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Questions and Answers (Q&A)
| RFP No: |
| 70RFP418RE5000007 |
Armed PSO Services throughout the state of Indiana
| 1 |
| Who is the incumbent contractor currently providing PSO services? |
| The current incumbent contractor is Inter-Con Systems, Inc. |
| 2 |
| Are all incumbent PSO’s fully qualified under the solicitation requirements including medical exams, weapons qualifications and NWDTP |
training?
Medical – No, reference SOW paragraph 5.2.2.1.
Weapons Qualifications- No.
NWDTP- Yes.
| 3 |
| Where is the incumbents Contract Management Office located? |
| The government does not provide this information as it is not needed to formulate a proposal. |
| 4 |
| What is the current total contract value for PSO services in IN? |
| See answer above to question #3. |
| 5 |
| How many hours were ordered in the last full contract year? |
| See answer above to question #3. |
| 6 |
| How many TAS hours as a percentage to total regular hours are ordered annually? |
| The government does not provide how many TAS hours as a percentage to total hours are ordered annually. However, See Addendum to FAR 52.214-2 Contract Terms and Conditions- Commercial Items paragraph 04 D (pages 18-19 of the solicitation) which prescribes the anticipated percentages of Basic and TAS hours to be ordered. |
| 7 |
| Has the incumbent had deductions for open posts? If yes, what is the amount deducted for open posts? |
| See answer above to question #3. |
| 8 |
| Can the Government confirm that contractors will be able to install timekeeping devices at each facility? |
| No. |
| 9 |
| Can the Government quantify the number of Radio Rapid Chargers and Battery replacements that are required annually? |
| See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment. |
| 10 |
| Can the Government indicate where the required 4X4 vehicle is to be located. |
| The 4X4 vehicle will be located at the following locations: |
1. DHS-FPS (CBP) 6650 Telecom Dr, Suite #100, Indianapolis, Post 23BV.
2. DLA – 3200 Sheffield Avenue, Hammond, Post 226AV. See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment and Attachment 2- Post Exhibit.
| 11 |
| How many vehicles does the incumbent currently use for the current contract? |
| The Government requires the use of 2 vehicles by PSOs in performance of this contract (posts 226AV & 23BV from Attachment 2- Post Exhibit). Any vehicle (s) being used by the incumbent beyond this requirement is Contractor Proprietary Information and this information is not needed to formulate a proposal. |
| 12 |
| Must the RFP response base its pricing model on Collective Bargaining Agreement wages (approximately 34% higher than DOL minimum wage requirement for Guard II) currently in place between the incumbent and the SPFPA International Union? |
| Yes, the minimum wage rates enforced by the DOL for this requirement are set forth in the applicable Collective Bargaining Agreement – Attachment 5 to the RFP. |
| 13 |
| Reference: D.1.b. Definitions, TAS Hours (page 19) |
Question #1: Will the Government please confirm that the historical TAS hour requirements are approximately equal to the 5.00% maximum ordering hours for TAS hours envisioned for this follow-on contract?
Historical TAS hour requirements are approximately 3.00% -5.00%.
| 14 |
| Reference: CLIN hours on the Schedule of Supplies & Services vs. Post Exhibit hours |
Discussion: We understand the CLIN hours are a maximum ordering quantity and the Post Exhibit reflects the current known service requirement.
Question #2: Will the Government please advise if there are known increases to new post/buildings or delegated buildings anticipated to occur that accounts for the 14% difference from maximum ordering hours vs current requirements?
There are no known increases to new post/buildings or delegated buildings anticipated to date; however the addition of posts or delegated buildings will not provide a basis for a price adjustment. The awarded contract will be indefinite delivery indefinite quantity (IDIQ). The hours on the SF1449 and the Price Schedule are the maximum quantity of hours the Government may order at the awarded fixed hourly bill rates per CLIN. The Post Exhibit reflects the current recurring service requirement. The pricing strategy used to develop the fixed hourly bill rates is at the discretion of the offeror.
Reference: Exhibit(s) 10, 4. Contractor Provided-Communication Equipment Question #3: Does the Contractor need to provide cell phones to the posts/buildings outside of the Indianapolis metro area?
Yes, there are several posts located outside of the Indianapolis metro area that the Contractor will need to provide cell phones for communication. See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment.
| 16 |
| Reference: Exhibit(s) 10, 5. Contractor Vehicle Requirement & Post Exhibit |
Question #4: Will the Government clarify if the quantity of vehicles required is “2”; there are (2) Vehicle posts on the Post exhibit – one at IN0561 and one at IN1807?
Two (2) Vehicles are required. See updated attachment 0002- Post Exhibit and SOW Exhibit 10- Contractor Provided Equipment.
| 17 |
| Reference: Office Space for Contract Management and Supervisors |
Question #5a: Is there any Government Provided Office Space at any of the Buildings to house a Contract Manager and/or Supervisors?
Question #5b: If yes, please indicate which buildings, and would office furniture be provided.
The Government does not anticipate providing any office space or office equipment/supplies to the contractor.
| 18 |
| Reference: Post Exhibit |
Discussion: The Operating Days for some posts are “SUN-SAT”.
Question #6: Will the Government confirm this indicates 7 days a week (all days)?
Yes, SUN-SAT posts are 7 days a week.
| 19 |
| Reference: Post Exhibit |
Discussion: The Operating Days for at building IN1703, post 25D6 is “SAT-SUN*”.
Question #7: Will the Government confirm this indicates only Saturday and Sunday (excluding holidays and weekdays)?
Post 25D6 operating days are Saturday and Sunday. Holidays that fall on a Saturday are observed the day before (Friday). Holidays that fall on a Sunday are observed the day after (Monday).
| 20 |
| Reference: Model for Price Realism and Instructions, pages 411 - 414 |
Discussion: Usually the Price Element Breakdown template consists of four (4) worksheets – the “Model for Price Realism”, “Breaks and Lunches”, “Non-PSO Positions”, and “FTEs Non-productive Hrs & OT”. However, only the Model for Price Realism tab is provided in the RFP.
Question #8: Will the Government please clarify if the Contractors needs to provide all (4) worksheets that usually are included in the Price Element Breakdown attachments with FPS’ RFPs?
All four (4) worksheets were provided with the RFP and are available for download on FBO.gov. Please refer to the excel attachment on FBO entitled “Attachment 6- Price Element Breakdown”.
| 21 |
| Reference: Proposal Submission requirements, Paragraph 3, page 51 |
Discussion: This paragraph states that “Proposals shall be submitted in TWO (2) separate electronic files.”
Question #9: Will the Government please clarify:
For the Pricing proposal submission: would the Government prefer that the Attachment 6 Price Element Breakdown Worksheet be submitted in MS Excel format, (to allow for an easier evaluation of the prices)? If yes, then the Price proposal submission would be a total of two (2) electronic files + the (1) for Technical = a total of THREE (3) separate electronic files.
Please see Amendment 0001, which updates the proposal submission requirements. The Government prefers that the Attachment 6 - Price Element Breakdown Worksheet be submitted in MS Excel format.
| 22 |
| SOW Attachment-Post Exhibit and Exhibit 10.5 Contractor vehicle requirement Exhibit 10.5 states one vehicle is required for services, however the Post Exhibit denotes two (2) vehicle posts (IN1807 and IN0561). Can the government confirm vehicle requirement? |
| See answer to questions #16 above. |
| 23 |
| SOW 5.2.2-Pre-Employment Examinations PSO Medical Exam and Physical Abilities Test Can the government clarify if incumbent PSOs, with passing Medical Exam and PAT in personnel file, will be required to retake the Medical Exam and Physical Abilities Test at the start of this contract period? |
| Yes, all incumbent PSOs are required to have new medical exams to meet the SOW requirements prior to contract start. Reference SOW paragraph 5.2.2.1. |
| 24 |
| CBA - Article 13 Rest Periods Paid relief CBA states a thirty minute lunch break "may be paid or unpaid depending on the assignment". Can the government clarify which assignments require paid lunch relief? |
| The Government is not a party to the CBA and cannot clarify. |
| 25 |
| Is the incumbent workforce NWDTP qualified by the contractor to the new Train the Trainer SOW standards listed in this solicitation? |
| Yes. |
| 26 |
| Can the Government confirm that all of the incumbent PSOs are up to date on all other training required by the SOW, ie 1st Aid/CPR/AED, OC, Baton, Firearms, refresher, etc.? |
| Please see Attachment 10 – “PSO Seniority List” for training certification dates. |
| 27 |
| Can the government please specify the PIV cards processing locations |
| Please see the following link below for a listing of PIV Card Enrollment Station locations. |
https://dhs.authentx.com/dhs/appointments/frm-centerlist.html
| 28 |
| Has the contractor staff been issued PIV cards? |
| Yes. |
| 29 |
| Are all incumbents required to have a new medical/PAT/drug test to meet the new SOW requirements prior to contract start? |
| Yes. |
| 30 |
| Will the Government please clarify if there are any additional stakeholder agency specific clearances or training/orientation required that is not noted in the solicitation and/or the Post Schedule? |
| Attachment 2- “Post Exhibit” identifies the security clearance level for each post. All agency specific clearances and known training/orientation requirements are reflected in the RFP. |
| 31 |
| Given the vast distances between posts across this contract, can the Government please provide an estimate of the number of hours, dollars or instances where incumbent PSOs were paid for travel to posts or training outside of their local community where travel pay was required? |
| This information is not available. |
| 32 |
| Usually the Government provides the list of attendees to the pre-bid conference so that small businesses can consider teaming arrangements and subcontracting opportunities. Will the Government publish the physical and telephonic attendee list for the pre-bid meeting held on September 5, 2018 for IN? |
| The government does not provide a list of attendees as this information is not needed to formulate a proposal. |
| 33 |
| In order to accurately price and allocate training time/resources during the transition, please provide the make and model of the current weapon in use by incumbents. |
| Smith & Wesson MP 40. |
| 34 |
| Does the Government expects all small business goals to be met each and every year of the contract or is it willing to consider the goals in the 5 year aggregate? |
| The Government does expect the contractor to meet its proposed goals each year of performance. FAR 52.219‐9, Small Business Subcontracting Plan, requires prime contractors to submit an Individual Subcontracting Report (ISR) semi‐annually during contract performance. In accordance with FAR 19.705‐6, the CO must monitor prime contractor's compliance with its subcontracting plan by reviewing the ISR no later than 60 days after submission and assessing whether the prime contractor made a good faith effort to comply with its small business subcontracting plan. |
| 35 |
| The Government provides 256,101.25 hours in the Post Schedule and 295,000 hours in SF1449. If a contractor uses SF1449 hours in the price realism build up but the Government only orders the post schedule hours, the contractor will not be reimbursed for 13% of its overhead costs. In order to evaluate all proposals equally, can the Government please provide direction on which number of hours should be used to determine an offeror’s fully burdened rate? |
| See answer to question #14 above. |
| 36 |
| Which wage period from the CBA is required to calculate pricing; May 1, 2018 or May 1, 2019? |
| Pricing shall be formulated at the discretion of the contractor. However, the contractor’s price shall be inclusive of all the Contractor’s direct costs, indirect costs and profit and shall include all costs associated with providing the services described and in compliance with RFP/Statement of Work, the Post Exhibits and the Contractor’s technical proposal. |
| 37 |
| What is the make and model of the firearm being used by the incumbent contractor? |
| See answer above to question #33. |
| 38 |
| Will office space be provided to the contractor’s management staff? If office space is provided, will it include IT support such as computer, printer, data/fax lines and Internet connection? |
| See answer above to question #17. |
| 39 |
| Will storage space be provided to secure weapons and other equipment/supplies? |
| No. |
| 40 |
| Is the Post Tracking System operational for this contract? |
| No. |
| 41 |
| Can we get a post exhibit with total yearly hours per post listed? |
| See amendment 0004 for updated Attachment 2- Post Exhibit. |
| 42 |
| What is the current weapons platform? |
| See answer above to question #33. |
| 43 |
| Do the incumbents currently meet all of the training requirements as described in the RFP, including the enhanced medical and 16hr NWDTP? |
| See answers above to questions #2, #23, & #25 |
| 44 |
| Are there any supervisors on the seniority list provided? |
| No, supervisors are not SCA covered employees. |
| 45 |
| What is the maximum annual spending capacity for this contract? (Please include the 6-month extension) |
| The government does not use the term “spending capacity”. The total hours are provided in the SF1449. The maximum contract value will be based on the awarded amount. |
| 46 |
| Who is the incumbent contractor currently providing PSO services? |
| See answer above to question #1. |
| 47 |
| Per the Seniority List, all officers have received the NWDTP 16 hour initial training. Do any incumbent officers need to receive the NWDTP initial training under the new requirements? |
| See answer above to question #2, & #25. |
| 48 |
| Exhibit 10 identifies the required firearm as .40 cal S&W. Please provide the weapon type and caliber currently being used. |
| See answer above to question #33. |
Do the current NWDTP trainers require gov’t certification at FLETC?
No, Incumbent instructors are NWDTP-I certified.
| 50 |
| Are incumbents required to requalify on firearms during transition, if the weapons are replaced by the same make and model number, but a different serial number, than they currently carry? |
| Yes, Incumbent PSOs must qualify on the same duty weapon that they will carry. |
| 51 |
| Do incumbents require a pre-employment medical and physical fitness exam during transition if hired by the follow on contractor? |
| See answers above to question #2 and #23. |
| 52 |
| Will the government provide storage space for weapons and ammo on site? |
| See answer above to question #39. |
| 53 |
| Will the government provide office space or equipment under the resultant contract? |
| See answer above to question #17. |
| 54 |
| Exhibit 10 indicates a 4x4 vehicle used 25 miles per day, but does not indicate quantity. The post exhibit shows a vehicle post in Hammond and one in Indianapolis. Is the contractor expected to provide 2 SUVs? |
| Yes, see answer above for questions #16. |
| 55 |
| Are Offerors required to furnish post cell phones? |
If yes, please provide the building locations and quantity required.
See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment.
| 57 |
| Will the Government please confirm that posts 258, 258A and 258B are staffed by fully cleared incumbent PSOs who possess the required level of clearances? |
| All posts are staffed by incumbent PSOs that are fully qualified. |
| 58 |
| Exhibit 10, #4 indicates the contractor is responsible for providing rapid rate desktop chargers as required. Exhibit 11 indicates that the government is providing 16 Base station & single chargers. Are both base station and rapid rate chargers required for all radios? How many radio holders are required? |
| See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment. |
Exhibit 10, Supplemental Equipment indicates the contractor is to provide Vehicle Inspection Mirrors, as needed. Which posts require these mirrors?
IN1891 - 8825 Nelson B. Klein Parkway, Indianapolis, IN 46250 IN0561 DLA Deport at Wolf Lake IN1703 Bean Center, Indianapolis IN0133 Minton-Capehart, Indianapolis. See amendment 0004 for updated SOW Exhibit 10- Contractor Provided Equipment
| 60 |
| What is the make/model of the weapon incumbent PSO staff are currently utilizing? |
| See answer above to question #33. |
| 61 |
| Have incumbent PSO staff been trained in accordance with the SOW NWDTP standards? |
| See answers above to question #2 and #25. |
| 62 |
| On page 209, it states the contractor will provide “Shoulder Microphones – Motorola”. On page 213, it states the government will provide “mics for Motorola radio – shoulder mount”. Can you clarify the difference in these two items? |
| Standard shoulder mic that clips to the vest, collar or other area. It is a mic that has a clip. The radio is Motorola, so the mic is usually the same, but doesn’t have to be. |
| 63 |
| “Should offerors disclosed DHS Mentor Protégé relationships in the technical response regardless of whether they intend to use the protégé on this project?” |
| Yes. |
| 64 |
| Where is the current required vehicle located? |
| Two (2) Vehicles are required. See updated attachment 0002- Post Exhibit and SOW Exhibit 10- Contractor Provided Equipment. |
| 65 |
| Supplementary Equipment, page 209 – “The Contractor shall furnish the following supplemental equipment items for each PSO, post, or location as indicated.” Other Government-Provided Equipment, page 213 – “The Government may provide other equipment such as uniforms, personal protective, communications, or vehicles in support of the requirements of this Contract. These items may be provided to an individual PSOs, posts, or locations. The COR will identify these requirements, when applicable.”Please clarify whether the government is providing other equipment such as uniforms, personal protective, communications, or vehicles in support of the requirements of this Contract. |
| No, the Government will not be providing other equipment such as uniforms, personal protective communications, or vehicles in support of the requirements of this contract. |
| 66 |
| Firearm and Ammunition Requirements, page 205 – “Pump-action shotgun, when applicable” When and where is the Pump-Action Shotgun Applicable? |
| The Pump action shotgun is not applicable to this contract and the recommended shotgun is cited on page # 205, within Paragraph 2. Firearm and Ammunition Requirements. |
| 67 |
| Optional Form 366 (4-86), page 3 – Item No. 0001 for the base period provides the quantity to be 295,000 productive hours. |
0.3 Maximum Quantities, page 15 – Contractors will be paid only for services ordered and performed at the established hourly rates as contained in the task orders. “The Government has the unilateral right to add, decrease, cancel, or modify services stated in each task order as long as the change is within the scope of the contract. The price of the task order will be adjusted to reflect the work to be added or deleted at the established unit prices (i.e., number of units deleted multiplied by unit price/ number of hours added multiplied by unit price). The contractor will not be entitled to additional costs associated with such a change.”
Is it the Government’s intention for offerors to determine hourly rates using 295,000 hours as stated in line item no. 0001 or for offerors to price the more price realistic hours shown on the post exhibit as a reduction of 20% of the productive hours will greatly affect the recovery of fixed costs?
See answer to question #14 above.
| 68 |
| Article 18 – Vacation/PTO, page 396 – Sections A through E.1 provide that vacation hours are accrued on all straight time hours worked. |
Per the attached Memorandum of Understanding vacation hours are accrued on all straight time hours paid. Please provide this information to all bidders.
Please see Amendment 0001 for Memorandum of Understanding.
| 69 |
| 6.7.4.1.8 NWDTP PSO Training, page 116 – The Contractor shall coordinate with the COR for the locations, dates, and times to train PSOs. |
Question A: Please indicate city where all initial NWDTP training occurs.
NWDTP is held in Indianapolis.
| 70 |
| CBA Article 16 Section K, page 395 – If an Employee is required to work more than 75 miles (one way travel) from their regular work site, then the Employee will be paid (a) the federal minimum hourly wage (less the regular travel time between the Employee's home and regular work site. (b) Mileage at the government rate per mile from the Employee's home to the work site (less the regular mileage between the Employee's home and regular work site. (c) reimbursement of the cost of meals up to $40.00 per day provided that itemized receipts for such meals are submitted to the Company along with a reimbursement request form provided by the Company, and (d) reimbursement for pre-approved hotel room charges if not billed directly to the Company by the hotel. Incidental expenses such as movies, and alcohol, in violation of the Company travel policy will not be reimbursed. If an Employee is works more than 75 miles (one way travel) from their regular work site on an assignment of twelve (12) hours or more (including driving time), the Employee may stay at a pre-approved hotel as provided. |
Question A: Due to the shift bid system incorporated by the CBA and the resulting high level of travel related to training or covering TAS or ESS, please indicate the historical TAS and ESS hours by city.
This information is not available. If the level of TAS or ESS ordered is different from these estimates, it shall not provide a basis for a price adjustment.
| 71 |
| 6.1.1 Training, page 108 – The COR has discretion to accept or deny proposed exemptions for previous training and/or certifications obtained under another FPS contract. Previous training and certification documentation and/or credentials shall be valid and meet requirements of this contract to be considered. |
Question A: Please indicate whether incumbent training is accepted by the COR or must be performed during transition?
See answers to questions #2, #23, and #25.
| 72 |
| CBA Article 15, page 393 – Provides various wages for personnel in various localities. |
12.2.1.1 Productive Hours, page 136 – The Post Exhibit (Exhibit 13) reflects the current recurring coverage and provides the basis for estimated quantities of PSO coverage included under this contract; note the Post Exhibit is for estimating purposes only. Each task order shall be issued with actual requirements
Question A: Please provide an anticipation of the change of hours for the post exhibit regarding the three wage classes so that offerors can best estimate its labor costs for the project. Obviously, there is cost risk associated if the hours increase in higher wage areas and decrease in lower wage areas during the course of the contract.
See answer to question #14 above. Posts, buildings, and hours ordered may differ from those identified in the post exhibit included in this solicitation. Changes may include, but are not limited to, the addition or removal of posts and/or buildings. Offerors should account for the risk of such changes in their proposed price. Such changes will not provide a basis for a price adjustment.
| 73 |
| a. Does the RFP require the offeror to directly possess a Top-Secret facility clearance in the name of the “prime” company? Or can the successful offeror meet the requirements of the RFP by having access to a cleared Top-Secret facility not in the name of the offeror but through a relationship such as a commercial lease or a formal agreement with a federal or DOD installation that maintains such a cleared TS facility? |
b. Must the prime have the Top-Secret facility clearance or may the successful offeror rely upon a sub-contractor to possess the Top-Secret facility clearance?
The prime must have a Top-Secret facility clearance.
