2. Attachment 3.7 - Question and Answer UPLOAD 1.xlsx
XLSX spreadsheet 48 KB Posted
- Solicitation number
- 70SBUR21R00000009
About this file
This is a combined synopsis and solicitation for a National Benefits Center Records Operations Contract to provide administrative and clerical services supporting immigration application processing. Services include courier operations, file tracking and distribution, file room management, FOIA request scanning and filing, and program management performed at National Benefits Center sites in Lee's Summit and Overland Park, Missouri. The solicitation involves eighty firm-fixed price and eighty-five time-and-materials CLINs priced using the attached schedule. Responses are due on February 25, 2021 following Phase I on February 1st and Phase II on February 25th. The award date is to be determined. This small business set-aside is issued by US Citizenship and Immigration Services for the place of performance in Missouri. The incumbent contractor was not identified.
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Sheet1
| NOTE: THIS IS THE FIRST UPLOAD OF RESPONSES TO QUESTIONS. A SECOND UPLOAD IS FORTHCOMING WITH ADDITIONAL RESPONSES TO OTHER QUESTIONS. | |||||
| 70SBUR21R00000009 Question and Answers | |||||
| Document Title | Page # of the Document | Section & Paragraph Number | Question | Government Response | |
| Combined Synopsis Solicitation 70SBUR21R00000009 | 63 | III. CORPORATE EXPERIENCE | Will the Government increase the recent timeframe for corporate experience to 5 years from the solicitation release to allow greater competition among Small Business offerors? | There will be no change to the solicitation related to this question. | |
| Is there an incumbent contractor currently performing these services, if similar services have been performed in the past, or if this is a new requirement. If this is a follow-on requirement, could you please provide the previous contract or task order number? | The incumbent contract is HSSCCG-15-C-00018 held by FCi Federal, LLC. | ||||
| Request for Proposals (RFP) No.70SBUR21R00000009 | 63 | 4.3.2 PHASE I – VOLUME 1: TECHNICAL PROPOSAL INSTRUCTIONS; III Corporate Experience | The federal regulations regarding past performance and experience of small business joint ventures were recently changed. Specifically, 13 CFR 125.8(e) now requires that: “(e) Past performance and experience. When evaluating the past performance and experience of an entity submitting an offer for a contract set aside or reserved for small business as a joint venture established pursuant to this section, a procuring activity must consider work done individually by each partner to the joint venture as well as any work done by the joint venture itself previously.” We respectfully request that 4.3.2 PHASE I – VOLUME 1: TECHNICAL PROPOSAL INSTRUCTIONS, III. CORPORATE EXPERIENCE, “If an offeror is proposing as a joint venture, references shall be for experience that the joint venture has had as a joint venture” be revised to comply with the new regulations and permit references for work done individually by either partner to the joint venture as well as any work done by the joint venture itself. | Amendment 0001 was issued on 1/8/2021 to revise the language with the RFP as it pertains to JV experience and past performance. | |
| Contractor Question | N/A | N/A | Is this a SCA Contract? | The Service Contract Labor Standards (formally known as the the Service Contract Act) applies to various labor categories within this requirement. | |
| Contractor Question | N/A | N/A | Can you provide us with the seniority list | The incumbent seniority list will not be provided. | |
| Contractor Question | N/A | N/A | Any changes from the current contract scope of work? | Please utilize only the current performance work statement provided with the current solicitation. | |
| Contractor Question | N/A | N/A | Will there be a site visit? | No site visit is contemplated at this time. | |
| RFP | 63 | 4.3.2, III. Corporate Experience, Para. 1 | SBA rules impose a two-year limit for the award of new contracts to a small business joint venture; however, per 13 CFR 121.103(h), "The same two (or more) entitites may create additional joint ventures, and each new joint venture entity may submit offers for a period of two years from the date of the first contract to the joint venture . . ." | ||
| Per SBA's two-year rule, if the same partners form a new joint venture to bid the NBC ROC contract, will the Government evaluate the experience and past performance of contracts performed by the same partners under a previous joint venture? | The Government intends to evaluate in compliance with the SBA rules and 13 CFR 121.103(h). | ||||
| PWS | 59 | O.1 Key Personnel Categories | The PWS requires that the PM and DPM possess/maintain an active SECRET security clearance. The Defense Counterintelligence Security Agency (DCSA) requires that clearances be obtained only by those staff who require a personnel security clearance to access classified information in order to perform the duties of his or her position. Since the only staff who might access classified information are the mail processing staff, would the USCIS remove this requirement? | There will be no change to the solicitation. The PM and DPM are required to have a secret security clearance. | |
| PWS | Pg. 60 for PM, last paragraph; Pg. 61 for DPM, last paragraph; pg. 62, R. Other Requirements, Secret Clearance | O.1 Key Personnel Categories, Program Manager and Deputy Program Manager | |||
| R. Other Requirements, Secret Clearance | The PWS at Section O.1, Program Manager states, "The PM shall possess/maintain an active SECRET security clearance." The PWS at Section O.1, Deputy Program Manager states, "The DPM shall possess/maintain an active SECRET security clearance." The PWS at Section R. Other Requirements (pg. 62) states, "Only designated contractor employees who handle mail/couriers/drivers or monetary instruments are required to maintain a Secret clearance." | ||||
| Are the PM and DPM required to have a Secret clearance? If so, will the Government sponsor the PM and/or DPM for their Secret clearance at the time of award? | There will be no change to the solicitation. The PM and DPM are required to have a secret security clearance. | ||||
| RFP | 4.3.2, III | In the solicitation, the definition of relevancy is stated as $25M or more and management of at least 250 FTEs. (RFP §4.3.2, III) This is prohibitive for many small businesses as very few have been afforded opportunities of that magnitude. | There will be no change to the solicitation related to this question. | ||
| RFP | Table 4.5.3, Adjectival Rating Definitions | The adjectival ratings definition chart for Phase I does not include a rating adjective for an offeror with no relevant corporate experience. (RFP Table 4.5.3, Adjectival Rating Definitions) The solicitation is silent on how the offeror would be advised to move to Phase II. | Corporate experience is a material element of the solicitation. An offeror who does not provide relevant corporate experience in accordance with the solicitation requirements will be found unacceptable with the solicitation. | ||
| NBC ROC Summary | 4 | 4.3.2 Section III | The government is requesting at least one example of relevant experience performed by either the prime offeror or a major subcontractor. Given the opportunity is a small business set aside, would the government consider requesting a letter of financial stability or relevant financial documentation that demonstrates the small business prime offeror has the ability to stand-up and support the engagement without undue reliance on a subcontractor. This would help the government down select and also reduce risk to the government. | There will be no change to the solicitation related to this question. | |
| NBC ROC Summary | 4 | 4.3.2 Section II, "Staffing Recruitment & Retention" | In scenario one the government proposes a scenario, "Six months into full performance you have been notified that the NBC will be receiving a new form type and process that will start in 12 weeks. An additional 100 FTEs (General Clerk I and II) would be required. How would you ensure an expeditious and smooth recruitment, including onboarding the 100 FTEs within the 12 week period?" Training is a critical part of the onboarding processs. Given the December 2020 move from in-person Records Management Training to online, self-paced Records Management Training, can USCIS provide an estimate of the average hours needed to complete the required training? | This scenario shall be evaluated based off the offeror's response to demonstrate an understanding of the challenges of attrition and retention. | |
| NBC ROC Summary | 5 | 4.3.2 Section II, "Staffing Recruitment & Retention" | The second scenario provided by the government deals with attrition and retention. Can the government provide information on the current attrition rate? Historic attrition rates? How has COVID-19 impacted the incumbent's ability to attract and retain employees? | This scenario shall be evaluated based on the offeror's response to demonstrate an understanding of the challenges of attrition and retention. | |
| NBC ROC Summary | 5 | 4.3.2 Section II, "Staffing Recruitment & Retention" | What impact has COVID-19 had on the operatoin? Has the production suffered due to social distancing requirements? Are there any resultant workload backlogs that will need to be addressed in order to meet the performance standards? | Contractor is encourage to only propose on current PWS; COVID 19 is a hurdle all current government contractors are required to navigate in order to meet local, state, and federal guidelines while still meeting the workload requirements. | |
| Attachment 3.5 | CLIN Pricing | The government has stated that all prices shall be "rounded to the nearest dollar amount with no cents" (page 66 of the combined synopsis solicitation document) but the price instructions, and example (same page of synopsis) indicate that monthly unit prices on the "Price Schedule CLIN XXXX" worksheets shall be calculated off the total price for the CLIN, presumably by dividing the total price by 12. Rounding the unit prices per month to a "dollar amount with no cents" will mean the unit price times 12 will not equal the CLIN total price column. Can the government please clarify how to reconcile the unit prices not matching the total prices? | Amendment 0002 is forthcoming to address this question. | ||
| Attachment 3.1 | 31 | F. Other Direct Costs | The government has indicated that ODCs shall not include profit or other indirect costs. Would the government please allow offerors to include the G&A costs they incur in managing the facility lease and other ODCs? | The Government will not allow offerors to include G&A. | |
| Attachment 3.1 | 53-54 | M. File Facility Operation | Offerors are instructed to fill out ODC costs for CLIN X010 of the price spreadsheet, and offerors are directed to assume the contractor lease located at 2620 NE McBaine Drive. Can the government please include the cost of this lease to enable the completion of CLIN X010? | Amendment 0002 is forthcoming to address this question. | |
| Combined Synopsis Solicitation 70SBUR2100000009 | Is the award all inclusive, as in you have to bid on the entire scope of work, or can we only bid on a portion? | Offerors are required to bid on the entire scope of work. | |||
| 1.+Combined+Synopsis+Solicitation+70SBUR21R00000009+--+0001 | 64 | III. Corporate Experience, 1 | This section defines joint ventures bidding on this solicitation as an "offeror". This section also defines a "major subcontractor" as performing 25% or more of the proposed work. Will the government require the joint venture offeror to designate their joint venture partner as a major subcontractor in order to accept a reference for work completed individually by their joint venture partner? | Amendment 0001 was issued on 1/8/2021 to revise the language with the RFP as it pertains to JV experience and past performance. | |
| 1.+Combined+Synopsis+Solicitation+70SBUR21R00000009+--+0001 | 64 | III. Corporate Experience, 1 | Will the government accept references for work completed individually by a subcontractor teammate if the subcontractor will not be performing 25% or more of the proposed work? | Amendment 0002 is forthcoming to address this question. | |
| 2. Attachment 3.15 Department of Labor Service Contracts | N/A | WHD State Laws | U.S. Department of Labor (dol.gov) | Attachment 3.15 incorporates into the contract the WHD State Laws per the DOL. Should the laws of the states in which contract performance occurs change to increase the state minimum wage or other WHD factors, will USCIS allow for an immediate Price/Equitable Adjustment to the contract? | All wage determinations will be evaluated in accordance with 52.222-43. | |
| Combined Synopsis Solicitation (Amendment 0001) | 5 | Section 2.1, | |||
| FAR Number 52.212-4 | USCIS has provided fill-in the blank information for FAR Number 52.212-4 for four components. The first, 52.212-4.(a)(4), which addresses Inspection/Acceptance states "…but the "hourly rate" for labor hours incurred in the replacement or correction shall be reduced to exclude that portion of the rate attributable to profit. Unless otherwise specified below, the portion of the "hourly rate" attributable to profit shall be 10 percent. The Contractor shall not tender for acceptance materials and services required to be replaced or corrected without disclosing the former requirement for replacement or correction, and, when required, shall disclose the corrective action taken. [Insert portion of labor rate attributable to profit.]" USCIS specifically inserted 10% even though the text already contains 10%. | ||||
| In lieu of specifying a profit of 10%, would USCIS consider utilizing the profit % the offeror used in calculating their labor rates for purposes of this FAR clause? | Amendment 0002 is forthcoming to address this question. | ||||
| Combined Synopsis Solicitation (Amendment 0001) | 65 | Section 4.3.3 - II. MANAGEMENT APPROACH, | |||
| Paragraph 1 and 1st Bullet | When submitting Attachment 3.5 as part of Phase I, should offerors only submit relevant tabs and remove tabs that have not been completed, or keep the original format for the workbook in place? | Amendment 0002 is forthcoming to clarify and address this question. | |||
| Combined Synopsis Solicitation (Amendment 0001) | 65 | Section 4.3.3 - II. MANAGEMENT APPROACH, | |||
| 2nd Bullet | USCIS allows offerors to add labor categories as they see fit; however, they shall be linked to the wage determination labor categories. |
| If the offeror believes that the labor category is an exempt position, can they state "exempt" where the SCA labor classification would otherwise be stated? | If the additional/alternate labor cateogy is exempt from the SCLS labor classification then the offeror shall mark as exempt. | ||
| Combined Synopsis Solicitation (Amendment 0001) | 65 | Section 4.3.3 - II. MANAGEMENT APPROACH, | |
| 2nd Bullet | Under section 4.3.3 II - Management Approach the offeror is required to link labor categories back to the wage determination labor categories. |
| Will USCIS provide a specific column/tab within attachment 3.5, "Price Schedule and Staffing Model" to conduct this crosswalk? | Amendment 0002 is forthcoming to address this question. | ||
| Combined Synopsis Solicitation | 64 | Section 4.3.3 - II. MANAGEMENT APPROACH, | |
| 2nd Bullet | Please explain how USCIS derived 1,824 hours for an FTE. | 1824 reflects the current requirement. If an offeror chooses to use a different productive number, they must state so. | |
| Combined Synopsis Solicitation (Amendment 0001) | 68 | Section 4.3.4 - III. Price Proposal, | |
| 5th Bullet | The RFP states, "If non-exempt SCLS fully burdened labor rates are not flat-lined each period, provide detail of the calculation of the proposed fully burdened labor rates in order for the government to verify that SCLS base labor rates and H&W rates have been flat-lined." |
| If an offeror's SCLS fully burdened labor rates are not flat lined in each period due to the application of escalated indirect rates, contained in a negotiated forward pricing rate agreement, what proof of that case will USCIS accept? | If an offeror's SCLS fully burdened labor rates are not flat lined in each period to the application of escalated indirect rates, the offeror shall provide the forward pricing rate agreement for the government to verify the increase. | ||||
| Combined Synopsis Solicitation (Amendment 0001) | 69 | Section 4.3.6 | Will USCIS provide an extension for Phase 0, providing Offerors appropriate time to evaluate the Q&A received from USCIS? | There will be no changes to the solicitation related to this question. | |
| Combined Synopsis Solicitation (Amendment 0001) | 71 | Section 4.5.1, | |||
| Paragraph 5 | The RFP states, that to determine the best value offer, that USCIS will conduct a trade-off analysis considering the evaluation of all evaluation factors from Phase I and II. |
| Please detail the process by which the best value trade off analysis described in sentence two will be conducted by USCIS. | All details of the evaluation process can be found in Section 4.5 of the solicitation. | |||
| Attachment 3.1 - Performance Work Statement | 54 | Section M File Facility Operation | The solicitation states that the facility will be billed at the actual cost on a monthly basis and invoiced monthly. Further, the combined synopsis solicitation states in Section 2.1 "FAR 52.212-4 (i)(1)(ii)(D)(2) - Indirect Costs: None." |
However, in Section 4.3.4, the combined synopsis solicitation states "For CLIN x0010, the offeror shall provide a price for the actual cost of assumed contractor space lease with no profit and indirect costs included that the offeror can reasonably expect to incur.
| Please confirm that the USCIS definition of actual cost is inclusive of direct and indirect cost. Please also confirm that offerors are permitted to include indirect costs that the offeror can reasonably expect to incur in accordance with CAS and the offerors established accounting practices. | The government will reimburse the contractor for the actual cost incurred by the contractor for the lease price. Indirect cost or profit will not be paid on top of this. | ||||
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | N/A | Price Proposal Summary Tab (cells B26 -C40) | Please confirm that USCIS requires only SCLS labor category data here. | Correct, only SCLS labor category information needs to be included in this table. | |
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | N/A | N/A | The Price Schedule and Staffing Model does not allow for the pricing of ODC's other than the contractor facility. |
| Please clarify how offerors should price ODC's other than the contractor facility. | The only ODC, as defined in FAR 52.212-4 Alt I (e)(iii)(C), is the contractor facility. There are no other ODC's included in this requirement. | |||
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | N/A | Price Schedule CLIN X009 | The Price Schedule CLIN X009 does not contain CLINS for the "AD" unfunded support III but the Price and Staff Model CLIN X009 does contain "AD" line items to be priced. |
| Is it USCIS's intent to price "AD" line items for Price Schedule CLIN X009, if so then please revise Price Schedule CLIN X009. | The Government does not intend to price x009AD. Amendment 0002 is forthcoming and will address this. | ||||
| RFP | Page 62 | 4.3, Paragraph 3 (Proposal Formatting) | Are we to include lists of tables and figures in the Table of Contents? | This decision is up to the offeror. | |
| RFP | Page 32 | 2.5.1 General | Page 32, Section 2.5.1 states, "Firms that don't have FCL, or requisite level of FCL, will be sponsored by DHS to obtain one." Page 71, Section 4.5.2 states "The Government will assess on a pass/fail basis whether the offeror provided the required facility clearance assertion...." We assume the statement on page 32 of RFP is incorrect, while the statement on page 71 is correct? | As stated in Section 4.3.1, notwithstanding the Security Requirement (2S), USCIS will not be sponsoring any offeror for a facility clearance. | |
| PWS | Page 60 | O.1 Key Personnel Categories |
Program Mgr/
| Deputy Program Mgr | Is the Secret Clearance for the PM / DPM required at Phase II submission or by the time of contract award? | The Secret Clearance for the PM and DPM is required at the time of Phase II submission. | |||
| RFP | Page 65 | Scenario 2 | The scenario references the form I-765 for Premium Processing. Could the government please clarify whether this is correct, or if it intended this to be the I-907, which is the Request for Premium Processing Service? | The form I-907 is the Request for Premium Processing which would be included with the I-765 form; both forms would be included. | |
| PWS | Page 62 | P. Equipment Available for Use | How many Contractor Databases are there? | 82 Databases | |
| PWS | Page 62 | P. Equipment Available for Use | What software languages/environments and database technologies were used to build and maintain the Contractor Databases? | Microsoft products and the USCIS platforms (SASS, SMART, TABLEAU, etc). Note that USCIS platforms are subject to change as moderinazation progresses. | |
| PWS | Page 62 | P. Equipment Available for Use | Will the government ensure there is adequate system and support documentation provided to the awardee? | Yes, the government will provide contractor databases, SOPs, and POs during the Transition In period. | |
| RFP | Page 67 | IV. Accounting System Documentation | Is the documentation required to be submitted for the proof of an adequate accounting system part of the page count for Phase II or is it considered an attachment? | The Accounting System Documentation is required in the submission for Factor 5-Price, which has no page limit. | |
| RFP | Page 61 | Table 4.3 |
Phase II – Volume 2 – Technical Proposal
| Management Approach | Will the Government consider allowing the Key Personnel resumes to be submitted as an attachment to the proposal? | There are no changes made to the page limits set in Table 4.3 | |||
| RFP | Page 68 | 4.3.6 | Once proposals are submitted, will there be an acknowledgement from the Government that it has been received? | Yes, Offerors will receive a response from the goverment that their proposal has been received and all attachments can be opened. | |
| RFP | Page 70 | 4.5.1 – Basis of Award and Evaluation of Proposals | If the government is not going to advise an offeror to move forward to the next phase, will the government provide a debriefing as to the reasoning? | If you receive an advisory notification, the government will not be providing a debrief. Amendment 0002 is forthcoming and clarifies this question. | |
| RFP | Page 71 | 4.5.2 Evaluation Factors |
Phase I – Evaluation Factors
| Factor 2 – Corporate Experience | The preference for references performed as a prime could harm the small business JV companies who are otherwise excellent candidates from being highly considered. Will the Government change this wording to be more advantageous to small businesses? | Amendment 0002 is forthcoming and addresses this question. | |||
| RFP | Page 71 | 4.5.2 Evaluation Factors Phase II Evaluation Factors | |||
| Factor 3 – Management Approach | Is the Government’s evaluation based solely on the Price and Staff Model CLIN worksheets and not on the write-ups found in the scenarios? | Please see section 4.5.2 Phase II Factor 3. | |||
| PWS | Page 34 | G.7.1 QCIP | . . . "to be submitted not later than thirty (90) calendar days after award.” Is the requirement thirty or 90 calendar days?” | 90 Days. Amendment 0002 is forthcoming and will address this question. | |
| Attachment+3.5 | Tab 3 | Tab 3 | Will the government be providing the estimated. hourly production rates for the tasks listed in Tab 3 of the pricing template? | The govermnent has provided the FTE per task area as well as production numbers. | |
| Attachment+3.5 | Tab 3 | Tab 3 | Are the estimated FTEs based on current workloads or the numbers provided in Tab 3? | The estimated FTE numbers are based on the production data information in tab 3. | |
| RFP | Page 61, 62 | Table 4.3 | There is no page limitation for the Cover Letters in either Phase I or Phase II. Are offerors allowed to include information in addition to the list required under RFP paragraph 4.3.2.I? | Offerors shall not include responses to the evaluation factor within their cover letter. The only information on the cover letter should be what is listed in 4.3.2. | |
| RFP | Page 63 | 4.3.2.III | May offerors use the 10 pages allocated for Factor 2 - Corporate Experience in any way they wish, as long as they comply with the RFP limits of no more than five (5) total examples, and no example more than 2 pages in length? | Offerors shall comply with the page limitation in any way they choose. | |
| RFP | 64 | Table 4.3 -- Proposal Sections; | |||
| 4.3.3.II | The government requests "The offeror shall provide all the necessary information to facilitate the Government’s consideration of Factor 3—Management Approach, including completion of Attachment 3.5, “Price Schedule and Staffing Model” (Excel File), worksheets titled “Price & Staff Model CLIN x0xx,” to submit its staffing model. | ||||
| Question: Does the government wish bidders to submit two versions of Attachment 3.5; one for Phase II - Volume 2: Technical Proposal, and one for Phase II - Volume 3: Business Proposal? Per RFP section 4.3, "The technical proposal shall not include any cost or pricing information." | Amendment 0002 is forthcoming and will address this question. | ||||
| RFP | 61; 67 | Table 4.3, 4.3.4.IV | Table 4.3 shows "Accounting System Documentation" and "Offeror Representations and Certifications" under Factor 5 - Price. May offerors modify the Attachment 3.5 Price and Schedule Excel file to include worksheets for Accounting System Documentation and Reps and Certs? | Offerors shall provide the accounting system documentation in accordance with the solicitation in a separate document from the pricing attachment. | |
| RFP | 68 | 4.3.6 | In the event that proposal documents for either Phase I or Phase II exceed the 10 megabyte limit, may offers submit their proposals in two or more (if required) sequentially numbered emails? | This will be allowed. Amendment 0002 is forthcoming and will address this question. | |
| RFP | 70 | 4.5.1, Paragraph 4 | With a only a little more than three weeks between the submittal of Phase I and Phase II proposals, bidders will be working towards Phase II immediately after Phase I submittal. Does the government have a target date by which the advisory notices of a bidder moving on to Phase II will be issued? | Offerors will be provided an advisory notice as soon as possible. In no instance will an offeror have less than 20 days after receiving a notice to submit for Phase II. | |
| RFP | 65; 72 | 4.3.4.II; | |||
| 4.5.2 Phase II Factor 4 | An addition to Phase I - Factor 2 Corporate Experience examples, may offers submit additional past performance information under Phase II - Factor 4 Past Performance, within the 10 page limit? | Amendment 0002 is forthcoming and will address this question. | |||
| RFP and Attach. 3.5 | 17 | 2.2.6, Statement of Equivalent Rates | |||
| Attach. 3.5 Tab 2 | There is a Driver Courier identified as a non-exempt position in the table, but there is no Driver Courier identified in Attach. 3.5, Tab 2. Are there any Driver Couriers currently assigned to the contract? | All drivers are considered couriers and are required to have a courier card. A driver courier is a truck driver. | |||
| RFP and Attach. 3.5 | 17 | 2.2.6, Statement of Equivalent Rates | |||
| Attach. 3.5 Tab 2 | There is a Truck Driver shown in Attach. 3.5 but there is not a Truck Driver shown on the Statement of Equivalent Rates. Is the Truck Driver a non-exempt position? If so, what is the Federal Equivalent Rate for the Truck Driver? | A driver courier is a truck driver. The Department of Labor rate should be a medium truck driver. Amendment 0002 is forthcoming and will address this question. | |||
| RFP and Attach. 3.5 | 17 | 2.2.6, Statement of Equivalent Rates | |||
| Attach. 3.5 Tab 2 | Are all other positions listed in Attach. 3.5 and not included in the Statement of Equivalent Rates classified as exempt positions on the contract today? | That is correct. | |||
| RFP | 61 | Table 4.3, Proposal Sections | If the offeror does not use all 10 pages for the Factor 2, Corporate Experience section, may the offeror apply those unused pages from Factor 2 to Factor 1, Staffing Recruitment and Retention, as long as the offeror does not exceed 20 pages for the Phase 1 submission? | There will be no changes to the page limitations in Phase I. | |
| RFP | 62 | Proposal Formatting, top of page | May the offeror provide an acronmyn list in its Phase I and II submissions that are excluded from the page count? | There will be no changes to the page limitations in Phase I regardless of any additional information provided. | |
| RFP | 63 | III. Corporate Experience, last paragraph | "The offeror shall provide no less than one (1) example of relevant corporate experience performed by either the prime contractor or a major subcontractor, defined as performing 25% or more of the proposed work, for which it performed as a prime contractor." Please confirm the 25% is calculated as a percentage of the base effort (i.e. CLIN X001AA) and excludes the optional support (i.e. CLINS X001AB, AC, AD), which may not be exercised? If not, how should the 25% be calculated? | The 25% is inclusive of all proposed work. | |
| RFP | 65 | Scenario 2, Overall Management Approach | Will the NBC be receiving monetary instruments directly for the I-765 Premium Processing form or will the monetary instruments be received and processed first by the Lockbox? | NBC will receive monetary instruments directly from I-765 Premium Processing as well as processed first by the Lockbox. | |
| PWS | 1 | B. Para. 12 | Is the Lockbox operation a separate contract and not included as part of the NBC contract? | Correct. | |
| PWS | 1 | B. Para. 2 | Per the PWS, the Lockbox scans each application or petition and performs some data entry. |
a. Does the NBC have access to the images scanned by the Lockbox?
b. Does the NBC perform its work from the paper records and/or from the scanned images?
c. If both, when does the NBC use the paper records and when does the NBC use the scanned images? a. Yes, NBC has access.
b. Both paper and scanned.
c. Both are used for various steps of the process throughout the NBC currently. Please be aware this is subject to change.
| PWS | 13 | D.2.5 Adoptions Hague and Non-Hague; first paragraph, next to last bullet | "Perform data entry into ACMS." What is ACMS? | ACMS = Adoption Case Management System which is a governement database. |
| PWS | 22 | D.3 File Control and Maintenance | a. Are all files tracked in RAILS? |
b. Does RAILS track the User ID when actions are performed in RAILS?
c. Will the contractor be able to access and download User ID actions from RAILS into a production management system?
d. Will the contractor be able to use RAILS to track where files are in the workflow?
| e. Can the Government provide a list of the workflow tracking system(s) and how they are used at the NBC? | a. Yes, all files are tracked in RAILS b. Yes. The User ID is tracked when actions are performed in RAILS c. Yes, the awardee will have this capability d. Yes, the awardee will have this capability e. No workflow tracking system exists - use of RAILS/SMART/SASS can be used to track where in the process the file is by using the title of the Responsible Party Code (RPC). | ||||
| PWS | 30 | D.5.3, First Sentence | It appears that something is missing in the first sentence of this section, "Missing, Lost, and Duplicate Files are considered when file(s) cannot be located, or a duplicate file(s) is located resulting in require searches and maintenance." Would the Government please clarify? | Amendment 0002 is forthcoming and has addressed this question. | |
| PWS | 31 | E. Overtime, first paragraph | The PWS states, "Overtime is only used to address unforeseen system outages or workload shifts as direct by the COR . . .". Please define a workload shift? Is a workload shift the same as a surge in workload? | A workload shift is a method to manage any unforeseen surges that result during performance. | |
| PWS | 33 | G.5 Business Process Improvements | |||
| Attach. 3.5 Price Schedule and Staffing | The PWS in Section B, last paragraph, last sentence, states, "supporting the enhanced national security mandate and sustaining and further developing the new processes, systems, and aforementioned digital enhancements". |
The PWS at G.5 requires the contractor to "create and/or maintain local databases, . . . conversion of old databases to newer formats . . .."
There are no IT labor categories shown in Attachment 3.5.
a. What labor categories are performing this work today?
| b. What level of IT knowledge is or will be required to further develop the new "systems and aforementioned digital enhancements" and maintain and convert the databases? | The labor categories currently performing the work are Business Applications Delivery Manager, Business Analyst, Programmer Analyst, and Junior Data Analyst. The level of knowledge required is above entry level. | ||||
| PWS | 36 | G.7.4, Staffing Plan, National Benefits Center Contractor Seating | Does the contrator seating chart reflect the maximum staffing at each of the locations? | Yes, the contractor seating chart reflects the maximum staffing at each location. | |
| PWS | 36 | G.7.4, Staffing Plan, National Benefits Center Contractor Seating | What is the current staffing at each location for each shift and by labor category? | The government will not be providing this. | |
| PWS | |||||
| Attach 3.5 | PWS Pg. 36 | ||||
| Attach 3.5 | G.7.4, Staffing Plan, National Benefits Center Contractor Seating; | ||||
| Attach 3.5, Tab 2 | The seating chart shows a total of 1,364 staff. Attachment 3.5 shows shows a total of 1,456 FTEs including all options. |
a. If all optional support is funded must the additional FTEs be accomodated on a different shift?
| b. Will the contractor be required to provide additional space? | If all optional support is funded, the COR would request additional seating through the NBC Senior Leadership; this could result in an additional shift being required. The contractor would not be required to provide additional space. | ||||
| PWS | |||||
| Attach. 3.5 | PWS Pg. 36 | ||||
| G.7.4 Staffing Plan, National Benefits Center Contractor Seating | Is there office space onsite at one or more of the facilities for the program management staff? | Currently there are three offices in Lee's Summit and two offices at Overland Park. | |||
| PWS | 36-37 | G.7.5, Training Plan | What is the average timeframe to train new hires in job-specific duties? | Average timeframes will vary based on awardee's training management. | |
| PWS | 36-37 | G.7.5, Training Plan | a. May training be performed during evening hours? | ||
| B. May training be performed on weekends? | As stated in the PWS, the contractor shall complete training during normal business hours. | ||||
| PWS | 43 | H.7 Daily At a Glance/Weekly At a Glance | Would the Government please provide examples of the referenced report to show the types of data shown on the DAAG, WAAG, and MAAG reports? | The DAAG, WAAG, MAAG report the daily, weekly, and montly production numbers to the government and can be minupilated by the awardee in coordination with the COR. | |
| PWS | 53 | J. Periods of Performance | Is it correct that the Base Period will begin after the EOD transition-in is complete (i.e., two months after contract award) and continue for the next 12 months? | This is correct. | |
| PWS | 53 | J. Periods of Performance | Is it the Government's expectation that the successor contractor will not seperately bill for time spent during the 60-day EOD transition-in period and thus should not include a separate transition-in cost in the price proposal? | This is correct. | |
| PWS | 53 | L. Hours of Operation and Shifts | What are the current shift schedules? | Shift schedules will vary based on awardee's proposed schedule. | |
| PWS | 56 | N.1 Transition In Plan, Para. 1 | Please confirm that the transition-in period consists of the 60-day EOD period (from the day of contract award to the first day of full performance) plus the 30-day period beginning on the first day of full performance, for a total of 90 days from contract award. Is this a correct understanding of the expected transition-in period? | Amendment 0002 is forthcoming and clarifies this question. | |
| PWS | 59 | O.Contractor Labor/KeyPersonnel Roles, last paragraph, last sentence | The PWS states, "the Contractor bears the risk of any increased costs it incurs as a result of misclassifying personnel or failing to track the rates at which they should be paid." |
a. To support Continuity of Services, compliance with the SCA, and to ensure fair consideration has been given to all staff currently covered by the SCA, will the Government please provide a list of all labor categories currently used on the contract and subject to the SCA with a cross-walk from the labor category to the applicable SCA Occupation Code and/or Title?
| b. Are all of these labor categories shown in Attachment 3.5? | All labor categories currently being used can be found on Tab 2, "Estimated FTE". All SCLS occupation codes and titles can be found in the "SCA Directory of Occupations 5th Edition" on the Department of Labor website. | ||||
| PWS | 61 | P. Equipment Available for Use | Will Contractor staff have access to the Internet in order to connect to the Offeror's cloud-based Time and Attendance system to enter timesheet and other related data? | Yes, the contractor staff will have access to the internet while staying in compliance with USCIS guidelines. | |
| PWS | 62, top of page |
P. Equipment Available for Use The PWS in Section P states, "Contractor Databases will be transitioned to the awardee during the Transition In period."
a. What contractor databases will be transitioned to the awardee?
| b. Will this include the prior contractor's system for reporting data from the contractor databases or only the data? | 82 contractor databases will be transitioned to the awardee and this will include the incumbent's data with the exception of their productivity and time & attendance systems. | ||||
| Solicitation | 63 | 4.3.2 Phase 1 | |||
| III. Corporate Experience | a. Would the Government please elaborate on what information is expected regarding "an explanation of the labor management performed?" | ||||
| b. Are you looking for statistics as to the number of staff recruited/managed/trained and retention rates on each contract reference? | Amendment 0002 is forthcoming and will address this question. | ||||
| Attach. 3.5 | Tab 2 | Estimated FTE | The Wage Determination has multiple levels of Truck Drivers (e.g. Truck Driver Light, Truck Driver Medium, Truck Driver Heavy, etc.). What level of Truck Driver is referenced on this Tab? | Truck Driver - Medium (24-26 ft vehicle) | |
| Attach. 3.5 | Tab 2 | Estimated FTE | It is our understanding that there have been staffing layoffs due to COVID. |
a. Is this correct?
b. If laid off staff are re-hired, can their USCIS security approval be re-activated?
c. If so, how long will this take?
| d. Is there a time limitation for re-activating a USCIS security approval? | Reactivating a USCIS suitability determination is not a guarantee. Staff are re-hired on a case by case basis as determined by their suitability determination approval. It will be the awardee's responsibility to provide adequate staffing whether they are incumbent staff or new hires. | ||||
| Attach. 3.5 | Tab 2 | Estimated FTE | Given the pandemic situation, what is the staffing level on the contract today? Can the Government provide a breakdown by labor category? | Offerors are instructed to propose based off the requirement as it stands in this solicitation. The Government has provided the estimated FTE breakdown by labor category in Tab 2 titled, "Estimated FTE" in Attachment 3.5, "Price Schedule and Staffing Proposal Model". | |
| Attach. 3.5 | Tab 2 | Estimated FTE | a. What is the role of the Process Manager? |
b. What is the role of the Product Manager?
| c. What is the role of the Business Analyst? | The roles of these positions fall within program management and will be determined by the awardee. | ||||
| Attach. 3.5 | Tab 2 | Estimated FTE | Under the currently reduced staffing levels (excluding optional support), what is the breakdown by labor category of staff on the night shift? | Offerors are instructed to propose based off the requirement as it stands in this solicitation. The Government has provided the estimated FTE breakdown by labor category in Tab 2 titled, "Estimated FTE" in Attachment 3.5, "Price Schedule and Staffing Proposal Model". The offeror shall provide their proposed staffing per shift. | |
| Attach. 3.5 | Tab 2 | Estimated FTE | Under the currently reduced staffing levels (excluding optional support), are any employees assigned to work on weekends and, if so, what is the breakdown by labor category of staff assigned to weekends? | Offerors are instructed to propose based off the requirement as it stands in this solicitation and within the hours of operation. | |
| Attach. 3.5 | Tab 3 | Production Data | Are there any backlogs on the contract today? If so, in what PWS areas and what is the magnitude of the backlog? | Offerors are required to propose based off the solicitation as currently posted. | |
| Attach. 3.5 | Tab 3 | Production Data | Can the Government provide a breakdown of the production data by facility? | Production data broken out by facility will not be provided. | |
| Attach. 3.5 | Tab 3 | Production Data | Which form numbers are currently processed at the different facilities (i.e., Lee's Summit facility on Chipman Road, Overland Park facility, and the Lee's Summit facility on Blaine Dr.)? | I-485, I-130, I-765, and I-131 are processed at both locations. N400s and I751s at times are processed at both locations. However, all forms that the NBC process are subject to be processed at all or just one location. These forms are not all inclusive only a representation of a majority of forms utilized. | |
| Are any contractor staff teleworking? If so, what PWS areas are being performed via telework? | The ability for contractor staff to telework will be a decision made between the awardee and COR. Regardless of telework the awardee is required to meet all terms and conditions of the contract. | ||||
| Given the current pandemic, state/local mandated quarantines, and social distancing: |
a. What COVID precautions are in place on the contract today?
b. Is USCIS providing PPE and if so, what is provided?
c. Does USCIS require or anticipate requiring mandatory COVID testing?
| d. Does USCIS require or anticipate requiring mandatory vaccinations? | Any safety precautions required to meet local, state, or federal guidelines should be taken in to consideration by the offeror. | ||||
| Is SharePoint available to the Contractor for use on the contract? | Yes | ||||
| Attach. 3.5 | Tab 2 | Estimated FTE | All the totals show the formulas and not the total values and the sheet is protected. Would the Government please confirm that they want to see formulas or adjust the spreadsheet to show the total values on this spreadsheet? | It has been verified that the sheet is unprotected. | |
| Attach. 3.5 | Tab 3 | Production Date information | Would the Government please confirm that this is for information only and that the contractor is not to add anything to this tab? | This is correct. | |
| Attachment 3.4 | Attachment 3.4 is Wage Determination No. 2015-2015 Revisions No. 11. Revision No. 12 was recently released. Will the Government revise Attachment 3.4 for the new Wage Determination Revision No. 12? | Amendment 0002 is forthcoming and will address this. | |||
| Attachment 3.5 Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE | Are the Offerors to use the exact FTE numbers as shown by CLIN and LCAT in the Estimated FTE tab? | Offerors are instructed to use their own productive hours to propose FTEs for each task area. | ||
| Attachment 3.5 Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE | Will the Government provide Job Descriptions (JDs) for each LCAT specified in rows 2, 42, 82, 122 on Tab 2 - Estimated FTE? | The job descriptions for each labor category are provided at the Department of Labor website. | ||
| Attachment 3.5 Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE | Will the Government identify the LCATs subject to SCLS and the appropriate job codes, for the LCATs specified in rows, 2, 42, 82, 122 on Tab 2 - Estimated FTE? | The job codes for each labor category are provided at the Department of Labor website. | ||
| Attachment 3.1 PWS | 3-4 | D.1.1 Courier Service (External) | The bottom of page 3 states "The Contractor shall performan a minimum of two pickups and deliveries per workday." The top of page 4 says "One trip is required daily to the National Records Center (NRC)." Is the required one (1) trip to the NRC included in the minimum of two pickup/deliveries daily? Or is it in addition to? | The NRC pick up is included in the two picks up and deliveries. | |
| Attachment 3.1 PWS | 21 | D.2.14 TECS | "TECS is considered the harvesting of all NAME(s)/DOB(s) variations within associated physical or electronic file(s) and electronic systems…" How granular is the variation search? Does the Government provide a standard set of variations to search for as part of the search? | The Government provides a standard set of variations to search as stated in NaBiscop | |
| Attachment 3.1 Performance Work Statement | 2 | B Background Para 1 | "...the next five-year contract will require a cadre of staff capable of supporting the enhanced national security mandate and sustaining and further developing the new processes, systems, and aforementioned digital enhancements." Would the Government please provide more details that would allow the bidder to propose appropriate staffing to address the technical aspects of this requirement? | Amendment 0002 is forthcoming and will address this question. | |
| Attachment 3.1 Performance Work Statement | 2 | C Scope of Work para 2 | "...the Government expects the Contractor to support efforts to reengineer and continuously improve operating constructs, processes, and procedures in response to emerging policies, enterprise-wide processing software, and digital capabilities." Would the Government please provide more details that would allow the bidder to propose appropriate staffing to address the technical aspects of this " support efforts?" | Support efforts would include beta testing and providing feedback to developers. Use of subject matter experts would be requested and training would be provided prior to beta testing. | |
| Attachment 3.5 Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE | Why does Sub CLIN Item D.2.14 Treasury Enforcement Communication System (TECS) not have any staffing allocation in the Base but 414 FTEs in the three Options? | Not having TECS in the base period is a representation of the requirement at this time. | ||
| Attachment 3.5 Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE | Why does Sub CLIN Item D.4.1 File Movement have no staffing in the Base or in any Options? | Amendment 0002 is forthcoming and will address this question. | ||
| Combined Synopsis Solicitation (Amendment 0001) | 65 | Section 4.3.3 - II. MANAGEMENT APPROACH, | |||
| 2nd Bullet | The proposal instructions allow for the additonal of labor categories as longas they are tied to wage determination labor categories. |
| Does this provision allow an offeror to categorize specific labor categories as exempt positions vs SCA labor classification? | If the additional/alternate labor cateogy is exempt from the SCLS labor classification then the offeror shall mark as exempt. | ||||
| Combined Synopsis Solicitation (Amendment 0001) | 69 | Section 4.3.6 | Will USCIS consider an extension for the Phase 0 (Facility Clearance Documentation) submission, now due January 19, 2021, until after the Government has responded to submitted Questions (due January 12, 2021), thus allowing Offerors time to evaluate the Q&A responses from the Government, which in turn, may change an Offeror's bid strategy? | There will be no change to the solicitation at this time in regard to Phase due dates. | |
| Combined Synopsis Solicitation (Amendment 0001) | 71 | Section 4.5.1, | |||
| Paragraph 5 | The RFP states, that to determine the best value offer, that "USCIS will conduct a trade-off analysis considering the evaluation of all evaluation factors from Phase I and II." |
| Please provide detailed insight to the process(s) / analysis that USCIS will utilize in determining the best value trade off. | The government will be evaluating all factors from Phase 0, I, and II as described in Section 4.5 of the solicitation. | ||||
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | N/A | Price Proposal Summary Tab (cells B26 -C40) | Is USCIS requiring Service Contract Labor Standards data only. | Offerors shall provide a proposal that encompasses all labor categories required. | |
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | Tab 2 - Estimated FTE); Tab 3 - Production Data Information; CLIN Tabs (All) | D.2.14; D.4.1 | Please provide FTE metrics / anticipated volumes for all staffing in the various labor catgories in Tabs 2 and 3 to facilitate development of appropriate services / pricing for this CLIN? |
| The Government has provided the Estimated FTE and Production Data for offerors to use in developing their proposal. | ||||
| Attachment 3.5 - Price Schedule and Staffing Proposal Model | N/A | N/A | Please provide clarify how Offerors will include pricing for ODCs, other than the contractor facility, in the Price Schedule. | The leased contractor facility is the only cost that is to be billed under the ODC line item. |
| 1 Combined Synopsis/Solicitation | Pages 70 and 73 | 4.4 (b) and Factor 5 - Price | The Total Evaluated Price is described on page 69 of the RFP as the base and all options. However, on page 72, the TEP is described to include the 6 month option to extend. Please confirm if the TEP includes or does not include the 6 month option. | The government intends to include the determined price for the FAR 52.217-8 clause for a 6-month period. |
| 1 Combined Synopsis/Solicitation | 61 | Table 4.3 | Will the Government allow a 2-page introduction to be included to Factor 2 Corporate Experience? | There will be no change to the solicitation regarding this question. |
| 1 Combined Synopsis/Solicitation | 62 | 4.3 | The requirement states that Cover Pages and Table of Contents are not included in the page count limitations. Can a List of Acronyms and Abbreviations and a Cross-Reference Matrix be included as part of the Table of Contents (out of page count). | There will be no changes to the page limitations in Phase I regardless of any additional information provided. |
| 1 Combined Synopsis/Solicitation and Attachment 3.1 PWS | 66 (1) and 59 (PWS) | 4.3.3.II Key Personnel Resumes and O.1 Key Personnel Categories | The RFP reads, " The Contractor shall also be able to designate as key personnel any individual in addition to those required by the Government." Please confirm that, in accordance with PHASE II - EVALUATION FACTORS, Factor 3 -- Management Approach, that only the PM and DPM will be evaluated, in accordance with the requirements found in Section O of the PWS. | For this requirement, only the PM and DPM will be evaluated as key personnel. |
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