RFP Questions and Answers.pdf

Number Document Title Section Page # Question/Comment Government Response

RFP 70CMSD22R00000003 dtd 5.25.22 Are you satisfied with incumbent performance?

The Government is not at liberty to discuss another contractor's performance

Comments,Questions, and Answers ( 1- 48) Question 2 1

Are there any incumbent contractor employees whom the awardee should consider for “right of first refusal”? (i.e., Non-displacement of Qualified Workers Under Service Contracts)

The right of first refusal (i.e. non-displacement of Qualified Workers) is not included in this solicitation. However, the positions are currently staffed and the awardee may make an offer to the currently trained and cleared clerks.

Comments,Questions, and Answers ( 1- 48) Question 39 5

Is Bowhead Communication currently providing 123 Clerks now under the current contract? This information will not be disclosed at this time.

Comments,Questions, and Answers ( 1- 48) Question 39 5

How many clerks is Bowhead providing now? This information will not be disclosed at this time.

Comments,Questions, and Answers ( 1- 48) Question 47 6

Why is the current contract (70CMSD18C00000003) saying the total award for the base & option years is $30.9 Million, Yet the Agency is saying the project is has a rough estimate of $50 to 60 Million.

The scope of work has increased since the inception of the current contract.

Furthermore, the POP of the current contract is not five years.

Attachment 2 - Pricing Template What labor category on the Wage Determination will this be categorized as?

Per PWS (para. 1.16.1.), the SCA occupational code is 01113.

Attachment 2 - Pricing Template Can you please confirm, whether the fringe ($4.23 / $4.60) is applicable to this requirement or not?

Executive Oder 14026 is applicable, so $4.60 is the correct fringe benefit.

RFP+70CMSD22R00000003+dtd+5.25.22 F.4 39

In the Place of Performance requirements on page 39, the RFP states: The Contractor shall perform the services at Government facilities, including Government leased facilities, located in the United States, including Puerto Rico.

In the current recruiting environment, it is increasingly difficult for employers to identify, recruit, and hire qualified staff to work on client site. Additionally, with the number of locations currently requiring on site staff, there is increased risk to the Government for requiring all positions to be on site. By allowing full-time telework for some or all positions, the Government will have access to a much deeper pool of qualified candidates across the United States and Puerto Rico, and decrease the risk of lengthy vacancies for any open positions.

Question: Will the Government change this requirement, and allow full-time telework for some or all of the positions?

There are no full time telework positions on this contract.

RFP -- (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items: I 61

Can the Government confirm that Executive Order 14026, applies to this contract.

Yes

Attachment 2 - Pricing Template Does this contract fall under service contract Act. (SCA) guideline? If so, what occupation code is utilized for this requirement per applicable DOL wage determination?

Per the PWS (para. 1.16.1.), this requirement falls under the service contract act and the occupational code is 01113.

11 RFP 70CMSD22R00000003 -- Section I -- 52.222-42 Statement of Equivalent Rates

Section I -- 52.222-42 Statement of Equivalent Rates 73

Does the Service Contract Act (SCA) apply to this contract?

Yes

RFP 70CMSD22R00000003 dtd 5.25.22 SECTION K: 78 Do we need to submit the REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS OR RESPONDENTS with Phase 1 response?

The RFP does not include a requirement to submit reps and certs with your Phase 1 response.

RFP+70CMSD22R00000003+dtd+5.25.22 L.5.1 99 Will the Government confirm that Volume Cover Pages and Tables of Contents will not count against the page limit for Volume I? The RFQ has been updated to clarify this.

RFP 70CMSD22R00000003 dtd 5.25.22 Section L.5 99 Are both Cover Letter & Acceptability Review Documents inclulded in the 5 page limit or only the Cver Letter is included in 5 page limit? The RFQ has been updated to clarify this.

RFP+70CMSD22R00000003+dtd+5.25.22 L.4 99

In the acceptability review requirements on Page 99, the RFP states: verification that the Offeror has an ISO 9001 certified Quality Management System (also referenced in the RFP on pages 102 and 103).

This requirement is highly restrictive and will eliminate qualified 8(a) small businesses from competition.

Question: Will the Government remove this requirement from the RFP and evaluate management capabilities using different criteria?

Based on the results of the Government's market research, there are a significant number of eligible 8(a) small business concerns, under NAICS 561110 that have ISO 9001 certification.

RFP L.4

….....verification that the Offeror has an ISO 9001 certified Quality Management System…........ Why this reuirment was not disclosed during the sources sought stage? Very few 8(a) companies would have an ISO 9001 certification, unless they are large firms. Not giving this information at the sources sought stage makes smaller firms waste their time and resources to prepare and submit an expression of interest document to find out later that they do not qulify due to the lack of certification for ISO 9001.

Based on the results of the Government's market research, there are a significant number of eligible 8(a) small business concerns, under NAICS 561110 that have ISO 9001 certification.

RFP+70CMSD22R00000003+dtd+5.25.22.pdf

Section L.7, part 2 Separation of Volumes, Volume II Corporate Experience, #3 Contract Schedule 102

As part of Phase I, RFP requires Offeror to provide Volume II Corporate Experience, #3 Contract Schedule for Each Contract. Will the Government please clarify what does Contract Schedule refer to (i.e., Part I Schedule - Sections A-H? 1st page of the signed SF33 or SF1449 or DD1155? Or Section F denoting the Periods of Performance?)

The RFP has been updated to clarify the word "Schedule".

RFP 70CMSD22R00000003 -- Volume 1: COVER 2.1 102

For Offerors that are exempt from both a DCAA review by a cognizant federal agency official (CFAO) and by a public accounting firm, are the Offeror allowed to use the DCAA certification papers of their business partner's or subcontractor's or affiliates

As stated in the RFP, Section L, as a part of the acceptability review, the Government will verify the Offeror has a certified accounting system. Proposals that do not pass the acceptability review will not be evaluated.

RFP 70CMSD22R00000003 -- Volume 1: COVER LETTER & ACCEPTABILITY REVIEW (Phase 1) 2.1 102

Our company is exempt from both a DCAA review by a cognizant federal agency official (CFAO) and by a public accounting firm. Is our company still eligible to compete since the company is exempt from a DCAA review by a cognizant federal agency official (CFAO) and by a public accounting firm.

As stated in the RFP, Section L, as a part of the acceptability review, the Government will verify the Offeror has a certified accounting system. Proposals that do not pass the acceptability review will not be evaluated.

RFP 70CMSD22R00000003 -- Volume 1: COVER LETTER & ACCEPTABILITY REVIEW (Phase 1) 2.1 103

The Offeror/Prime does not have the ISO 9001 Certification. Is the offeror/Prime allowed to use its Subcontractor's ISO 9001 Certification to show proof of the ISO 9001 certification requested in the Soliciation?

Based on the results of the Government's market research, there are a significant number of eligible 8(a) small business concerns, under NAICS 561110 that have ISO 9001 certification.

RFP 70CMSD22R00000003 dtd 5.25.22.pdf L.7.2.1(1)(a)

There is an item below regarding 8(a) status. Do we need to request this from the SBA BOS?

What format is required from the SBA point of contact? A letter?

(a) The Offeror shall submit a confirmation from their SBA POC certifying their status as an 8(a) small business under NAICS code 561110. Joint ventures that utilize a shared UEI should also submit a statement from SBA confirming they are a small business under this NAICS code.

The RFP has been updated to clarify the options. An email from the SBA is acceptable.

RFP 70CMSD22R00000003 dtd 5.25.22.pdf L.7.2.1(1)(b)

For a SBA MPA approved JV, can the approved accounting system requirement be met by one member having an approved accounting system as long as that member will be handling the accounting for this contract?

Yes

RFP+70CMSD22R00000003+dtd+5.25.22.pdf Section L.7, 2.2 Volume II – Corporate Experience 103

Will the Government please consider allowing offerors to use projects that have been active within the last five years, instead of only three years, if the project is directly relevant in scope and complexity to this acquisition's scope and complexity?

The RFP has been udpated to allow for 5 years.

RFP+70CMSD22R00000003+dtd+5.25.22 L.7.2.2 103

The RFP is requesting a "schedule" for each contract provided for the Corporate Experience volume. Will the Government please clarify what type of documentation it would like to see as the Period of Performance is already included in the Cover Sheets? Or by "schedule" is the Government referring to the Section B tables detailing the CLINs of the services provided?

The RFP has been updated to clarify the word "Schedule".

25 RFP_70CMSD22R00000003_dtd_5.25.22.pdf Section L

Because this procurement is being conducted under FAR Part 12, which is not subject to the cost accounting requirements, will the Government consider removing the requirement that offerors have a certified accounting system?

The requirement for an adequate accounting system is based on the complexity of the billing under this requirement.

RFP 70CMSD22R00000003 -- 2.2 Volume II – CORPORATE EXPERIENCE (Phase 1, Factor 1) Section L -- 2.1 (b) 103

The Solicitaion States "The Offeror shall provide up to three projects (similar in scope, and complexity) that show evidence of their ability to manage 30 or more employees concurrently…........" QUESTION: Can the Offeror show 30 employes cummulatively on ALL its jobs combined instead of a single job?

The RFP already allows for up to three projects to demonstrate the ability to manage 30 or more employees concurrently.

RFP 70CMSD22R00000003 -- 2.2 Volume II – CORPORATE EXPERIENCE (Phase 1, Factor 1) Section L -- 2.1 (b) 103

Can the Government change the past performance statement from asking for 30 or more employees on a single job TO 30 or more employees combined on all jobs instead

The RFP already allows for up to three projects to demonstrate the ability to manage 30 or more employees concurrently.

RFP 70CMSD22R00000003 dtd 5.25.22 Section L 2.1 (1)(a) 103

Since the SBA does not process 8a competitive JV agreements, please advise on what would be considered acceptable documentation to satisfy SBA confimation of small business size under NAICS 561110 stipulation.

The RFP has been udpated to clarify which documentation is acceptable.

RFP

Section L, General and 2.1 Volume 1:

COVER LETTER & ACCEPTABILITY REVIEW

(Phase 1)

(1) – Cover Letter & Acceptability Review 103

The RFP Section L Instructions, Section 2.2 states:

(b) The Offeror shall provide proof of their company’s certified accounting system. TheOfferor must have an approved accounting system to be eligible for award. The Offeror shall provide the following:

Copy of written determination of an adequate accounting system from the cognizant federal agency official (CFAO). Provide supporting report or audit number, date, auditing agency name, address, telephone number, and point of contact; Offeror’s corrective action plan for identified accounting system deficiencies that preclude a determination of adequacy; or If the contractor does not have an opinion from the CFAO, a review by a public accounting firm can be submitted.

The CPA’s review shall state that the accounting system complies with the requirements applicable to the contract type in Defense Contract Audit Agency (DCAA) Pre Award Survey of Prospective Contractor Accounting System (Standard Form 1408). Contractors not providing this proof may be found ineligible for award. A contractor’s self-certification of an appropriate accounting system is not acceptable.

This level of requirement is very high and expensive for a small business operating at the $8M NAICS 561110 size standard. Typically a small business in this size standard would not have had the opportunity to have a DCAA review/approval or outside CPA review/certification. This solication requirement for an approved accounting system is onerous and not in the spirit of a small business award.

We respectfully request the Government remove the certififed accounting system requirement and or accept the Pre-Award Survey of Prospective Contractor Accounting System Standard Form 1408 with the requirment of Government acceptance after reivew of SF1408.

Based on the results of the Government's market research, there are numerous eligible 8(a) small business concerns, under NAICS 561110 that can provide verification of an adequate accounting system as requested in the RFP.

RFP

Section L, General and 2.1 Volume 1:

COVER LETTER & ACCEPTABILITY REVIEW

(Phase 1)

(1) – Cover Letter & Acceptability Review 103

The RFP Section L, Section 2.1 states:

(b) The Offeror shall submit a confirmation from their SBA POC certifying their status as an 8(a) small business under NAICS code 561110.

Based on SBA workloads and vacation schedules, it is not feasible for an Offeror to secure an SBA letter in the timeframe afforded from the solication announcement on May 25 to the due date of June 8.

Would a screen shot of an Offeror's SBA profile on the website https://certify.sba.gov/vendor_admin meet the requirement to document an Offeror's NAICS size standard? If so, given the printouts are lenghty, would the Government exclude this artifact from the Volume I 5-page limit or permit extra pages? The RFP has been updated to clarify this.

RFP 2.1 Cover Letter & Capability Review

The ISO 9001 QMS requirement is overly restrictive and prohibits capable contractors with an established QMS from competing on this requirement. Our firm has established a quality management system that aligns with ISO standards which has also been audited by a third pary quality management firm. We are in the process of obtaining our official ISO 9001 certification;

however, due to COVID , there has been logistical challenges for the required onsite surveillance to obtain the official certification. If a contractor does not have an ISO 9001 certification, we respectfully ask that the Government allow the contractor to submit a review from a third-party certified ISO auditor attesting that their QMS follows ISO standards. This is the same concept as allowing a review by a third party accounting firm to prove a company's certified accounting system.

Based on the results of the Government's market research, there are a significant number of eligible 8(a) small business concerns, under NAICS 561110 that have ISO 9001 certification.

RFP 2.2 Volume II Corporate Experience

103-104

Will the Government allow up to four projects that show evidence of a contractor's ability to manage 25 or more employees concurrently over at least three different time zones?

The Government will require the offeror to show evidence of managing 30 employees with a cumulative value of not less than $8M.

RFP 2.2 Volume II Corporate Experience

103-104

Will the Government allow up to three projects that show evidence of a contractor's ability to manage 24 or more employees with the cumulative value of not less than $7.4M?

The Government will require the offeror to show evidence of managing 30 employees with a cumulative value of not less than $8M.

RFP 2.2 Volume II Corporate Experience

103-104

Our firm has a BPA to provide administrative support services. We have had 2 calls issued against our BPA. Will the Government allow multiple task orders against a BPA to count as 1 project? As stated in the RFP, a project is considered a contract, task/delivery order, or call.

Therefore 2 calls would count as 2 projects.

RFP

Section L, 2.2 Volume II – CORPORATE EXPERIENCE (Phase 1, Factor 1) 103-104

Would the Government consider expanding the corporate experience recency period from three years to five years? Expanding recency to five years will better reflect the companies' ability to manage in both Covid and non-Covid settings. Further, for small businesses within the $8M NAICS size standard have fewer contracts, the expanded five-year period of performance enables the small business offerors the ability to provide a better respresentaiton of contract performance. The RFP has been udpated to five years.

RFP 70CMSD22R00000003 2.2 Volume II - Corporate Experience 104 Could the Government please clarify that a BPA is not an IDIQ for the purposes of Volume II Corporate Experience?

As stated in the RFP (para. 2.2, pg. 104) a BPA is not considered a project. An IDIQ is not considered a project. The RFP is updated to reflect this.

37 RFP_70CMSD22R00000003_dtd_5.25.22.pdf Section L

How will the Government assess commercial past performance evaluations since they cannot be obtained via CPARS? What steps should an Offeror take to ensure their commercial past performance is properly evaluated during the Source Selection process?

The Government will not evaluate commercial past performance.

RFP+70CMSD22R0000003+dtd+5.25.22 M.7 112 Will the government allow teaming partners to submit past performance?

Past performance of the Offeror and only the Offeror will be evaluated.

PWS (Attachment 1)

1.25. ADDITIONAL CONTRACTOR

PERSONNEL

The positions of the Contract Manager and the Quality Control Manager are designated as additional contractor personnel and are off-site. The General Clerks and Project Manager positions are the only funded positions under this contract. The General Clerks are the only positions located at a Government facility. 19

There appears to be conficting statementes about the positions that will be funded in the contract, specifically related to the Contract Manager and Quaity Control Manager. PWS section

1.25 states: "The General Clerks and Project Manger positions are the only funded positions for this contract ."

Please clarify if the Government is expecting the contactor to provide a Contract Manager and Quality Control Manager as part of the funded contract.

The project manager and clerks are the only positions that are billed directly to the contract. All other positions, such as contract manager and quality control manager, should be company personnel.

See PWS section 1.25. The quality and contract manager should already be in house and manages these positions for all your contracts.

PWS (Attachment 1) and QASP (Attachment 5)

PWS 1.9, Table, Row File Management

1.6.2 states: "Respond to file requests on same day requests are received.

Respond to FOIA requests within the timeframe specified on the request.

Documents will be filed in the correct tabs. All other file management tasks shall be processed within three business days."

QASP, Attachment 1: Performance Requirement Summary, Table Row 1.6.2.

File Management.

Tasks in this section shall be completed within three business days unless otherwise requested.

PWS, 8

QASP, 8

of 14

Please clarify the turnaround time for file requests, which the PWS 1.9 indicates is the same day requests are received. QASP indicates 3 business days.

Would the Government be amenable to clarifying using a "within 4-hour busines day" performance standard? For example, a request recieved at 10am wold be completed by 2pm, and a request receieved at 3pm would be due 11am the following business day.

Basically - a certain turnaround based on hours (within 4 hours on same business day if not recieved after 1pm on that business day, otherwise the next business day).

The QASP has been updated to mirror the

PWS.

41 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.4(c)

Will contractor personnel be permitted to bring cellphones and/or contractor-provided laptops onsite to access contractor systems for timekeeping, employment data, etc? If so, will the Government provide access to WiFi onsite for contractor personnel use? If not, will the Government allow websites to contractor-specific systems to be added to the Government furnished PCs?

The contractor will be issued equipment that they will used on-site. Contractors are permitted to bring personal cellphones to the workplace. The Government provided WIFI may only be used on Government equipment. The specific websites that the contractor may need to access will be dependent on OCIO approval.

42 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.4(f)

Will the Government provide a private space for contractor Clerks to participate in coaching and performance management sessions with the offsite Project Manager? Does the Government have limitations on the amount of time that can be allocated for one on one action planning meetings between the Clerk and Project Manager each month? Access to private spaces is dependent on the location and local policies. The clerks will be provided an assigned workspace that can be used to communicate with the Project Manager. The amount of time set aside for meetings with the Project Manager is not specified nor restricted as long as section 1.6. of the PWS is adhered to.

43 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.5

Please confirm the Government's vaccination requirements and processes for Clerks performing the Services onsite. If regular testing is required for unvaccinated individuals (i) will this be provided onsite by the Government and (ii) where will personnel data be stored? The following link address provides the current guidance for contractors working at federal facilities.

https://www.saferfederalworkforce.gov/fa q/contractors/

Attachment_1_-_PWS_dtd_5.25.22.pdf;

RFP_70CMSD22R00000003_dtd_5.25.22.pdf

1.8; L.4

7; 99

An ISO 9001 certification is not a stated requirement in the PWS, and this requirement in the document titled "RFP_70CMSD22R00000003_dtd_5.25.22.pdf" is likely to disqualify many 8(a) contractors who operate their quality management processes in accordance with the broad ISO 9001 quality standards. As such, contractor is requesting the Government remove this requirement from the soliciation.

Based on the results of the Government's market research, there are a significant number of eligible 8(a) small business concerns, under NAICS 561110 that have ISO 9001 certification.

45 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.8-1.9

7-9

How will the Government track and share Clerk-specific performance data with contractor?

Timely delivery and access to Clerk performance are critical to facilitate proper coaching against the performance objectives and ensure quality control.

The Government will utilize the QASP to monitor and notify the contractor of performance results. The contractor will also submit a Quality Control Plan, section

2.0. of the PWS, to monitor performance of the clerks.

46 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.12

What is the estimated duration of the mandatory on-line training required by DHS? Please confirm mandatory on-line training completion is required piror to beginning the OPLA-provided trainind. How will contractor certify the mandatory on-line training has been completed? What is the estimated duration of OPLA-provided training? There are several on-line training requirements that are between 30min to one hour. An example of these trainings are Insider Threat training, Cybersecurity Awareness Training, Integrity Awareness Training, etc. The OPLA provided training is basically OJT and will be situational and therefore the duration will vary based on requirements for that location. The clerks should provide the PM with a copy of their training certificates.

47 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.24.1

18-19

Will the Project Manager(s) participate in onsite training with the Clerks to ensure a clear understanding of the project and performance expectations?

The Project Managers will not be on-site to perform training with the clerks.

48 Attachment_1_-_PWS_dtd_5.25.22.pdf 1.25

Will the Contract Manager and Quality Control Manager participate in onsite training with the Clerks to ensure a clear understanding of the project and performance expectations?

The Contract Manager and Quality Control Manager will not be on-site for OJT for the clerks.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row 1.6.1.

Mail Management. 8 of 14

PWS 1.6.1 Mail Management Tasks do not include 1.6.1.e:

e) Create mailing labels using appropriate commercial accounts (e.g., FedEx or Stamps.com).

Please clarify to include or remove this subtask. The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row 1.6.2.

File Management. 8 of 14

PWS 1.6.2 File Management Tasks do not include 1.6.2.k:

k) Receive, process, and return files from/to other DHS agencies.

Please clarify to include or remove this subtask. The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row 1.6.4.

Clerical Support. 9 of 14

PWS 1.6.4 Clerical Support Tasks do not include PWS 1.6.2.d:

d) Create and prepare Microsoft Excel spreadsheets, logs, and Microsoft PowerPoint presentations related to PLAnet.

e) Perform other administrative duties as assigned.

Please clarify to include or remove this subtask. The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row 1.6.4.

Clerical Support. 9 of 14

PWS 1.6.4 Clerical Support Tasks item (d) does not align to the PWS 1.6.4 item d. Suggest current QASP item (d) be renumbered to item € to align with PWS as noted below:

e) Perform other administrative duties as assigned. The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row PWS

1.6.5 E-Service. 9 of 14

PWS 1.6.5 E-Service Tasks do not include PWS 1.6.4.b:

b) File and retrieve documents from Executive Office of Immigration Review Courts & Appeals System (ECAS).

Please clarify to include or remove this subtask. The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row PWS

1.6.5 E-Service. 11 of 14

PWS 1.6.5 E-Service Tasks presented as (b), (c), (d) do not align to PWS 1.6.4.a.

Should these be (a)(1), (a)(2), and (a)(3), respectively? The QASP has been updated.

QASP (Attachment 5)

QASP, Attachment 1: Performance Requirement Summary, Table Row PWS

1.7 Managament Reports. 12 of 14

QASP states "face-to-face meetings," but PWS 1.7 (b) states meetings.

Pleae clarify the intent and requirement. Please clarify if virtual meetings satisfy this requirement with video on. The QASP has been updated.

8(a) SB under 561110