Attch 6 - RFP QA (Amd 0001).pdf

Department of Energy/National Nuclear Security Administration Office of Defense Nuclear Security (NA-70)/Classification Division (NA-746)

Classification Technical & Analytical Support Services

Questions & Answers

1. Please refer to Section L, NNS-L-1003 - VOLUME II – TECHNICAL PROPOSAL

INSTRUCTIONS, (2) Facility Availability (Tab 2, 2-page limit) -which states:

"The Offeror must provide a facility and computer/communication equipment approved to generate, process, store and protect classified information up to, and including, Secret/Restricted Data at the time of contract proposal submission. The facility shall have all the necessary telecommunications and computing equipment that is compliant with DOE/NNSA regulations for the processing and transmitting of classified information at the level the facility clearance is held (i.e. Secret/Restricted Data). The facility shall have the necessary controls and access authorizations in place to handle Sigma 15 and 18 information. The Offeror shall provide information to demonstrate that it meets these requirements under this portion of its proposal."

Is this scope currently being performed off-site at the incumbent contractor's possessing facility?

RESPONSE: Yes, the scope is currently being performed off-site at the incumbent contractor's facility.

2. Is there any restrictions as to where this facility can be located? For example, can it be located in Oak Ridge, TN.

RESPONSE: The facility proposed must be located within the continental United States of America, and meet all criteria as stated within the PWS and under RFP Section L&M.

3. We have an existing facility that has been designed and constructed to meet these requirements to the Top Secret level. However, DOE/NNSA has not inspected and approved the facility. Can we submit the design details of the facility with our proposal and then have DOE/NNSA audit and approve the facility as part of the evaluation process.

RESPONSE: No. Attch 1 - Section L&M (Amd 0001) states “The Offeror must provide an active facility clearance code with the Department of Energy (DOE), or provide a CAGE code that can verify an active facility clearance with another Government Agency (i.e. Department of Defense, DOD) under this portion of the proposal for the prime Offeror, and all proposed subcontractors (i.e. all tiers). If the Offeror or subcontractor(s), does not have an active facility clearance with either DOE or DOD, the Offeror must provide information necessary to demonstrate that it can meet this requirement through reciprocity utilizing an active facility clearance from another Government Agency. This is required in order to ensure the Offeror can realistically obtain the personnel clearances IAW the RFP requirements (i.e. listed under Attch 5 – Draft CSCS Form DOE F 470.1) prior to commencement of work on July 01, 2020. As a result, Offerors and subcontractors proposed that to do not currently have a facility clearance with DOE/DOD or other Government Agency, will not be eligible for award and will not be evaluated further. No other security clearance substitutions, or proposal information will be accepted.” The DOE/NNSA audit and approval process for Offerors that do not current possess a DOE approved facility cannot be utilized under this RFP as it could take anywhere from 4-6 months under normal circumstances to approve. Under the current COVID-19 circumstances, it would likely take much longer due to the current travel conditions. Prior to contract award, the Government needs to validate the current facility clearance, clearance transfers for all personnel, and ensure the DOE approved facility is viable IAW the RFP Section L&M. Therefore, the Offeror must already have a facility in place that is approved by DOE prior proposal submission to ensure the successful Offeror is capable of performance starting on July 01, 2020.

4. If we are allowed to submit this facility, can the technical data on the facility be submitted in an attachment to the proposal. This amount of data can not be summarized into 2 pages.

RESPONSE: No, see response to #3 above.

5. Also in VOLUME II – TECHNICAL PROPOSAL INSTRUCTIONS, please refer to (3)

Personnel Qualifications (Tab 3, 3-page limit per resume and 1-page limit per letter of intent) - which states "The Offeror shall provide written resumes for all personnel proposed that will start effective upon contract award (9 Full Time Equivalent (FTE) personnel)".

Will the successful bidder be required to give incumbent personnel "a first-right-of-refusal" offer?

RESPONSE: No. However, the Offeror must propose personnel with the minimum qualification requirements as instructed by RFP Section L&M.

6. If so, how will the personnel recruited by the bidder be handled?

RESPONSE: See response under #5 above.

7. Of the nine (9) specified positions how many open positions does the incumbent contractor currently have?

RESPONSE: This requirement contemplates additional scope beyond the current contract. Under this RFP, the Government expects increased workload in the future which is why the Government provided the number of FTE’s necessary to do the work within the PWS and Cost Model – 9 FTE’s total.

8. Please confirm, despite a secret FCL to address restricted data, that:

a. The ability to possess a DOE granted Q-clearance comes on top of a DoD granted

Top Secret clearance, and;

RESPONSE: Yes, a DOE Q-Clearance is only granted through reciprocity if the Offeror currently holds a DoD T/S Clearance.

b. All contract personnel with a TS clearance are held by a company with a corresponding TS FCL, and;

RESPONSE: Yes, the clearance level held by the Offeror would similarly need to be held by all personnel employed by the Offeror that would be employed for this contract scope.

c. A TS FCL must be adjudicated and in place upon award.

RESPONSE: A DoD T/S Clearance must be transferred via reciprocity to a DOE Q- Clearance prior to award.

9. General – (a) Is there an incumbent currently performing this work? (b) If so, who is the incumbent? (c) And what is the current contract number the work is being performed under? (d) Is this solicitation for more, less, or essentially the same amount of personnel and work? (e) Is there an historical FTE count for this work?

RESPONSE: The incumbent is PMTech, Inc. under Contract No.

89233118CNA000006. This RFP is not for the same scope, or amount of work, as prescribed in the current contract. This requirement contemplates additional scope beyond the current contract. Under this RFP, the Government expects increased workload in the future which is why the Government provided the number of FTE’s necessary to do the work within the PWS and Cost Model – 9 FTE’s total.

10. General – Who is the current Classification Officer for the government on this effort?

RESPONSE: Michael L. Gates is the current NNSA Program Classification Officer.

Offerors are reminded that any communications regarding this RFP are to be directed to the Contracting Officer.

11. Attachment 1, Section L&M, Section NNS-L-1002 - VOLUME I – OFFER AND OTHER DOCUMENTS INSTRUCTIONS (b)(2) – This section requires that the “Offeror must provide a facility and computer/communication equipment approved to generate, process, store and protect classified information up to, and including, Secret/Restricted Data at the time of contract proposal submission.” In Attachment 2, Article 12, Page 6, it states that the “contractor must provide a facility and computer/communication equipment approved to generate, process, store and protect classified information up to and including Secret/Restricted Data must be available upon contract award. Can the government clarify if the facility needs to be available upon proposal submittal or contract award?

RESPONSE: In order for the successful Offeror to be able to meet the PWS requirements of providing a DOE approved facility and computer/communication equipment approved to generate, process, store and protect classified information up to and including Secret/Restricted Data “available upon contract award,” the Offeror must be able to prove it already has a facility capable of meeting the RFP requirements “at the time of contract proposal submission.” If the Offeror does not have a viable facility at the time of proposal submission, the Government would be unable to validate such facility by the time of contract award. Therefore, the Offeror must demonstrate that it already possesses a DOE approved facility in order to realistically meet the PWS requirement timeline of “available upon contract award.”

12. Also, as this is a very specific requirement for a very specific facility, would the Government consider a proposal valid where the Offeror has a similar facility available, a DOE Facility Clearance, and the ability to turn on those systems with an awarded contract that the government is able to readily inspect and accredit?

RESPONSE: No. Attch 1 - Section L&M (Amd 0001) states “The Offeror must provide an active facility clearance code with the Department of Energy (DOE), or provide a CAGE code that can verify an active facility clearance with another Government Agency (i.e. Department of Defense, DOD) under this portion of the proposal for the prime Offeror, and all proposed subcontractors (i.e. all tiers). If the Offeror or subcontractor(s), does not have an active facility clearance with either DOE or DOD, the Offeror must provide information necessary to demonstrate that it can meet this requirement through reciprocity utilizing an active facility clearance from another Government Agency. This is required in order to ensure the Offeror can realistically obtain the personnel clearances IAW the RFP requirements (i.e. listed under Attch 5 – Draft CSCS Form DOE F 470.1) prior to commencement of work on July 01, 2020. As a result, Offerors and subcontractors proposed that to do not currently have a facility clearance with DOE/DOD or other Government Agency, will not be eligible for award and will not be evaluated further. No other security clearance substitutions, or proposal information will be accepted.” The DOE/NNSA audit and approval process for Offerors that do not current possess a DOE approved facility cannot be utilized under this RFP as it could take anywhere from 4-6 months under normal circumstances to approve. Under the current COVID-19 circumstances, it would likely take much longer due to the current travel conditions. Prior to contract award, the Government needs to validate the current facility clearance, clearance transfers for all personnel, and ensure the DOE approved facility is viable IAW the RFP Section L&M. Therefore, the Offeror must already have a facility in place that is approved by DOE prior proposal submission to ensure the successful Offeror is capable of performance starting on July 01, 2020.

13. Attachment 1, Section L&M, Section NNS-L-1002 - VOLUME I – OFFER AND OTHER DOCUMENTS INSTRUCTIONS (e)(2) – This section requires the offeror to provide the “Names and titles for each proposed Key Person for the positions identified in paragraph (a) in DEAR - 952.215-70 Key Personnel (DEC 2000)”. As paragraph (a) of the referenced DEAR clause is TBD in the solicitation, can the government clarify that there are no Key Personnel in this solicitation?

RESPONSE: DEAR - 952.215-70 Key Personnel (DEC 2000) (b) states that key personnel consist of “Derivative Classifier/Classifier (5 FTEs); and Program Manager (1 FTE).” Under DOE-H-2070 Key Personnel (OCT 2014), Key Personnel names are dependent on the successful Offeror which is why it is labeled as “TBD.” Key personnel are also listed within the PWS under Section 13.0, Labor Category Information Chart.

14. Attachment 1, Section L&M, Section NNS-L-1002 - VOLUME I – OFFER AND OTHER DOCUMENTS INSTRUCTIONS (e)(3) – This section states that the “resulting contract may require performance on a DOE/NNSA site”. Can the government clarify which DOE/NNSA sites the offeror may be required to perform at?

RESPONSE: The successful Offeror may be required to travel to the DOE/NNSA Albuquerque Complex located in Albuquerque, NM on Kirtland Air Force Base to provide program support including site assistance and program evaluation support activities, when required.

15. Attachment 1, Section L&M, Section NNS-L-1003 - VOLUME II – TECHNICAL PROPOSAL INSTRUCTIONS (b)(2) – Can the government clarify that the contractor facility can be located anywhere in the continental US?

RESPONSE: Yes, the facility can be located anywhere within the continental US.

16. Attachment 1, Section L&M, Section NNS-L-1003 - VOLUME II – TECHNICAL PROPOSAL INSTRUCTIONS (b)(3) – As this is a T&M contract, can the government confirm that “9 Full Time Equivalent (FTE) personnel” proposed will be required at time of transition under this contract? Can the government provide the historical FTE count under the incumbent contract?

RESPONSE: The 9 FTE personnel will be required at the start of full performance starting on July 01, 2020. This requirement contemplates additional scope beyond the current contract. Under this RFP, the Government expects increased workload in the future which is why the Government provided the number of FTE’s necessary to do the work within the PWS and Cost Model – 9 FTE’s total.

17. Attachment 1, Section L&M, Section NNS-L-1003 - VOLUME II – TECHNICAL PROPOSAL INSTRUCTIONS (b)(3) – This section states that the “Offeror shall provide written resumes for all personnel proposed that will start effective upon contract award”.

Given that this is a small business set-aside, and no small business except the incumbent will have nine such personnel standing by awaiting award of this contract, can the government limit resumes to only key personnel? Requiring resumes for all personnel will certainly limit competition to the government in contra of the reason to competitively bid this opportunity out to small businesses.

RESPONSE: Please see revised Attch 1 – Section L&M (Amd 0001) Section NNS-L- 1003 - VOLUME II – TECHNICAL PROPOSAL INSTRUCTIONS (b)(3) which has been updated to address these concerns accordingly.

18. Attachment 1, Section L&M, NNS-L-1005 - VOLUME III (Criterion 2) – PRICE PROPOSAL INSTRUCTIONS (c) – Is the only requirement for this volume a completed “Attachment 3 – Cost Model” in Excel format? Can we simply label the completed Excel file as Vol III? Or does this volume need a cover page, table of contents and glossary, as required under NNS-L-1001 - INSTRUCTIONS FOR PROPOSAL PREPARATION – GENERAL (d)(3)?

RESPONSE: The only requirement for Volume III is a completed “Attachment 3 – Cost Model” in Excel format. Any cover page, table of contents and glossary deemed necessary for this section is at the discretion of the Offeror. Please see revised Attch 1 – Section L&M (Amd 0001) NNS-L-1001 - INSTRUCTIONS FOR PROPOSAL PREPARATION – GENERAL (d)(3) which has been updated to address these concerns accordingly.

19. Attachment 1, Section L&M, NNS-L-1005 - VOLUME III (Criterion 2) – PRICE PROPOSAL INSTRUCTIONS (c) – This section states that the “offeror must also specify the number of people that will be utilized to perform the specified effort”. Can we simply add a Note at the bottom of the spreadsheet for this information?

RESPONSE: The number of individuals may be noted at the bottom of the spreadsheet and shall be consistent with all other Volumes of the proposal. All proposal requirements (e.g. providing resumes) contained in Section L still apply.

20. Attachment 1, Section L&M, NNS-L-1005 - VOLUME III (Criterion 2) – PRICE PROPOSAL INSTRUCTIONS (d) – This section sates that the “proposed fully-burdened rates shall include all applicable local, state and federal taxes and duties to include applicable New Mexico Gross Receipts Tax where/if applicable”. This is in direct contradiction with the solicitation (CLIN 0001, Page 2 of 46) that states that NMGRT is billable as an ODC on “actual expense incurred”. Can the government clarify which is correct? If it is part of the T&M rate, that would make anyone with a NM facility much less competitive.

RESPONSE: NMGRT, if applicable, shall be included in the T&M rate. CLIN 0001 verbiage is in relation to travel expenses only. NMGRT as applicable to travel expenses will be billed as an ODC on actual expense incurred. See updated Attch 7 – Model RFP (Amd 0001).

21. Attachment 1, Section L&M, NNS-L-1005 - VOLUME III (Criterion 2) – PRICE PROPOSAL INSTRUCTIONS (e) – This section states that the “offeror must also specify the number of people that will be utilized to perform the specified effort”. As this effort is on an as needed basis, can the government clarify how the offerors shall answer this requirement?

RESPONSE: Estimated hours were provided for pricing purposes, which could be fulfilled using a mix of full-time and/or part-time people. The Offeror shall accomplish this requirement in the same manner it accomplishes the requirement to specify the number of people from Attch 1 - Section L&M, NNS-L-1005 - VOLUME III (Criterion

2) – PRICE PROPOSAL INSTRUCTIONS (c).

22. Attachment 3, Cost Model, T&M Rates – Tab 2: #4 states that “Indirect/Profit amount shall be inclusive of all applicable local, state and federal taxes, duties to include applicable New Mexico Gross Receipts Tax where/if applicable, and offeror proposed profit.” This is in direct contradiction with the solicitation (CLIN 0001, Page 2 of 46) that states that NMGRT is billable as an ODC on “actual expense incurred”. Can the government clarify which is correct? If it is part of the T&M rate, that would make anyone with a NM facility much less competitive.

RESPONSE: NMGRT, if applicable, shall be included in the T&M rate. See updated Attch 7 – Model RFP (Amd 0001).

23. Performance Work Statement, Section 12, Page 6 –Security is not a labor category but rather a field in which there are several labor categories that support various topical areas within security.

How should the proposal address these various labor categories that don’t fit into the ones described in the RFP?

RESPONSE: The security function currently is estimated at 0.5 of an FTE, which accounts for the historical invoice charges under the incumbent contractor.

See updated Attch 3 - Cost Model (Amd 0001) Instructions under Tab 1, in order to add personalized labor categories under Program Support and Security functions under Tab 2 to account for the total fixed number of hours specified at different rates. For instance under Program Support, an Offeror may propose Administrative Assistant at $80/hour for 1700 hours and Engineer at $150/hour for 3000 hours to equal the total 4700 hours required by the Cost Model Instructions. The Offeror is able to choose the specific labor categories make up the 4700 hours required, and the specific labor rate.

24. Performance Work Statement, Section 12, Page 6 – The minimum requirements for the Derivative Classifier/Declassifier labor category would not be adequate for some of the functions described in the PWS on pages 3-4. A more experienced Derivative Classifier/Declassifier would be necessary for developing classification guidance and for developing training and testing program for the classification program. Also, if litigation support is required in the future, more experienced Derivative Classifier/Declassifiers are essential to being successful in supporting Government litigation cases. Does NNSA want to recognize these different levels of expertise?

RESPONSE: No, the Government does not agree that a more experienced Derivative Classifier/Declassifier would be necessary for developing classification guidance and for developing training and testing program for the classification program. The requirements listed within the RFP are the “minimum” requirements for that labor category. Any higher qualification than the minimum will be found “Technically Acceptable.” All Offeror’s should propose competitive prices accordingly.

25. Performance Work Statement, Section 13, Page 7 – In this table, the FTEs required are stated by Labor Category. However, the number of FTE per Labor Category is not consistent with the requirements stated in the PWS. For example, office space meeting the requirements for the protection of classified and controlled unclassified information is required plus the requirement to have equipment approved to generate, process, store and protection classified information up to and including Secret/Restricted Data. This requires security trained personnel in different disciplines; however, the table identified 0.5 FTE for these requirements. On the other hand, 2.5 FTEs were identified for Program Support which is not a major task within the PWS. Have these numbers been transposed in the table and Security should be 2.5 and Program Support should be 0.5?

RESPONSE: No, the numbers have not been transposed under the PWS. The security functions are currently estimated at 0.5 of an FTE, which is supported by the historical invoice charges under the incumbent contractor. The program support functions are currently estimated at 2.5 FTEs, which accounts for the historical invoice charges under the incumbent contractor with a little room for growth in this area. Currently, the incumbent contractor averages about 1.5 FTEs in this area. For competition purposes, the Government has estimated 2.5 FTEs needed in the future. All Offerors will be proposing the same amount of hours in each category, only the labor rates will differ.

See updated Attch 3 - Cost Model (Amd 0001) Instructions under Tab 1, in order to add personalized labor categories under Program Support and Security functions under Tab 2 to account for the total fixed number of hours specified at different rates. For instance under Program Support, an Offeror may propose Administrative Assistant at $80/hour for 1700 hours and Engineer at $150/hour for 3000 hours to equal the total 4700 hours required by the Cost Model Instructions. The Offeror is able to choose the specific labor categories make up the 4700 hours required, and the specific labor rate. Offerors may only choose specific labor categories under Program Support and Security.

26. SF1449, Item No. 00001, Block 20 and Cost Model, Tab 2, Instruction Number 3, Page 1 – In the description describing schedule of supplies/services, it states that if services are performed in New Mexico, NMGRT is considered an ODC and is billable under this CLIN. In the instructions for Tab 2, it states each proposed labor rate should include NMGRT where applicable. This appears to be two different ways to account for the NMGRT. Please provide clarification on which method should be used for NMGRT.

RESPONSE: NMGRT, if applicable, shall be included in the T&M rate. See updated Attch 7 – Model RFP (Amd 0001).

27. Instructions for Proposal Preparation, NNS-L-1003, Volume II – Technical Proposal Instructions, Section (b) (3) (i), Page 8 – A signed Letter of Intent is required with each Personnel Resume stating acceptance with proposed labor rate. A contractor’s hourly billing rates are considered proprietary/confidential business information and should not be disclosed.

Was this intended to say salary rather than labor rate?

RESPONSE: Please see revised Attch 1 – Section L&M under Instructions for Proposal Preparation, NNS-L-1003, Volume II – Technical Proposal Instructions, Section (b) (3) (i), Page 8 which has been updated to address your concern accordingly.

28. Instructions for Proposal Preparation, NNS-L-1001, section (b), (2), Page 1 – Three (3) hardcopies of the proposal are to be sent to the Contracting Officer (CO) via postal/private courier/hand-carried delivery. In this current covid-19 environment and concerns with potential exposure, is only electronic submittal preferable?

RESPONSE: Please see revised Attch 1 – Section L&M Instructions for Proposal Preparation, NNS-L-1001, section (b), (2), Page 1 which has been updated to address your concern accordingly by deleting this requirement to obtain copies due to the COVID-19 current circumstances. Only one (1) electronic copy via Fedconnect will be required.

29. NNS-L-1002 – Instruction for Proposal Preparation – General, Section (d) (10) – This section references Past Performance as an exception for evaluation; however, no other reference is found within the solicitation on Past Performance, which is atypical. How will Past Performance be evaluated for this solicitation?

RESPONSE: Past performance evaluation is not necessary utilizing LPTA techniques under FAR Part 15 and will not be evaluated under this RFP. NNS-L-1002 – Instruction for Proposal Preparation – General, Section (d) (10) has been updated accordingly to delete reference to past performance information.

30. NNS-L-1005 – Volume III (Criterion 2) – Price Proposal Instructions, Item (c) and (e), Page 9 – In both of these items, the solicitation states “The offeror must also specify the number of people that will be utilized to perform the specified effort.” Since the numbers of hours are fixed in the solicitation, what is the intent of “specify the number of people” as stated in item (c) and (e)?

RESPONSE: The requirement could be fulfilled using a mix of full-time and/or part-time employees. Specifying the number of people provides information regarding the Offeror’s approach to fulfill the requirement.

31. Cost Model, Instructions for Tab 1, Column 2, Page 1 – Instruction 2 states “Cite the applicable T&M Rate Summary Rates (Tab 2) for the proposed labor category (Column 2). Do not use composite or averaged rates.” Please explain what is meant by “Do not use composite or averaged rates.”

RESPONSE: Since the labor categories have been provided in the RFP, this requirement has been removed from the Attch 3 - Cost Model (Amd 0001). The flexibility to modify the Program Support and Security labor categories has been incorporated into the RFP instructions under Attch 1 – Section L&M. However, total hours must still equal the hours provided within the Cost Model.