FINAL_AMEND_02_RPMP_RFP_QAs.pdf

Question/Comment Template

Number Section /

Attachment Paragraph

Page

Number Question Answer

1 SF33 NA NA

SF33 includes additional pages for CLINS pricing which occurs in

Phase 2. Should the Offeror submit only page 1 of SF33 in Phase 1 and the other pages in Phase 2?

Yes. Pricing data will be submitted by the Offerors in Phase 2.

2 Section C 2 9

The Booth definition includes items to be costed. Is this list comprehensive or will other costs be allowed (e.g. project management, inspection and testing, etc.)

The Offeror needs to include all costs they propose are needed to estimate the identified booth and provided design. Document (what/why) any assumptions that are made concerning designs and the associated construction costs. Please note that

RS Means includes certain costs in their estimates as a percentage of construction such as construction bonds.

3 Section C 2.2 9

Can CWMD confirm that "the testing that ensures operational objectives are met" will be performed by CMWD or a contractor other than the DCDS contractor? This is a broad description of the required testing.

The offeror should identify those tests typically done for a construction quality management program for the proper installation/functioning of the RPM system and associated infrastructure.

4 Section C 18 11

The definition for Shipping includes specific requirements for shipping RSPs via flat bed trucks. Will this be modified to include other options (e.g. shipment to pre-clearance sites, other RPM models, etc.)?

Shipping RPMs to ports of entry will be funded by the government including preclearance sites. Decommissioned RPMs will be funded by government and coordinated/prepared for shipping by the awardee from the project site to the RPM warehouse in Richland, WA. Assume an RPM8 for estimating shipping materials including packaging, and bracing materials.

5 Section C 20 11

Site Manager definition includes specific roles and responsibilities.

Do Offeror's have the opportunity to modify these roles to align with the Offeror's organization?

Yes, the role for the site manager can be aligned with the offeror's organization.

However, this alignment cannot change the responsibilities that would change the intent of the position or may produce a conflict of interest for the position.

For example, on larger RPM projects, by having the same person perform Site

Manager and the Project Superintendent duties may produce a conflict of interest.

The Site Manager has Quality Control responsibilities and the Project Superintendent is responsible for project execution. Conflicts often arise between these two positions based on meeting quality standards and the construction schedule.

6 Section C 23 11

Are all travel costs expected to be estimated based on transcontinental travel regardless of origin and destination points?

The travel costs for the sample task order should be transcontinental. Travel cost for travel CLIN will be based on the offeror's origin and destination for the awardee.

7 Section C 3 12

This states all written reports are to be in Windows 10/MS Office format. E2 allows for daily reports to be sent in PDF or Word format. Is PDF an acceptable format for all written reports?

As stated in E.2 of the RFP, PDF is acceptable for daily reports. However, all other reports, shall be in MS Office format and/or original format (e.g., AutoCad files).

8 Section C 4.2.5 19

Will there ever be a requirement to deploy RPMs at a cargo terminal that uses robotic (driverless) systems to move containers around the terminal?

Unknown at this time.

9 Section C 4.9 24

It says "The Contractor will provide radiation physicists and detection equipment subject matter experts (SMEs) on a case by case basis." Could CWMD give an example of a case when this would be needed? Is this at the discretion of CWMD or the contractor? Do such people have to be approved by CWMD?

Could such people be employees of an RPM vendor?

This requirement would be by exception and could be requested by CWMD or by the awardee. An example could be to address an issue with radiation background interference from other equipment or natural occurring materials. An RPM vendor could perform the work with the approval of CWMD and the labor rate.

10 Section C 4.12.2 32

Can DHS clarify in this section which of the equipment is GFE and which is not GFE? "Ancillary equipment: traffic control systems, intercom systems, area video surveillance (currently provided as

GFE: Programmable Logic Controller (PLC), RPM All-Purpose

Interface Device (RAPID) and Remote Officer Experience Interface

(ROXI) Ancillary equipment consist of GFE equipment provided by contractor. GFE ancillary Equipment PLC, RAPID and ROXI which will transition into contractor provided ancillary equipment.

Contractor provided ancillary equipment VIS, traffic and other components to make the system fully function. The Contractor shall analyze and provide improved technology and the associated system integration recommendations."

As found in the RFP, GFE is listed Section C - 4.12.2. As additional clarification, the contractor will provide appurtances, connections, devices and brackets for mounting, installing and connecting GFE to the CBP network.

11 Section C 4.21 38

This states the Web-Based Reporting System will be approved by the COR and is due within 30 days of contract award. If FOUO level documents are stored on the Web-Based Reporting system, will an ATO or RA signed by the Component CIO or designee be required as noted in Section 6.1? Will the ATO or RA approval be required prior to COR approval?

Yes. The Government will have to approve the IT security requirements provided by the contractor to store FOUO information on the web based reporting system.

12 Section C 2 40

This states Foreign Travel will entail a similar level of scope/effort as domestic travel. Is this intended to mean the actual travel (e.g.

commercial airlines, rental cars, etc.) or is this intended to mean all logistics requirements for domestic and foreign travel? Are travelers subject to Department of State training and cable requirements?

The intent is for the "actual" travel. The awardee staff will have to abide by

Department of State travel guidance, country requirements e.g. visa, and other stated requirements.

Attachment J.1 - RFP Form for Question - RPMP Deployment Construction and Design contract 70RWMD20R000000012

13 Section D D.1 50

This requires all shipments be addressed to the Contractor. Are there other shipment requirements for international shipping such as a USG addressee/end user needed for VAT avoidance?

Shipping RPMs to ports of entry will be funded by the government including preclearance sites. Decommissioned RPMs will be funded by the government and coordinated/prepared for shipping by the awardee from the project site to the RPM warehouse in Richland, WA. Assume an RPM8 for estimating shipping materials including packaging and bracing materials.

14 Section E a 52

Section E directs the QC manager conduct the self-inspection. Will the Contractor be allowed to designate the party or parties necessary to complete the self-inspection based on task order requirements?

The contractor will be allowed to designate the party/parties necessary to execute the Quality Control program with the approval of the Program Manager/COR. Care should be given to avoid conflicts of interest and ensure the designees have the requisite skills/qualifications.

15 Section G.3 all 55

This section requires the contractor to designate a single program manager who will be the Contractor's authorized supervisor for technical and administrative performance of all work. It further requires the PM be the primary point of contact between the

Contractor and the Contracting Officer's Representative and receive and execute technical direction. Will CWMD accept the

Senior PM (key personnel) as the authorized supervisor for all technical and administrative performance (coordinate with

CWMD) and the Business/Finance Manager (key personnel) as the procurement lead and POC for the CO and COR?

Yes, this appears acceptable. However, someone must have the authority to bind the company for contractual decisions.

16 Section G.4 1 55

Please clarify - Is the TO/DO CO different from the named CO? If so, are the authorities different?

This is possible and why the TO/DO CO roles and responsibilities are listed in this section. The government organization and associated staff will be provided at award.

17 Section G.5 1 56

Please clarify the position IDIQ COR. Is this the same position/person as the TDO COR? If not, are there different responsibilities?

Yes, it is the same position/person in this case. The government organization and associated staff will be provided at award.

18 Section H.22 1 66

This section appears incomplete. Does CWMD want all dimensions on drawings to be in English or Metric? Will this vary for foreign locations?

All dimensions will be in English for designs produced by the offeror per the design standards. Host nations for preclearance locations are supposed to adhere to the design standards. However, dimensions could be negotiated in the host nation agreement.

19 Section L Proposal Prep 116 Can the Offeror include the Factor # in the footer for clarity?

Header/footer information may be included in the margin space, however, cannot include any information to be evaluated.

20 Section L 6 119

Please clarify the coordination with principal Government representatives (CO, PM, and COR). Are these the CWMD PM and/or RPMP PM; the CO and/or TO/DO CO; and IDIQ COR and/or

TDO COR?

The government organization and associated staff will be provided to the awardee.

21 Section L 3 120

The offeror is required to "provide, implement, and maintain an IT

Security conceptual Plan in accordance with the SOW and the

Requirement Traceability Matrix…" Neither the SOW nor the RTM reference a conceptual plan. Please provide the requirements of a conceptual plan and when the conceptual plan is to be implemented.

The IT Security conceptual plan consists of the IT Security Plan (SOW 6.1.3), and the section in the Program Management Plan (SOW 4.1.1) that addresses all IT Security requirements. It is simply the responses that address the IT Security requirements and referenced IT security governance due within 30 days of Notice to Proceed.

22 Section L Tab 3 - all 120

This section calls for analysis of delivery methods and DB and DBB experience. Based on Q&As, DBB is removed from the SOW and

Phase 2. Should this section be updated to reflect that change?

No. The intent is for offerors to provide relevant RPM experience, from either method: DB and/or DBB.

23 L

Submission

Requirements 113

A submission date of 2 November allowing only 10 working days to prepare a response to an RFP with a contract ceiling value of

$253M as a small business set aside is difficult given the ongoing pandemic and the inability to safely travel and co-locate employees for such a large proposal effort. We have registered in

SAM as a viable small business, we have a Tax ID number and

DUNS number, but may not have a CAGE code by 2 November.

Will you still accept our Phase 1 proposal, which is not awardable as a contract, since we are registered in SAM, but await a CAGE code? If you cannot accept our proposal because of the pending

CAGE code, we respectfully request an extension until 17

November allowing sufficient time for the system to process our request, which is 30 days from release of the final RFP and consistent with FAR 5.203(c).

The RFP was amended to provide an extension. Please see beta.sam for that amendment.

24 L and J.7

Phase 2, Volume

1, Tab 1 and

Phase 2, Volume

2 129

Program Management Office – The QnA from August 12, 2020 Q2 states that “Yes, the government will consider to fund the program management CLIN for the entire year as a separate task order.” The Final RFP states that “The IDIQ will be for five (5) year ordering period”. Attachment J.7 identifies the inclusion of the

Program Management Office and Key Personnel as part of the

T&M pricing CLIN and rates. Furthermore, the instructions state that the Key Persons should be bid as a full FTE and that the 'other personnel' should be bid as needed to complete the work scope for the sample task. These statements are incompatible as the

Sample task does not include the full scope of the contract, including development of Plans, coordination of deliverables, development of an IT Security Plan, development of a website, management solutions, transition, etc. Please clarify how the full scope of the contract can be captured in the pricing tables provided in J.7 or guidance that the full scope of the contract will not be priced as part of this phase 2 submission.

RFP Attachment J.7 does not capture the full scope of the IDIQ. For evaluation purposes only, the sample task order will be priced. The offerors T&M rates proposed in the sample task order will be used in the IDIQ contract.

J.6 Sample

Task

Table 1

Deliverables 2

Calibration – The QnA from August 12, 2020 Q62 & Q63 indicate that calibration will be done by CWMD. However, the Final J.6

Sample Task shows Commissioning Test Scripts and

Decommissioning Calibration Baselines as a deliverable. Is the

Contractor required to obtain these calibration documentation documents? If so, will CWMD provide the appropriate documentation and certifications or will the contractor to be involved in the performance of the calibration task to ensure collection of documentation?

RPM calibration is the responsibility of the government. The government will ensure that the RPM functions within the prescribed RPM standards and provide documentation. Commissioning test scripts refers to the entire RPM system including the RD/E, ancillary equipment, and the connectivity to CBP systems. The awardee must ensure that the signal produced from the RPM is properly sent through the system and captured correctly by CBP systems. The awardee is responsible for collecting all documentation for CBP acceptance package.

Section C/J.6

Sample Task 4.22 38

Shipping of GFE and decommissioned ancillary components such as He3 The QnA from August 12, 2020 Q7 & Q8 indicate that the

Government will perform the shipping. The Final RFP (Para 4.14

Decommissioning) states that “the Contractor may have to remove He3 tubes and ship them back to a specified location.”

Final RFP Para 4.22 states, “The Contractor will remove He3 tubes during decommissioning of the RPM system at a site, then package, ship and deliver them to the specified location as directed.” Final RFP Para 4.22.2 states, “The Contractor shall ship equipment and material to United States (US) and US Territories and foreign country Preclearance sites.” Sample Task Para 1.1.6 states, “The Contractor shall arrange for any storage and provide delivery of equipment. These services shall include coordination and shipment of equipment purchased by other CWMD organizations upon request of the COR.” Shall the Contractor arrange for warehousing and shipping of RPMs and/or decommissioned He3 tube for J.6 Sample Task RFP? Will the contractor be responsible for shipping decommissioned RPMs?

Will the equipment considered non-functional be excessed by the contractor?

Shipping RPMs to ports of entry will funded by the government including preclearance sites. Decommissioned RPMs will be funded by the government and coordinated/prepared for shipping by the awardee from the project site to the RPM warehouse in Richland, WA. Assume an RPM8 for estimating shipping materials including packaging and bracing materials. The He3 tubes will not be removed from the decommissioned RPM.

27 J.8 Bid Coefficients 5

The fifth sentence in this section says, "The coefficient factor must include, but is not limited to…." and then provides a listing of 26 items that the factor must include. This seems inconsistent with the purpose of the coefficient. It is our understanding that the coefficient is to be used to MODIFY the Total Cost Including Profit and Overhead for these items, not to capture the total price of these items. Should this sentence say... 'The coefficient factor will be used to adjust all items in the estimate, including but not limited to, the items listed below, following determination of the

Total Cost Including Profit and Overhead."

The primary purpose of the coefficient is to provide for risk and contingency which is not included in the RS Means template provided in the RFP. The template includes

10% for profit and 10% for overhead. The list of other items identified are for the offerors to consider in the coefficient if the offerors believe the costs in RS Means are not reflected at the level the offeror agrees with. Offerors must analyze the RS

Means template provided and understand what is and what is not included but also the cost/pricing.

28 J.8 Bid Coefficients 5

The RFP states that a single set of coefficients will be used for the entire 5 year ordering period. This seems counterintuitive to the purpose of the coefficients. Each site will present a particular set of challenges and over time the construction market will see fluctuations in cost and availability for equipment and labor, which will be considered as part of the contingency/risk component of the coefficients. The use of a single set of coefficients over the ordering period will eliminate flexibility for the contractor, and potentially drive the contractors to use higher than necessary coefficients to compensate for these fluctuations and risk elements at each site for each event. This in turn could cause the CWMD to pay more for management of this unknown risk. Would the CWMD consider the use of coefficients on a case by case basis in lieu of fixed for the ordering period?

RS Means captures cost changes for labor and materials for specific localities in the

United States. These cost changes are published quarterly and also reflect regionally trends. The estimates provided by the offeror for the firm fixed price construction task orders will be completed using the most recent RS Means update for where the construction will take place. Therefore, the level of risk and/or contingency offerors identify in the coefficient should be consistent for the five year period.

29 L

Specific Cost and

Format

Requirements 127

The RFP requires every potential subcontractor or teammate with more than 30% of the workshare to prepare an estimate consistent with the instructions in this section. The instructions require the calculation and submission of RS Means Coefficients for Firm Fixed price construction. We interpret this requirement to mean that each partner, subcontractor or teammate may have different coefficients for their construction efforts. Is this interpretation acceptable?

The requirement is for one coefficient for the offeror to complete firm fixed price construction projects.

30 L

Specific Cost and

Format

Requirements 127

The RFP requires every potential subcontractor or teammate with more than 30% of the workshare to prepare an estimate consistent with the instructions in this section. If the prime contractor and the teaming subcontractors are using a combined table of rates for the T&M labor and are willing to use the same set of RS Means coefficients, is it necessary to submit multiple teammate bids?

T&M labor rates and the coefficient are used for separate CLINs. There is no coefficient associated with the T&M labor rate CLINs. The coefficient for firm fixed price construction is applied to cost elements identified in the RS Means estimates produced from using the site designs produced by the offeror. There is only one coefficient for FFP construction provided by the offeror.

31 L and J.8

Phase 2, Volume

1, Tab 1 and

Phase 2, Volume

2 129

RS Means data is only applicable to 970 locations in North

America, see midway on webpage https://www.rsmeans.com/products/online. Please confirm that if RS Means data is not available for non-North American site such as pre-clearance site, then an alternate estimating method, including but not limited to use of coefficient, will be used for costing construction.

Preclearance design and construction are the responsibility of the host country. The responsibilities of the offeror for preclearance locations is too review the host design, provide site management, and participate in commissioning. The design review will be done as a programmatic function using T&M for the Site Management

CLIN. For designs provided by GSA, port owners, etc. the design reviews will be conducted using T&M for the Site Management CLIN.

32 L

General

Instructions 114

Does the CWMD require submission of items (i), (ii), (iii), (iv) with the phase 1 submission, or should these items be submitted with the phase 2 proposal?

Yes, these items should be provided with Phase 1 proposals.

33 L

Joint Ventures

(JV) Agreements 112

On page 112 of the RFP, it states as follows: “For the purpose of this solicitation, a joint venture (JV) refers to a formal legal entity in the nature of partnership comprised of two or more persons or companies.” By using the term “formal legal entity,” is the agency requiring that all joint venture offerors be formed as separate legal entities, such as limited liability companies, or can a joint venture offeror be formed as a partnership? SBA’s regulations make clear that a small business joint venture “may be in the form of a formal or informal partnership or exist as a separate limited liability company or other separate legal entity.” See 13

C.F.R. § 121.103(h). Accordingly, it makes sense that the agency would allow a joint venture offeror to be formed as a limited liability company (i.e., a separate legal entity) or a partnership

(i.e., a non-separate legal entity); however, we ask that you please confirm

Yes, the government will allow formal or informal JVs. Please see Amendment 02 for a revised section L, Joint ventures. Please see beta. Sam for that amendment.

C /

Attachment

J.4

6.1.1 Handling of

Sensitive

Information 41

Paragraph a. in this section reads as follows: "The Contractor shall execute—prior to Government furnishing of access to GFI to the

Contractor—a completed DHS Form 11000-6, Non-Disclosure

Agreement (NDA), for each employee, consultant, or contractor who is to have access to DHS sensitive information. The

Contractor shall provide a copy of each executed NDA to the

Contracting Officer’s Representative (COR) no later than two (2) days after execution of the form. The Contractor shall maintain signed copies of the NDA for all employees as a record of compliance."

Question: Will the government take exception to this requirement for the Contractor to provide a copy of the executed NDA no later than two (2) days after execution of the form?

Yes, the government would take exception, as this would deviate from the requirements within the RFP.

C /

Attachment

J.4

6.1.1 Handling of

Sensitive

Information

Paragraph a. in this section reads as follows: "The Contractor shall execute—prior to Government furnishing of access to GFI to the

Contractor—a completed DHS Form 11000-6, Non-Disclosure

Agreement (NDA), for each employee, consultant, or contractor who is to have access to DHS sensitive information. The

Contractor shall provide a copy of each executed NDA to the

Contracting Officer’s Representative (COR) no later than two (2) days after execution of the form. The Contractor shall maintain signed copies of the NDA for all employees as a record of compliance."

Question: Will the government take exception to this requirement for the Contractor to provide a copy of the executed NDA no later than two (2) days after execution of the form?

Yes, the government would take exception, as this would deviate from the requirements within the RFP.

36 L

Submission

Requirements 113

Re: NOTIFICATION TO

OFFERORS OF CONTRACTOR

SUPPORT SERVICES IN

SUPPORT OF THE SELECTION

PROCESS

Will the contractors supporting the selection process (SAIC and

Gryphon Technologies) be provided access to bidder’s pricing information? We are concerned about release of proprietary cost and pricing data.

SAIC and Gryphon employees involved in the selection process signed Non-

Disclosure Agreements not to reveal any proposal information.

37 M 1 131

The Government states “The technical evaluation performed in Phase I will be carried forward into Phase II and considered in the final best value tradeoff determination for contract award.”

However, the RFP does not identify the relative weighting of both Phase I and Phase II factors together since they will be used for determining contract award.

Will the Government identify the overall relative importance

/ weighting of Phase I and

Phase II factors combined?

There is no weighting of Phase I to Phase II factors.

This is a two phased source selection process. Phase I evaluation ratings will be used to select Phase II candidates. The technical evaluation performed in Phase I will be carried forward into Phase II and considered in the final best value tradeoff determination for contract award. Price will be evaluated based on a sample task order during Phase II.

The evaluation factors are listed in descending order of importance for each phase.

38 4 4.4 3

Re: Deployment, Installation and Operations support

Will the Government please provide a list of qualified equipment companies approved to provide RPMP technologies and ancillary equipment to DHS?

Phase II offerors will be provided design documents with an ancillary equipment list and specifications.

39 L Proposal Format 120-121

Re: TAB 3 – Factor 3: Design-

Build and Design-Bid-Build experience and TAB 5 – Factor

5: Past Performance (b)

Q&A released after the Draft

RFP indicated that Design-bidbuild would be removed from the final RFP. However, Designbid-build is still required in proposal responses in TAB3 and

TAB5.

Will the Government remove these requirements?

No. The intent is for offerors to provide relevant RPM experience, from either method: DB and/or DBB.

40 N/A N/A N/A

Will the government consider a one-week extension to the proposal due date?

Requests for clarification that were (or are still to be confirmed) in the FRFP (eg, 10 year window across additional

Factors; Design-Bid-Build clarifications still pending, etc.)

will have ripple effects throughout our proposal response approach across a number of team members.

The RFP was amended to provide an extension. Please see beta.sam for that amendment.

41 4 4.22.3 39

Will the government please identify the current DHS CWMD

RPM vendors?

1. Currently Deployed RPM Vendors -

Leidos, Inc. - 10260 Campus Point Drive, San Diego, CA, 92121

Ludlum Measurements, Inc. - 501 Oak Street Sweetwater, TX 79556

2. RPM Replacement Program Vendors -

Leidos, Inc. - 10260 Campus Point Drive, San Diego, CA, 92121

Smiths Detection, Inc. - 2202 Lakeside Blvd, Edgewood, MD 21040

L3 Communications Corp. - 10E Commerce Way, Woburn, MA 01801

Can DHS allow the Phase II "Project Management Approach" to be a maximum of 150 pages to allow proposers to make a much more detailed commitment to DHS and allow for a greater writing and indication of capabilities for the program?

No, use page limitations as specified.

43 NA NA NA

The last release of the RFP indicated "draft". Does this indicates a

"final" is yet to be released and thus, the submittal for phase I will be extended?

The Final RFP was released on 16 October 2020. The Final RFP was amended on 28

October 2020 to provide an extension. Please see beta.sam for that amendment.

The October 6 beta.sam.gov announcement outlined a timing of

16 October final RFP release date and a 16 November proposal due date. Since 6 October, we made our plans based on timing listed then and a revised timing to 2 Nov. duration causes turbulence. Can the Government change the Phase I due date to

Nov. 16?

The RFP was amended to provide an extension. Please see beta.sam for that amendment.