RFP_70RFP318REH000003_Questions_and_Answers.pdf

RFP 70RFP318REH000003 DISPATCH AND ALARM MONITORING SERVICES FOR FEDERAL PROTECTIVE

SERVICE (FPS) MEGACENTER PROGRAM

Questions & Answers

1. Does the Combined Synopsis/Solicitation under solicitation number 70RFP318REH000003 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

Answer: This is not a new requirement for the Government. Services are currently being provided under IDIQ contract HSHQEM-13-D-00001.

2. Can the Government confirm the page limitations for the Technical (non-price) Proposal?

Answer: The page limitations for the technical (non-price) proposal factors have been changed and are reflected in Amendment 0003 as follows:

Factor 1 – Not-to-Exceed 18 pages Factor 2 – Not-to-Exceed 20 pages Factor 3 – Not-to-Exceed 12 pages

3. Can the Government please specify which proposal volume the Individual Small Business Subcontracting Plan should be included in?

Answer: The Small Business Subcontracting Plan shall be included in the Price Proposal. This is reflected in Amendment 0003 under the Solicitation Provisions section.

4. Will the Government please exclude the subcontracting plan from page limitations outlined in Paragraph 6.0?

Answer: The Small Business Subcontracting Plan shall be included in the Price Proposal, which has been revised to have no page limitation, as per Amendment 0003 under the Solicitation Provisions section.

5. Which DOL Wage Determinations should be used? The WD’s listed in Section 4.0 Prices (page 103 of the solicitation) are different from the current WD’s (i.e. Battle Creek WD #2015-4835 Rev 3 vs Newest WD #2015-4836 Rev 3).

Answer: The DOL Wage Determinations that are currently listed in the solicitation under Section 4.0 Prices (page 103) and in Attachment #4 – Department of Labor Wage Determinations are the correct WD’s to be used for the requirement.

6. Should the Certs and Reps be emailed as a separate attachment or included in either the Technical or Price Proposal upon submission of the response to the Request for Proposal?

Answer: The Certs and Reps should be included in the Price Proposal.

7. Should a signed 1449 and Amendments be included as attachment to the response or is signing in Section j “Acknowledgement of Amendments” of the cover sheet sufficient?

Answer: The Government requests that a signed SF 1449 and signed amendments be included in the Price Proposal, as per Amendment 0003 under the Solicitation Provisions section.

8. Current Staffing Levels. Are the annual hours and staffing levels shown in Attachment 5 and on the SF1449 approximately equal to the staffing levels on the current contract?

Answer: The labors hours on Attachment #5 represent Not-to-Exceed (NTE) amounts for each ordering period and are being provided for evaluation purposes. Per Section 3.0 Minimum and Maximum Quantities (page 102 of the solicitation), the maximum quantities set forth are based upon current, known service requirements with adjustments to provide for maximum ordering flexibility.

9. Current Staffing Status. Are all authorized positions on the current contract filled at the present time?

Answer: All authorized positions on the current contract are either filled or are in the clearance process for initial hire/onboarding.

10. Retention Data. We recognize that retention of qualified staff (both at startup and over the life of the contract) is very important to FPS. Can you provide any statistical data on annual retention rates over the past several years of the current contract?

Answer: The estimated turnover rate for all 4 MegaCenters over the past 2 years is in the 5-10% range

11. Pricing Data for Proposal. Attachment 5 will contain the bidder’s proposed price for each item number shown in the SF 1449 on pages 2 through 90. Is it sufficient to include the pricing only on Attachment 5, or does the bidder also need to fill in proposed prices on the SF 1449.

Answer: The Government requests that pricing be entered on both the SF 1449 and in Attachment #5

12. SOW 4.2 Telecommunications Mechanic I and II. The qualifications requirements for a Telecommunications Mechanic I include “3 years’ experience as an alarm remote programmer”.

However, the requirements for a Telecommunications Mechanic II, which is a higher paid position, requires just “1 years’ experience as an alarm remote programmer”. Can you please clarify if this is intended?

Answer: The qualification requirements for the Telecommunications Mechanic I and II is 1 year and 3 years, respectively, as per Amendment 0003.

13. Training (SOW Section 5.0). Do all incumbent contractor personnel currently meet the training requirements as shown in Section 5.0 of the SOW?

Answer: Incumbent personnel do currently meet the training requirements in the SOW.

14. Initial / New Hire Training (SOW Section 5.3.1). The RFP states that the “Government shall provide to all new contract staff an initial eighty hours of operational orientation training.” Does this mean that Government personnel will provide the instruction and supply the curriculum? Is the time spent by new hires to attend this training considered billable to FPS?

Answer: The Government will provide the course curriculum and instruction materials for the Initial/New Hire Training. The contractor is expected to provide the resources necessary (e.g. print outs, computer, internet connection, etc.) for any self-study Initial/New Hire Training. For any Initial/New Hire training required to be conducted by an instructor, the Government will provide the instructor and training facilities. The time spent by new hires to attend this training is not considered billable to FPS. Vendors should fully consider all costs and other factors (e.g. attrition) associated with Initial/New Hire Training (SOW Section 5.3.1) in the development of their fixed hourly bill rate.

15. On-the-Job Training (SOW Section 5.3.2). Can you please provide further clarification on how OJT should be provided? Will a new employee “shadow” an experienced employee? Is the time spent in OJT by the new employee considered billable?

Answer: It is not the Government’s position to say how OJT should be provided. It is up to the offeror to provide their means/methods on providing OJT, via shadowing or otherwise. If employees receiving OJT are working in a productive capacity, the time for those employees is billable. However, vendors should consider any additional costs associated with providing OJT in the development of their fixed hourly bill rate.

16. Annual Training (SOW Section 5.3.3). Can you please clarify that this training will be provided by the contractor and that all curriculum for annual training is the responsibility of the contractor? Is the time spent attending annual training by contractor employees considered billable?

Answer: Time spent attending annual training by contractor employees is not considered billable to FPS. Vendors should fully consider costs associated with annual training in the development of their fixed hourly bill rate. Annual training will be provided by the contractor. The curriculum will generally be prepared by the contractor, but may include DHS mandated courses or training. In cases where DHS mandated courses or training are required, the Government determined duration of that training will be count towards of the 40 hour minimum training requirement. The contractor shall provide to the COR an anticipated annual training curriculum for each position. The COR shall review the annual training curriculum, specifically in accordance with the Scope of Work, to ensure such training is resulting in support services that are in accordance with accepted Industry Standards.

17. Proposal Instructions – Past Performance (Factor 1). The RFP instructions state the response to Factor 1 shall not exceed 18 pages. In addition to the Past Projects Forms that are required, may a bidder also include an introductory overview of the company’s past performance in this section (as long as the 18-page maximum is not exceeded?)

Answer: The bidder may include an introductory overview of the company’s past performance so long as the page limitation is not exceeded. Pages that exceed the maximum page limitations will not be evaluated, as stated on page 247 of the solicitation.

18. Collective Bargaining Agreements (CBA). The previous solicitation included a CBA for the Battle Creek site. However, there is no mention of a CBA in the current solicitation. Can you please confirm that none of the current employees covered by this contract are subject to a CBA?

Answer: There are no Collective Bargaining Agreements applicable to this requirement.

19. Start of Performance at Each MegaCenter. Will the date for start of performance at each MegaCenter be the same or staggered?

Answer: The Performance Periods will be reflected at the IDIQ contract level; however actual dates for start of performance will be reflected at the Task Order level. It is anticipated that the dates for start of performance will be the same for each MegaCenter.

20. Tenure List. The length of service of contractor employees on the current contract determines the amount of vacation that a new employer is obligated to pay. This has a significant impact on cost and pricing calculations for all bidders. Will the Government issue a tenure list by location to help bidders more accurately estimate this cost?

Answer: The Government does not have a tenure list. In accordance with FAR 22.1020 – Seniority Lists, if a contract is performed at a Federal facility where employees may be hired/retained by a succeeding contractor, the incumbent prime contractor is required to furnish a certified list of all service employees on the contractor’s or subcontractor’s payroll during the last month of the contract, together with anniversary dates of employment, to the contracting officer no later than 10 days before contract completion. (See paragraph (n) of the clause at 52.222-41, Service Contract Labor Standards.) At the commencement of the succeeding contract, the contracting officer shall provide a copy of the list to the successor contractor for determining employee eligibility for vacation or other fringe benefits which are based upon length of service, including service with predecessor contractors if such benefit is required by an applicable wage determination.

21. Can the Government confirm Alarm Monitor – Telecommunicator and Alarm Monitor – Telecommunicator (OPTIONAL) as listed in Attachment 5 – Price Element Breakdown are positions under SOW Section 4.3.2 General Level Telecommunicator Support? If not, can the Government state where these positions align in the SOW?

Answer: The Alarm Monitor/Telecommunicator is the position referenced under SOW Section 4.3.2 General Level Telecommunicator Support. Amendment 0003 changes the SOW Section 4.3.2 position to Alarm Monitor/Telecommunicator.

22. Per SOW Section 5.0, all staff performing services at MegaCenter have to go through initial and recurring (annual) training. However, Attachment 5 – Price Element Breakdown only provides fields for direct productive hours and PTO and does not provide a separate column/field for including labor cost related to such training. Can the Government provide instructions for capturing the costs associated with training?

Answer: Vendors can include the cost of training in the cost element/column they determine to be most appropriate (e.g. ODCs, Overhead, G&A, etc.). Vendors also have the option to alter the price element breakdown as needed. If the price element breakdown is altered, a narrative explanation https://www.acquisition.gov/sites/default/files/current/far/html/52_222.html#wp1160021 describing any revisions to the worksheets and embedded formulas is required. Further, vendors are responsible for ensuring that all formulas and calculations are accurate.

23. Can the Government provide a Government Furnished Equipment / Government Furnished Materials and Facilities list to be used by the contractor in performance of this SOW?

Answer: This will be included in Amendment 0003.

24. Will the Government exclude Attachment 5 – Price Element Breakdown from the page limitations outlined in Section 6.0?

Answer: Attachment #5 shall be included in the Price Proposal, which has been revised to have no page limitation, as per Amendment 0003 under the Solicitation Provisions section.

25. Given there is no separate CLIN or section for transition cost in Attachment 5 – Price Element Breakdown, where should the Offeror include transition costs?

Answer: Vendors can include transition costs in the cost element/column they determine to be most appropriate (e.g. ODCs, Overhead, G&A, etc.). Vendors also have the option to alter the price element breakdown as needed. If the price element breakdown is altered, a narrative explanation describing any revisions to the worksheets and embedded formulas is required. Further, vendors are responsible for ensuring that all formulas and calculations are accurate.

26. In Attachment 5 – Price Element Breakdown, in addition to “National Crime Information Center (NCIC) Terminal Agency Coordinator (TAC)” labor category at Suitland, MD, there is a “National Crime Information Center (NCIC) Coordinator” for which description and minimum required qualifications were not provided in the SOW. Are these the same positions? If not, can the Government provide the qualifications for the NCIC Coordinator?

Answer: They are the same position, and the position is currently staffed at the Suitland MegaCenter (SMC). Amendment 0003 removes the NCIC Coordinator position, leaving the NCIC Terminal Agency Coordinator (TAC).

27. Can the Government specify the uniform requirements for each labor category?

Answer: No uniforms are required; however personnel should present a professional appearance.

Please refer to page 154 of the solicitation, SOW Section 9.0 Employee Conduct.

28. Are all incumbent personnel trained to the standards of this new contract as related to their position? Is there additional training required in the new RFP that is different from the current contract?

Answer: Incumbent personnel are trained to the instant requirement standards as related to their position. There is no additional training required that is different from the current contract.

29. Is the Project Manager position co-located onsite at each of the four MegaCenters? Is office space and equipment provided for this position?

Answer: Yes

30. Where on the Attachment 1 are Offerors to “provide adequate detail within the Proposal Cover Sheet that appropriately outlines the roles and/or responsibilities of the involved Contractors?”

Answer: This information is to be included in the Technical (Non-Price) Proposal under Factor 1 – Past Performance, as per Amendment 0003 under the Solicitation Provisions section.

31. Are offerors to complete a separate Attachment 1 form for any proposed subcontractors?

Answer: No. Attachment #1 is only required for the Prime Contractor.

32. Will the Government please provide instructions on including the completed SF1449, Amendments, and any required contract documents in our proposal submission? Will the Government exclude these from the page limitations?

Answer: The Price Proposal shall include all other documents required by the solicitation (e.g.

signed SF 1449, signed Amendments, Schedule of Supplies/Services (i.e. Pricing Schedule), Price Element Breakdown, Disclosures, Representation & Certifications, Small Business Subcontracting Plan, etc.). The Price Proposal does not have a page limitation, as per Amendment 0003 under the Solicitation Provisions section.

33. Of the current obligated dollar amount of the contract today, what amount has been spent on ESS tasks?

Answer: To date, approximately $166,395.36 has been spent on ESS.

34. FPS provided labor hours for resources per MegaCenter in Attachment_5_-_Price _Element_Breakdown. Please confirm if these labor hours represent desired or current staffing levels? Are these labor hours being provided for evaluation purposes only?

Answer: The labors hours on Attachment #5 represent Not-to-Exceed (NTE) amounts for each ordering period and are being provided for evaluation purposes. Per Section 3.0 Minimum and Maximum Quantities (page 102 of the solicitation), the maximum quantities set forth are based upon current, known service requirements with adjustments to provide for maximum ordering flexibility.

35. Section 4.0 Prices A 1 & 2 provide the applicable Wage Determinations and Job Classifications applicable to this solicitation. Please confirm these labor positions are the only labor categories in the solicitation that are subject to Executive Order (EO) 13495, “Nondisplacement of Qualified Workers Under Service Contracts.”

Answer: The labor positions specified in Section 4.0, Prices (page 103 of the solicitation) and in Attachment #4, Department of Labor Wage Determinations, are the only labor categories subject to Executive Order 13495, Non-displacement of Qualified Workers Under Service Contracts.

36. Does the current incumbent contractor have a requirement to support the Transition Out period?

If yes, please confirm it will align with the Transition In requirements/time frame period identified in the solicitation.

Answer: There is no transition/phase-out plan included in the current contract; however, the incumbent contractor does have requirements during the transition (e.g. provide seniority lists, etc.).

37. Please confirm that transition should be planned according to the transition of Core/Basic Services as defined in Section C Definitions and further outlined in Attachment 5.

Answer: The transition should be planned according to the transition of Core/Basic Services

38. If it is FPS desire that the offeror utilize Attachment 2 for Factor 1 of the proposal response/submission, please provide an editable version. If not please confirm that offerors are permitted to recreate the form for their submission.

Answer: An editable version of Attachment #2 will be uploaded to FedBizOpps so that offerors do not need to recreate the form for their submission.