOW section 13.6 and in the Pricing Tables.

Question(s):

a) Can the Government clarify the numbers of key personnel at each location, as well as the position titles within the Source Selection section of the solicitation?

b) Can the Government clarify the key personnel positions and their associated locations in the SOW sections 13.5 and 13.6, as well as the Pricing Tables?

The SOW is updated to reflect the Warehouse Supervisor as a Lorton position.

SOW and RFP are revised to require 4 Key Personnel as follows:

· Program Manager (1) – Lorton

Question(s):

a) Does the Offeror’s system need to interact with any Government systems? If so, which one(s) and in what capacity?

b) Will the incumbent contractor be responsible to provide accuracy data and status of existing commitments during the transition period?

c) What is an example of an acceptable financial tracking and payment system?

Contractor uses their own data base to capture their finances. Contractor uses the Government web-based system called Invoice Processing Platform (IPP) to transmit government invoices for processing.

Financial tracking is a monthly deliverable. This is provided to the Government COR and CO by the contractor via email on an excel spreadsheet. The contractor also meets with the COR to ensure financials aligns correctly with SAP.

Reference: SOW Paragraph 4.2.1, Page 14 Section 4.1.2.4 (ILD Lorton) references the use of Remedy and MAXIMO. Section 4.2.1 (ILD Albuquerque) only references the use of MAXIMO.

Is Remedy and MAXIMO utilized at both ILD Lorton and ILD Albuquerque? Or, does ILD Albuquerque only use MAXIMO?

These systems are used at both locations, Lorton and Albuquerque.

Attachment 7 Locations of Equipment

Attachment 6 Additional Equipment Listing

• Solicitation Identification;

• Title of Proposal;

• Identity of prime Offeror or team (if team, explain the relationship);

• Any proprietary data disclosure statement, if applicable.

• Glossary of Abbreviations and Acronyms In accordance with instructions, these items are presented in Volume I, Tab 1, Cover Letter/Executive Summary. Given the 25 page limit for Volume I, Tab 2, Technical Approach, can the Offeror refer back to Tab 1 in their response for this information rather than repeat it in their Technical Approach tab?

No, please follow the instructions in the RFP.

The Transition Plan must be included in the total page count.

With respect to 508 compliance, does CBP have facility access to wheelchairs, computerized systems for the blind, etc.?

Please provide links to access all documents in this section as the majority cannot be found on the web?

This is the norm for CBP contracts. The offeror will have access to all documents upon award.

CBP follows the American Disabilities Act and does not discriminate against any wheelchair or blind personnel.

The contractor awardee will have access to all documents upon award.

Is the contractor to provide financial tracking and payments to those orders and services provided by the contractor and CBP directly sourced contracts?

Contractor uses their own data base to capture their finances. Contractor uses the Government web-based system called Invoice Processing Platform (IPP) to transmit government invoices for processing.

Financial tracking is a monthly deliverable. This is provided to the Government COR and CO by the contractor via email on an excel spreadsheet. The contractor also meets with the COR to ensure financials aligns correctly with SAP.

Further if this is a SCA category, what is the category code corresponding to this section?

In addition, the job category listings do not account for cleared personnel in the SCA groupings.

How is CBP seeking to reconcile all of these anomalies?

This is a CBP requirement. Please refer to what is being required in the SOW.

Administrative Assistant – SCA Equivalent: 01020 – Administrative Assistant Procurement Administrator - No SCA Equivalent (Professional)

All contractor employees must be CBP cleared.

The LCATs listed are historical LCATs provided for reference. Vendors are allowed to propose their own labor categories to satisfy the requirement.

In addition, the job category listings do not account for cleared personnel in the SCA groupings. How is CBP seeking to reconcile this anomaly?

Since we have to staff to a FTE level 24x7x365 how will CBP ILD account for Holiday schedules into the total FTE hours?

Are there any shift hour changes during holidays?

Maintenance Dispatch Coordinators – SCA Equivalent: 01320 – Service Order Dispatcher

All contractor employees must be CBP cleared.

The number of hours stated in the pricing template accounts for the FTE hours. It up to the vendor to schedule their employees to make sure there is 24x7x365 coverage.

The number of hours stated in the pricing template accounts for the FTE hours. It up to the vendor to schedule their employees to make sure there is 24x7x365 coverage.

The LCAT qualifications descriptions do not delineate by Tier I/II & Tier III. Please advise the skill set qualification for Tier I/II & III.

If this is a SCA category, what is the category code corresponding to this section?

In addition, the job category listings do not account for cleared personnel in the SCA groupings. How is CBP seeking to reconcile this anomaly?

12 MDC and 2 NROC personnel. MDC Tier I / II: No division between I & II: 12 personnel.

Tier I is the initial contact and taking of the call Tier II is the troubleshooting over the phone and contacting vendors.

Maintenance Dispatch Coordinators – SCA Equivalent: 01320 – Service Order Dispatcher

All contractor employees must be CBP cleared.

Are the performance standards aligned in all contracts (OEM and direct support by the awardee contractor)?

This applies to all contracts. Performance standards are explicitly called out in the contracts.

In addition, are there instances when the situations are reversed and if so how do you record calls for RPM & ABQ calls when Remedy is down?

Again, what is the estimated work load to transfer information back into Remedy?

There are several redundancies in place and this has not occurred over the last 12+ months.

There has not been an instance where the situations were reversed.

There is no additional workload since the work orders are already documented in both databases.

If not what is the periodicity of the RPM calibration? We assume yearly; however, it is our understanding certain maintenance services require calibration. Is this still the case and how often does this transpire and by whom?

Who is responsible to tender the source for calibration to the RPM site and is it tied to a directed source contract?

Yes, the Directed Source is responsible to provide the schedule to the ILD contractor and the contractor in turn provide to the COR Monthly.

Calibrations for RPM are conducted yearly. However, there are repairs that require additional calibrations to the yearly ones.

When a repair requires calibration, ILD Contractors coordinate the calibration with the vendor.

Contactor sends a Work Order to Direct Source to complete the calibration.

Does the contractor have to certify the Fork Lift operators or is this available through CBP. Assume if the contractor this is chargeable back to the contract. Same for Hazardous Materials Training?

Does CBP have any other equipment, machinery or vehicles at Lorton which require service and or support not mentioned herein?

Does CBP have a digital scale and if so is this maintained and certified by CBP or is it the contractor’s responsibility?

Is all PHS&T functions performed for NII, HHT and RDT out of the Lorton facility or does CBP have satellite or forward stock locations under the Lorton banner?

The material expeditors handle Packaging, Handling, Storage and Transportation (PHS&T) Functions within the warehouse facility.

Forklift Certification. The Government has historically provided the 'Fork Lift Certifications' to the Contractor staff at no cost to the Contractor. We do not anticipate the contractor, at this time, having to pay to certify their staff. It is a one-time certification.

Digital Scale. CBP utilizes the FedEx and UPS provided scale(s) for shipping with their applications. The contractor is not expected to pay for any calibrations on those provided scales. The contractor is only ensure that they are within calibration by FedEx and UPS.

PHS&T Functions. Yes, all PHS&T functions for hand-held NII equipment and RDE are conducted out of Lorton.

Machinery and Vehicles. The contractor, at this current time, is not expected to maintain any other Government machinery or vehicles not identified in this SOW.

Certificates are stored on the CBP shared Drive.

Customer wait time will be dependent on the OEM to affect repairs and return the system/unit to an operational status and will not be held against the vendor since it is beyond their control.

Customer wait time will be dependent on the OEM to affect repairs and return the system/unit to an operational status and will not be held against the vendor since it is beyond their control.

What is the protocol and storage of the certification of stated equipment and what is the protocol if the equipment fails calibration?

Yes, Attachment 6 lists the Lab test equip. This is the test equipment that gets tested once a year.

Certificates are stored on the CBP shared Drive.

This can be referenced in the attachment.

For anything that has an expiration date/expected shelf life FIFO is preferred. (Example would be batteries)

Customer wait time will be dependent on the OEM to affect repairs and return the system/unit to an operational status and will not be held against the vendor since it is beyond their control.

There are directed sources for some equipment but all equipment as provided in the equipment list is subject to support under this contract.

Is it CBP’s expectation the entire On Demand section is to be worked and facilitated through the existing personnel on the contract or will these be in addition to the daily support provided to CBP ILD?

Please confirm this section pertains to all the equipment in the CBP ILD NII and ABQ facility regardless if the equipment is under a directed source contract with the same On Demand requirement?

The on-demand repairs will be managed based on the contractor’s processes and procedures that they have put in place. We will not direct how this is to be accomplished.

This sections pertains to all equipment under the purview of the Lorton and Albuquerque facilities.

No ‘X’ indicates not required.

Can this LCAT be added to the listing in the required attachment? If CBP deems this position as not necessary can you provide some historical knowledge as to what this category reflects as an annual FTE hourly requirement?

This labor category is listed in the table in Section 13.6 as Logistics Analyst II (Configuration Management). The LCAT is also listed in the pricing template on the On-Demand Tab. The labor categories and hours are provided for historical reference. However, the contractor can propose their own labor categories and hours to best meet the requirement.

2. Is there a current application/system in place

3. Is the government looking for a new application/ system? If yes:

a. Is there a preferred application/system?

b. If a COTS application/system is to be used does it need to reside within the government enterprise architecture?

c. Does it need to go through the ATO process?

Is the government looking for an application/system to be designed and developed?

There is a current solution in place at the NROC. Government is not soliciting a replacement solution but industry innovation is always encouraged.

Application is Government owned and processes an ATO.

2. Is the government looking to add capabilities to the existing NROC Dashboard?

3. Is the government looking for systems integration with NROC Dashboard, MAXIMO, and Remedy?

Is the Government open to adding additional capabilities through integration and/or development with existing tools such as Service Now, Salesforce, Jira, and/or splunk?

Government is always looking to enhancement of currently used tools as technologies mature.

Current integration with additional databases are not being pursued.

Offerors can propose their own hours. The offeror will have to explain why their proposed hours are different from CBP's.

SCA categories are a guide and do not compensate for a Government clearance. With a CBP fully adjudicated SSBI how is this being compensated through the SCA labor rate?

Attachment 4 Labor Category Descriptions is revised to include the SCA Code and SCA Equivalent labor categories.

Will the government clarify that the table of contents for each volume also does not count against the total page count?

Added statement “Table of contents for each volume will not count against the total page count.

Added statement to Tab 2 – Technical Approach – Not to exceed 25 pages. “The total page count excludes the following: Table of Contents, cover page and glossary of abbreviations and acronyms”.

Please clarify the number of allowed references and total allowed page limit for Volume II.

This was answered in the spreadsheet. (Duplicate question)

Also, there is no line item included in the pricing spreadsheet for travel. How will approved travel be funded on the contract?

II.40 TRAVEL COSTS (AUG 2008) Costs for transportation, lodging, meals, and incidental expenses shall be reimbursed in accordance with Federal Acquisition Regulation (FAR) Subsection 31.205-46 and acceptable accounting procedures.

There will be a separate line item provided for travel.

3 Key Personnel for Albuquerque & the SOW defines 4

Can the government resolve this discrepancy?

The SOW is updated to reflect the Warehouse Supervisor as a Lorton position.

SOW and RFP are revised to require 4 Key Personnel as follows:

· Program Manager (1) – Lorton

· Program Manager (1) – Lorton