Security_Services_RFP_QA.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

RFP Q&A 9531-18-R-0900-0001 Page 2 of 24 published 7/13/2018

RFP-9531-18-R-0900-0001

Security Staffing for the U.S. Holocaust Memorial Museum RFP Q&A

1. This is a long list of questions, would it be possible to give bidders at least two (2) full weeks to alter their responses after all the questions have been answered?

Yes. The proposal due date is hereby extended to July 26, 2018, 5:00 PM ET.

2. Section C.2.1 - General Orders and Post Orders, provides: "USHMM reserves the right to close a post temporarily or permanently or to have an officer reassigned to assist at another post. The COR will provide notification to Contractor's Project Manager or supervisor when changes are required." How often has USHMM exercised this option in the last 3 years?

Over the past three years this option has not been exercised.

3. Section C.2.1 - General Orders and Post Orders: Do post closures take immediate effect?

Timing is dependent on the situation and circumstances. Immediate action may be required in the event of emergency or exigency.

4. Section C.2.1 - General Orders and Post Orders: "How many hours a week are posts typically closed when this is exercised?

USHMM has no established precedent for post closure.

5. Section C.2.1 - General Orders and Post Orders: Are reassignments occurring between locations (i.e. DC and Maryland sites)?

This has not occurred. Separate and distinct security licenses are required for DC and MD.

Officers are not required to have both licences.

6. Section C.2.1 - General Orders and Post Orders: How much notice will the COR provide when closing or reassigning posts?

Timing depends on the situation and circumstances. The COR will work with the Contractor to ensure all factors are considered when directing these actions.

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7. Section C.2.1 states in part "USHMM shall respectively issue General Orders and Post Orders to Contractor…" Please confirm that the Contractor will have no responsibilities regarding the writing or development of General Orders and Post Orders.

Although the Contractor does not have direct responsibility for writing General Orders, the COR may request input and/or collaboration when changing, updating, or creating orders.

8. Section C.2.2 - Temporary Additional Services (TAS), states, "The COR will normally provide a minimum of 24 hours notice of increased staffing; however, as few as four

(4) hours' notice may be given in case of exigent circumstances as such are communicated in writing to Contractor by the COR no later than 24 hours of the initial notice." Please provide the number of annual hours of TAS requested in FY2016, FY2017, and FY2018 to date. Of these hours, how many were requested with 24 hours notice?

During FY2016, no records were maintained for time periods where requests were made. During FY2017 and FY2018, console hours requested within the 24 hour window are noted below.

FY2016 4130.5 total TAS hours requested

FY2017 3186 total TAS hours requested

2387.5 were requested within the 24 hour time period

FY2018 943.5 total TAS hours requested as of July 1, 2018

334.25 were requested within the 24 hour time period

9. Section C.2.3.02 - Control Center, provides, "USHMM Control Center staff shall be authorized to dispatch Contract employees for routine operations detailed in Post Orders, special orders, and otherwise as directed by the COR." Are USHMM Control Center Staff USHMM employees or contract employees not covered in this RFP?

They may be either USHMM employees or Contract employees (i.e., Console Operators, as defined in RFP paragraph C.3.08), as circumstances dictate.

10. Section C.2.3.02 - Can they dispatch Contractor supervisors?

Yes, they can communicate a need for supervisor field assistance.

11. Section C.2.3.02 - What is the history of the necessity of this requirement?

This request is normally a request that is made by an Officer through the Control Center, however, there may be occasions where the Control Center, based on the seriousness of the

RFP Q&A 9531-18-R-0900-0001 Page 4 of 24 published 7/13/2018 incident or complaint, requests a supervisor to respond to the scene.

12. Section C.2.3.04 on page 5 - We note that the Contractor is required to perform traffic control duties. Will any traffic duties be performed on public roadways?

Yes, but only during a building evacuation, where pedestrians are crossing 15th Street in order to move to an assembly area. All other traffic direction will take place on or at the entrance to the adjacent parking lot.

13. Section C.2.3.07 - Utility Systems requires the Contractor to, "At USHMM's request, perform minor operations and/or record data in connection with the operation of the building utility systems." Will officers be trained in how to perform the minor utility system operations? If so, is this training time billable?

Yes, if this becomes necessary, officers will be provided with the necessary training. This training would be billable.

14. Section C.2.3.08 - Hazardous Conditions states that, "Officers shall also pick up and properly dispose of small debris (tissues, gum/candy wrappers, paper, and the like) when discovered inside USHMM buildings or on exterior premises." Will officers be provided with PPE or other tools to perform this function?

This type of need would only be required if the item presents a hazard. Officers are provided with rubber gloves. If the item or situation requires any additional personal protection, the officer should stand by the area and notify the Control Center to request the assistance of Museum's housekeeping services.

15. Section C.2.3.13 states in part "Temporary personnel supplementation (a minimum of

8 posts) during peak Museum visitation (e.g., between March 1 and mid-June, a period of approximately six months each year)." Time timeframe identified is approximately 3 months, while Exhibit 7 identifies a timeframe of mid-March thru mid-August; please clarify. What are the other times of the year that additional coverage is required?

The time period termed “high season,” which requires supplemental staffing by the Contract, occurs mid-March through mid-August. No other time periods throughout the year require additional coverage.

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16. Sections C.3.02.1 & C.3.03.1 - Will USHMM confirm the Contractor is required to provide the 24-hour cell phones and cell phone services for its assigned PM and Captains?

The Contract requires that the Project Manager and both Captains be available via mobile cellular phone 24 hours a day. USHMM does not provide this equipment.

17. Section C.3.07 states in part, "Addition of unarmed officers shall require Contract modification." Are Console Operators at the Museum and/or the Shapell Center armed or unarmed?

Contractor Console Operators at the Museum are considered Armed Officers. There are no Console Operators at the Shapell Center.

18. Section C.3.07 - The Exhibit 2 Pricing Format Structure provides space for unarmed officer rates at zero hours per year. Please confirm that offerors may leave those spaces blank as rates for unarmed officers will be provided via modification, should they ever be needed?

Hours will remain blank and would require contract modification if needed. However, USHMM requests that Offerors provide pricing for this CLIN, should hours be added at a later date.

19. Section C.3.08 states, "As an augmentation of USHMM Control Center staff, Console Operators shall operate radios, dispatch officers, contact emergency response officials, and notify adjacent agencies during emergencies. USHMM shall provide the Console Operators with supplemental training specific and appropriate to this requirement." Will such training be cost reimbursable? If so, are they reimbursable under CLIN 0010 and CLIN 0015?

Yes.

20. Section C.5.1.04 states in part "Contractor shall be responsible for all costs incurred for re-keying" and "USHMM may deduct replacement costs from Contractor invoices." What do the replacement costs cover and how is that different from the re-keying costs?

Re-keying includes replacement costs as provided in Exhibit 3, and would necessarily include the cost of replacement of all affected keys, not just the cost of re-keying lock cylinders. To elaborate the schedule provided in Exhibit 3 and otherwise by way of example and not of limitation, if a building master key were lost, re-keying would include all costs (parts and labor) of re-keying every cylinder and/or ordering replacement cylinders already re-keyed -- for every lock in the building; the cost of physically visiting every lock and removing and replacing every lock cylinder; the cost of new key blanks and the labor of cutting and marking (or, if electronic, RFP Q&A 9531-18-R-0900-0001 Page 6 of 24 published 7/13/2018 re-programming) those keys, then retrieval of old keys and distribution of new keys; all of the above would likely also include the cost of management time to plan and oversee the sequencing of the entire process to maintain security.) includes re-keying.

21. Section C.5.1.07 - Uniforms, Equipment & Other Property describes classrooms for the on-site training of personnel employed by the Contractor, for the purpose of their understanding and operating all fire alarm systems, security systems, or devices and emergency operating procedures. Can these classrooms also be utilized for Museum Scenario Training and Advanced Training Modules?

Yes, when scheduled in advance, provided no other Museum needs preclude the use of such locations.

22. Section C.5.3.2 provides for two different types of shoes: low quarter and black boots during cold weather. Does USHMM expect the Contractor to supply two pairs of shoes to each officer (1 pair of low-quarters and 1 pair of boots)?

23. Section C.5.3.6 provides, "With the exception of the blazer, the uniform shall be worn on all posts. Uniformed Contract employees will wear the blazer as the outer garment only when designated." Which post locations require a blazer to be worn?

Blazers are currently only worn inside the exhibit space (M-30, M-40) and the Hall of Remembrance (M-20).

24. Section C.5.3.8 states that "Contractor shall conduct uniform inspections prior to the start of each shift to ensure that (a) Contract employees are well-groomed, (b) uniforms are clean and neatly pressed, and (c) officers are in possession of assigned equipment." Section C.5.4.3 states, "The shift supervisor shall inspect firearms daily prior to issuance to staff and upon receipt at the end of the shift. A supervisor shall monitor loading and unloading of weapons." Can USHMM confirm these activities are required before Officers assume their respective posts?

Uniform and equipment inspections should occur before officers assume their posts. Firearms should be inspected prior to receipt by the officer and when returned.

25. Section C.5.4.1 states, "Contractor shall furnish sufficient .38 caliber, 4" barrel, standard police service revolver firearms to equip each armed Contract employee while on duty." Can USHMM confirm speed loaders required? If so, can USHMM specify the quantity to be carried?

Yes, each officer must be equipped with a speed loader, along with 12 additional rounds and the

RFP Q&A 9531-18-R-0900-0001 Page 7 of 24 published 7/13/2018 appropriate speed loader belt carrying case while on duty.

26. Section C.5.4.2(2) and (3) - Contractor is tasked with providing both a COR-approved clearing barrel and safe. Please specify acceptable equipment.

Gun safes are required for both the Museum and Shapell Center. They should be constructed of steel and should be designed to deter and prolong break-in attempts. The size of the safe should be large enough to accomodate the storage of all weapons and ammunition used on each of the sites.

Unloading stations and equipment should be designed to meet the safety needs of the location where it is to be used. The unit should be sufficiently designed to capture and contain the type and caliber of the ammunition carried by each officer, if an unintentional discharge occurs while loading or unloading the weapon.

27. Section C.5.4.6 describes ammunition requirements. Does the contract require a certified armorer for weapons maintenance and ammunition control/issuance?

No, however, weapons should be inspected regularly and maintained in a manner to ensure proper and safe operational needs.

28. Section C.5.5 provides, "Contractor shall issue to all Contract employees body armor that meets the standards set by National Institute of Justice certification for Level IIIA. This requirement also includes the issuance of two body armor carriers.

USHMM reserves the right to determine, in the absence of the Contractor making a determination, that the wearing of the body armor is mandatory while performing productive hours. USHMM also reserves the right to make the wearing of body armor mandatory during periods of heightened security or specific threat." If the Contractor makes the determination that body armor is not mandatory during productive hours, will the USHMM honor that decision, except during situations of heightened security or specific threat? Or will the USHMM override that decision even in times of normal security presence?

At the time of this Q&A publication, USHMM is not prepared to provide a definitive answer to this question. USHMM instituted the body armor requirement following an active shooter incident in 2010. Any determination must be made in the light of case-specific information and circumstances. RFP paragraph L.09.5 affords each Offeror the opportunity to reflect any assumptions that materially impact performance or other aspects of their proposal.

29. Section C.5.6 – Supplementary Equipment - Are any Contractor-supplied vehicles required to support this contract?

No.

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30. Section C.5.6.4 states, "All on-duty officers shall post wearing a working surveillance kit." Please indicate the exact specifications of the surveillance kit that the USHMM desires to be provided to officers.

3 Piece Surveillance Kit RSM-Small

3.5 mm Jack

Remote Speaker Mic - receiver only, single wire Speaker mic accessory, GRSMA-3.5L

Interchangeable ear option Basic acoustic tube

AT-6

31. Section C.5.3.7(5) on page 13 - We note the prohibition on beards. It is our understanding that the EEOC requires employers to provide exceptions to that prohibition for religious as well as medical reasons. Accordingly, will the USHMM revise the cited section to include the following as the new last sentence? "Legally mandated exceptions for religious reasons will also be granted to the foregoing requirement."

Yes, USHMM hereby adopts this insertion.

32. Section C.6.1 Training states, "All contract employees must successfully complete all initial training requirements required hereunder…" Do the incumbent employees meet the contract training requirements?

The majority of current employes meet the contract requirements. At this time, depending on the particular area of instruction, 8% to 12% do not meet all of the new contract requirements.

33. Section C.6.1 Training states, "All contract employees must successfully complete all initial training requirements required hereunder…" Will any incumbent personnel be required to re-take any of the training requirements outlined in Section C.6?

No, except requirements deemed refresher or site scenario training.

34. Section C.6.2.1 - What does the 24 hours of government-provided classroom instruction entail?

Post Orders General Orders

RFP Q&A 9531-18-R-0900-0001 Page 9 of 24 published 7/13/2018

Museum Policies History of the Holocaust/Museum Tour Review of Museum Operations/General Council Terrorism/suspicious behavior/field interviews Active Shooter incident review Ethics Workplace violence Emergency evacuations Cultural Sensitivity Customer Service Conflict Communications

35. Section C.6.2.1 states, "Contract employees who complete but fail to pass the

USHMM-specific training may not retake the course." Does this mean that employees who fail the USHMM tests are immediately separated from the contract?

36. Section C.6.2.2 states in part "The number of hours of training and the posts to which the special requirements apply shall be specified when it becomes necessary." Will the USHMM pay OT or TAS rates for this specialized training? This is particularly relevant if little notice is provided.

This training will be scheduled in advance and paid at the fully-loaded rate.

37. Section C.6.2.2 - Will this training be provided on an annual or other regular basis to ensure that this perishable skill is maintained?

Training will be provided on an as-needed basis.

38. Section C.6.2.2 - How will personnel to be trained be identified? Will this be a responsibility of the Contractor or the USHMM?

Training candidates will be recommended by the Contractor for USHMM's review and approval.

39. Section C.6.2.2 - Is this training conducted while on-duty and thus billable? If not, approximately how many hours per year overall is this training?

Yes, training is on-duty and billable.

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40. Section C.6.2.2 - Will incumbent Console Operators be required to retake this training?

Yes, if a refresher becomes necessary due to lengthy absence from working in the position. This will most likely be an OJT type of training.

41. Section C.6.2.3 provides, "All USHMM-specific training will be held at a Museum location, with scheduling determined and coordinated between the COR and the Project Manager. Such training will not be given in classes of less than 5 students or more than 20 students. Due to limited availability of classrooms at the Museum, specified training dates, once set, cannot be changed." The above provision seriously hinders a Contractor’s ability to hire new personnel and staff open posts that may occur as a result of turnover. As provided in Section F.2.10, the USHMM desires a retention rate of 70%. Should the Contractor achieve an exemplary retention rate higher than 70% (80 or 90%), the infrequency of turnover combined with the minimum class size of 5 students could potentially result in long periods where prospective hires cannot be trained and thus additional unbillable overtime occurs.

Will USHMM will be flexible in its mandate that classes must meet a minimum of 5 students? If the answer is "No," will USHMM waive liquidated damages for open posts caused as a result of the USHMM’s minimum class size?

USHMM will exercise good faith and reasonable discretion in overseeing performance against the requirement.

42. Section C.6.2.3 - Will USHMM-specific trainers be available 7 days or a week or only

M-F, weekends, or some other schedule?

Availability is Monday through Friday.

43. Section C.6.2.5 describes the training reimbursement process. Will the contractor be allowed to recover a prorated reimbursement for training for personnel that do not reach the 90 day limit?

44. Please provide the turnover rate for new hires who do not stay on the contract within the mentioned 90-day window.

In 2018, we had a total number of 24 attend training. Thirty percent did not make the 90 day window.

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45. Will the additional Contractor-Provided Training indicated in Section C.6.3 be considered billable or should this training be loaded into the hourly rates?

The USHMM-approved Museum Scenario Training described in C.6.3.5 is performed after duty hours and is billable under the appropriate Training CLIN (0010 or 0015). USHMM considers successful fulfillment of all other training specified in this RFP section to be minimum qualifications prerequisites for performance under the Contract.

46. Section C.6.3. Contractor-Provided Training - Do the incumbent employees meet the contract training requirements within this section?

47. Section C.6.3.1 describes the OJT requirements. Is there a minimum number of hours that constitute OJT?

24 hours.

48. Section C.6.3.6 discusses Advanced Training and identifies the subject areas that must be covered. Is there a minimum number of hours that are required when training for the 5 specific subject areas identified in the RFP? For example, Active Shooter Response could include lecture and practical exercises equaling 8-12 hours.

USHMM requires a minimum of 16 hours in the aggregate to cover all of the listed topics.

49. Section F.2.03 states in part that "Contractor’s workforces shall consist of not less than 85% full-time staff." Will this figure fluctuate between the low and high season?

50. Section F.2.05 - Productive Hours - Multiple areas of the RFP indicate the potential for Gear-up / Gear-down, mount and dismount time, or roll call. Do such factors impact this contract, and if so, are they considered billable before shift time? What are the historical amounts?

Armed Officers are expected to be armed and ready for duty at roll call, the timing of which varies. Including roll call, a typical eight hour billable day might be described as starting at 9:15 AM and extending through 5:45 PM, corresponding to the full Museum shift and a 30 minute midday break. Gear up/gear down falls outside of billable hours.

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51. F.2.05 Productive Hours - Can USHMM confirm the NTE hours provided in the Pricing Schedule are inclusive of only productive and training hours or may Offerors include vacation, sick, bereavement, and jury duty hours in its fully loaded rates?

USHMM confirms that the NTE hours provided in the Pricing Schedule are inclusive of only productive and training hours, and will reject the inclusion of vacation, sick, bereavement, and jury duty hours in fully loaded rates.

52. Section F.2.10 - Retention Rates, states that "Contractor will maintain a 70% employee retention rate.…" What was the retention rate of the incumbent employees in FY2017?

97%

53. Section F.2.10 - Retention Rates – Please provide a current seniority list and the associated current annual retention rate.

97.56% current high season retention rate, see the table below for seniority details. Please note that the names redacted for this publication will be made available to the awardee as necessary and appropriate.

Officer seniority Date onboarded active/inactive current posting 1 5/1/1995 Active DC 2 9/1/1996 Active DC 3 12/16/2003 Active DC 4 4/19/2004 Active DC 5 1/2/2005 Active DC 6 8/9/2007 Active DC 7 9/18/2007 Active DC 8 7/28/2008 Active DC 9 10/6/2008 Active DC

10 4/21/2009 Active DC 11 7/21/2009 Active SC 12 3/2/2010 Active DC 13 3/15/2010 Active SC 14 6/29/2010 Active DC 15 3/18/2011 Active DC 16 4/19/2011 Active DC 17 6/2/2011 Active SC 18 7/29/2011 Active SC 19 2/10/2012 Active DC 20 3/8/2012 Active DC 21 3/15/2012 Active DC 22 3/16/2012 Active DC 23 3/22/2012 Active DC

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24 3/27/2012 Active DC 25 12/20/2012 Active SC 26 3/5/2013 Active DC 27 4/2/2013 Active DC 28 4/22/2013 Active DC 29 4/22/2013 Inactive SC 30 1/9/2014 Active DC 31 1/25/2014 Active DC 32 2/12/2014 Active DC 33 3/15/2014 Active DC 34 5/24/2014 Active DC 35 9/9/2014 Active DC 36 9/18/2014 Active DC 37 10/6/2014 Active DC 38 2/12/2015 Active DC 39 4/10/2015 Active DC 40 5/5/2015 Active DC 41 7/8/2015 Active DC 42 11/13/2015 Active DC 43 11/23/2015 Active DC 44 12/10/2015 Active DC 45 7/18/2016 Active SC 46 12/2/2016 Active SC 47 2/3/2017 Active DC 48 2/3/2017 Active DC 49 3/13/2017 Active SC 50 3/13/2017 Active DC 51 3/13/2017 Active DC 52 6/16/2017 Inactive (m) COR 53 7/25/2017 Active DC 54 7/27/2017 Active DC 55 7/27/2017 Active DC 56 3/18/2018 Active DC 57 3/21/2018 Active DC 58 3/21/2018 Active DC 59 3/21/2018 Active DC 60 4/3/2018 Active DC 61 4/12/2018 Active DC 62 4/24/2018 Active DC 63 4/24/2018 Active DC 64 4/24/2018 Active DC 65 5/1/2018 Active DC 66 5/10/2018 Active DC 67 6/27/2018 Active DC

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54. Section F.2.10 - Multiple sections of the RFP indicate that all posts must be fully staffed at all times. Is full-staffing a current issue on the contract? If so, what is the cause of the issue? Is it related to SPO-licensing, USHMM-specific training and availability of such training, or other issues?

Full staffing is an issue during high season. Licensing, training, uniform acquisition, untimely departures and the use of sick leave each impact staffing compliance.

55. In Section F.2.10 Retention Rates, what is the measurement/formula for calculating?

If someone is promoted, does that count against retention? Does Low Season staffing count against the Retention goals?

Promotions opportunities arise as a result of attrition. Attrition counts against retention. Both low season and high season staffing needs must be met in order to meet the retention rate described in the RFP.

The formula for calculation is provided in paragraph F.2.10, with the total quantity of required officers and actual quantity supplied as inputs. For example, if the required number of officers is 75 but the actual strength is 69, USHMM will calculate this as 75/69 = 92% retention rate.

56. Section G.3.2 states in part "Should it be determined that any Contract employee was convicted of any of the aforesaid offenses, the Contractor shall immediately and permanently remove this individual from the Contract." Does this statement include an employee’s entire history, or convictions within the last 7-10 years? Does the same apply to misdemeanors?

Yes, this statement includes the employee’s entire adult history. Misdemeanors are included, however, the USHMM will consider the applicant’s age at the time of the offense, the disposition of charges, along with any unusual circumstances. Individual submissions for consideration will be reviewed and adjudicated by USHMM Threat Assessment Personnel.

57. Will USHMM insert the following as the last sentence of Section G.3.5.7 on pages 29‐ 30? "In adjudicating any criminal background checks, USHMM shall adhere to the criteria set forth in EEOC Enforcement Guidance 915.002 (4/25/12)."

All Contract terms and conditions are subject to applicable law. See, e.g., FAR 52.233-4.

58. Section G.3.5.8 on page 30 - We note the requirement for the Contractor to conduct credit history checks on all personnel. It is our understanding that the EEOC has cautioned that any employment restrictions based on credit history must be based on a clear connection between credit history and a person’s job duties, i.e. the position

RFP Q&A 9531-18-R-0900-0001 Page 15 of 24 published 7/13/2018 allows access to large amounts of cash or credit card information. For each position, please explain the job duties that warrant performance of credit checks.

This solicitation describes a need for professional security services. By definition, this entails a critical security function. As such, prospective personnel can reasonably be expected to be subject to the most stringent suitability review. RFP paragraph L.09.4 allows Offerors to state and justify any exceptions and RFP paragraph L.09.5 affords each Offeror the opportunity to reflect any assumptions that materially impact performance or other aspects of their proposal.

USHMM will consider all exceptions/assumptions on their individual merits, while reserving the right to reject proposals which are nonresponsive to our published expectations. As of the date of this Q&A publication, USHMM cannot offer more definitive guidance.

59. Section G.3.6.3(8) - Simulated Weapons Training System - it seems that a specific system is desired as we are not sure of a system currently available for purchase with a "system training video cassette" but rather on DVD technology. Can you please provide the make/model of the suggested system?

"System training video cassette" should read as "system training video." The Beamhit TR700 Target and Laser Transmitter Rod Kit is currently in use, but this is not indicative of any particular system preference. USHMM will consider acceptable any system which meets or exceeds the minimum functional requirements described in this paragraph.

60. We assume that compliance with the fitness standards in Section G.3.7 on pages 31‐32 of the Solicitation is intended to be in accordance with the Americans with Disabilities Act. Is this correct?

All Contract terms and conditions are subject to applicable law.

61. Section G.3.7.1: Have all the criteria included in Exhibit 10 been validated and determined to address essential job functions?

As stated, the form is authorized by 5 U.S.C. § 552(a). All Contract terms and conditions are subject to applicable law.

62. Section G.3.7.1: It is our understanding that the Americans with Disabilities Act permits an employer to conduct a post‐assignment physical only when job‐related and consistent with business necessity. Will USHMM replace the first sentence of the cited section with the following? "Contract employees shall be required to pass a medical fitness examination prior to employment and thereafter whenever job‐related and consistent with business necessity."

No. The sentence will be read in a manner consistent with existing law.

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63. Section G.3.7.2: It is our understanding that the Americans with Disabilities Act permits an employer to conduct a post‐assignment physical only when job‐related and consistent with business necessity. Will USHMM replace the cited section with the following? "Incumbent Contract employees who have certifications of medical suitability accepted by USHMM are not required to submit another certification unless such certification is specifically requested by the CO or COR and is job related and consistent with business necessity."

No. The section must be interpreted in a manner consistent with existing law.

64. Section G.3.7.3 - Will USHMM insert the phrase "To the extent job‐related and consistent with business necessity" at the beginning?

65. Section G.3.7.3(2) - Will USHMM substitute the following language? "Physically capable of performance of all essential job duties, with or without reasonable accommodation."

66. Section G.3.7.3(4) - Will USHMM insert the phrase "essential job duties" after the word "perform" on line 2?

No. The interpolation is superfluous and invites unwarranted dispute over essential vs.

nonessential performance.

67. Section G.3.7.3(5) - Will USHMM insert the word "essential" before the word

"security" on the last line?

68. Section G.3.7.3(6) - Will USHMM substitute the following language? "Mentally and emotionally stable. They should be able to perform the essential functions of the job during situations involving mental stress."

69. Section G.3.7.3(7) - Will USHMM insert the word "essential" before the word

"duties"on line 2?

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70. Section G.3.7.3(8) - Will USHMM insert the phrase "with or" before the word

"without" on line 4?

71. Section G.3.7.3(9) - Will USHMM replace the word "assigned" on line 2 with the word "essential"?

72. Section G.3.8.2(3) - Is random drug testing required? If so, what percentage?

This question is fully addressed by the language of the referenced section.

73. Section G.3.9.1 describes the physical fitness testing requirements. Will the USHMM provide statistics regarding employee injuries during testing? Who assumes liability if an injury occurs?

Over the past four years, no injuries have been reported as a result of agility testing. USHMM will consider any Contractor liability concerns in light of the specific facts and circumstances of the incident in question and in a manner consistent with the Contract [see, e.g., RFP paragraph H.4, et seq. ("Insurance & Indemnification Requirements")]. As of the date of this Q&A publication, USHMM cannot offer more definitive guidance.

74. Section G.3.9.1 - Please confirm that the time limits are exclusive of the fire stairwell ascension.

That is incorrect. The time limits include both the stairwell ascension and the practical aspect of the testing.

75. Section I - Insurance types and limits do not appear to be addressed in Section I. FAR

52.228‐5 which is incorporated by reference on page 43, states only that "Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract." Please specify the required insurance types and limits.

USHMM's minimum insurance standards are fully described at RFP paragraph H.4.

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76. Section I - Please confirm that this contract should include FAR Clause 52.222-17 Nondisplacement of Qualified Workers.

Yes, the relevant portion of the provision is incorporated at Section L.08.3.5(4)

77. Section I, FAR 52.229-3 - Is USHMM exempt from payment of District of Columbia and Maryland sales tax?

78. Section L.06.1 - Please provide a listing of all the companies attending the walk‐thru.

The list is as follows:

Print Name Title Firm Name Phone # E-Mail

Deodato Arruda

Regional Vice President

Allied Universal Security

202.534.3471| C: 202.480.143 deo.arruda@aus.com

Gerald Lane General Manager

Allied Universal Security 202-957-9299 Gerald.lane@aus.com

Peter Covington Project Manager

American Eagle Protective Services

202 816-9049 ppcov@aol.com

Eric "Ric" Pohland President/COO

American Security Programs

703-955-5456 RPohland@Securamericallc.com

Zac Hall Business Development

American Security Programs

703-955-5486 ZHall@Securamericallc.com

Kristian Kluzinski

Director, Domestic Programs

Centerra Group (Constellis) 703-673-4224 kris.kluzinski@centerragroup.com

Larry Stacy Director, Bus.

Dev.

Centerra Group (Constellis) 703-673-4707 Larry.Stacy@centerragroup.com

Kenneth Nolan Crawford

Federal Capture Manager

Command Security Corporation

571-643-4318 NCrawford@commandsecurity.com

Michael Katz Vice President Elite Protective

Services, Inc 240 893 6312 Mkatz@elite-protective.com

Michael Leto Vice President Inner Parish

Security Corp. 985-507-6360 mdleto@ipsc.biz

Greg Hollis Business Development

Inner Parish Security Corp. 301-44-7820 ghollis@ipsc.biz

Jay Juarez VP, Operations Inter-Con Security Systems (571) 384-7051 jjuarez@icsecurity.com mailto:kris.kluzinski@centerragroup.com mailto:NCrawford@commandsecurity.com

RFP Q&A 9531-18-R-0900-0001 Page 19 of 24 published 7/13/2018

Reve Smith Business Development

Inter-Con Security Systems (571) 384-7048 rsmith@icsecurity.com

Hannah Newman Daphna

Vice President ISS Action 917-626-2504 htopper@issaction.com

Nakita Ollivierre Project Manager ISS Action 718-978-3000 ext. 103 nakitao@issaction.com

Bruce Kuhlman CEO KR Contracting, Inc.

301-797-7569 EXT 1002 bkuhlman@krcont.com

Ernest Davis

Regional Manager

KR Contracting, Inc.

301-797-7569 EXT 1004 edavis@krcont.com

Tom R.

Allen President M&T Allen, Inc. 240-417-3879 tom.allen1947@yahoo.com

Debi McGuire

Proposal Manager

Paragon Systems 571-321-0931 dmcguire@parasys.com

Robert Rubin Vice President Paragon

Systems 571-323-9136 rrubin@parasys.com

Carlos Martinez

Director of Operations

Security Assurance Management, Inc.

202-293-8011 cmartinez@securassurmgt.com

JW Lanum Consultant

Security Assurance Management, Inc.

202-293-8011 jw.lanum4077@gmail.com

Richard Rosenthal

Client Development Manager

Summit Security Services, Inc. 301.814.6654 rrosenthal@rsrconsult.com

Dennis Harris Project Manager TriCorps Security 239-370-0202 dennisharris@tricorps.com

Tim Hughes Assistant Project Manager TriCorps Security 540-684-8643 timhughes@tricorps.com

Richard Hamilton, Sr.

President The Watkins Group 202-581-2871 rhamilton@thewatkinsgroup.com

Richard Hamilton, Jr.

Director of Quality Assurance

The Watkins Group 202-581-2871 rhamiltonjr@thewatkinsgroup.com

79. L.08 - Please provide any required formatting requirements (Font Style, Font Size, Spacing Requirements, etc.)

USHMM has not imposed formatting requirements. USHMM recommends that Offerors conform to RFP organizational structure and avoid interpolating irrelevant content to expedite evaluation and reduce the risk that USHMM's technical team misses otherwise material information. Offerors are advised to communicate as intelligibly and clearly as they can.

mailto:dmcguire@parasys.com

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80. L.08 - Can the Museum confirm headings are not counted in the word limits specified for the Technical Proposal?

Yes, so long as the heading does not require close attention, parsing, or extended reading, or dwarf rather than support the content it is labeling. A rule of reason applies with respect to word count and total pagination.

81. For the Proposal Submission, we kindly ask to revisit the number of word limit to properly answer these few specific sections: L.08.1.1 Understanding of the Requirements, L.08.1.2 Explanation of Proposed Methodology, L.08.2.1 Reference Information.

82. Section L.08.1.1 - Understanding of Requirements - ….in a manner consistent with

USHMM’s stated requirements, excluding illustrations which shall not count against the limit, max. 500 words]: Does this requirement mean 500 words for each section (C, E, F, and G) for a total of 2,000 words? Or 500 words for all sections combined?

500 words for all sections combined. Offerors can be responsive with a simple table or checklist approach.

83. L.08.1.2 - The RFP requires, "A narrative description of how the proposed solution meets all of USHMM's requirements, demonstrating an effective manner of accomplishing them and including without limitation a document specifying the rationale for any equipment proposed." To the extent that a separate document is required to explain proposed equipment, does this fall outside of the word count?

No, although any separate, standard third party commercial equipment specs an Offeror attached to illustrate and identify proposed equipment would not be subject to word limits.

84. L.08.1.2 - Can the Museum clarify the "equipment proposed" is in addition to any Contractor-furnished equipment already specified in the RFP, or should this document be inclusive of all Contractor-furnished equipment?

The document should include all Contractor-furnished equipment.

85. Section L.08.1.2 - Explanation of Proposed Methodology - …..in a manner consistent with USHMM’s stated requirements, excluding illustrations which shall not count against the limit, max.1,500 words]: Does this requirement mean 1,500 words for each

RFP Q&A 9531-18-R-0900-0001 Page 21 of 24 published 7/13/2018 section (C, E, F, and G) for a total of 6,000 words? Or 1,500 words for all sections combined?

1,500 words combined.

86. Section L.08.3.4 on page 52 states, "Large Business Firms selected for award shall be required to submit a Small Business Subcontract Plan upon request." For large businesses, is this required with proposal submission? If not, what is the likelihood that a Small Business Subcontract Plan will be required, and when is it to be submitted?

The clause states that USHMM may request a Large Business Firm to whom an award is anticipated to submit a Small Business Subcontract Plan. If this situation arises and the CO determines a submission to be desirable or necessary to effect award, the CO will inform the affected Offeror(s) of the Museum's submission requirements at an appropriate time.

87. Sections L.08.3.5 (1) and (2) require resumes for Key Personnel, and refers back to Section G.2 to identify these individuals by title. Section G.2 identifies Key Personnel as the Project Manager, Captains, Shift Supervisors, Field Supervisors, and any other individuals deemed “Key” by the Contractor. Section L.08.3.5.(4) states only Project Manager and Captain resumes are required, citing FAR 52.222-17-C (1)(ii), and stating that Shift and Field Supervisor resumes are not required. Would USHMM advise which Key Personnel resumes are required in technical proposals under this

RFP?

The minimum responsiveness requirement is fully defined in the language of L.08.3.5(4).

Anything beyond that lies within the discretion of each Offeror.

88. Section L.09.1.1 - Section B.2.2 states, "Renewal rates for each of the prospective option years shall not exceed the previous year's labor rates plus the percentage increase for U.S. City Average for the most recent twelve month period (Consumer Price Index for All Urban Consumers: Selected Areas, all items index).

Notwithstanding anything herein to the contrary, in the event that a new CBA is negotiated during the course of this Contract, the prevailing wages set forth in that agreement will form the basis for renewal rates and be subject to equitable adjustment of Contract rates for non-supervisory Contract employees." For evaluation purposes, does USHMM prefer Offerors to use one rate related to wages and benefits for the base and all option years? If so, will USHMM allow for a request for equitable adjustment post award?

Only to the extent required by a new CBA. USHMM will otherwise hold the Contractor accountable for its proposed rates.

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89. Section L.09.1.1 - Labor Categories and Rates - Please confirm if it is permissible to price anticipated escalations for officer-level, Supervisory and overhead positions at a 5-year average instead of escalating wages each period?

Yes, provided the calculation is stipulated as such. USHMM takes no position as to the competitiveness of this pricing approach.

90. Referencing L.09.1.2 - For the non‐union positions, can you provide the Wage Determination classification? Would it be Guard II or something else?

No. There is no applicable classification. Designation is at the discretion of each Offeror.

91. Referencing L.09.1.2 - For the non‐union positions, does the Department of Labor

Health and Welfare of $4.41 per hour need to be paid in cash or can it be placed into a benefits plan?

This lies within the discretion of each Offeror to determine, provided the adopted approach is specified in the proposal and remains subject to USHMM audit for post-award compliance.

92. Exhibit 1 - Does the Shapell Center in Maryland fall under the CBA for Washington

DC?

93. Exhibit 1 - Are the Field Supervisors (0004), Shift Supervisors (0012) or Trainer (0011)/Training (0010) part of the current union?

94. Exhibit 1 - Can you define the Holiday Pay for the Union Officers? The CBA doesn’t define the pay multiplier for productive and non‐productive hours?

As of the date of this Q&A publication, USHMM cannot offer more definitive guidance.

USHMM agrees that the CBA does not appear to define a pay multiplier for Holiday Pay. In that context, proposed rates are a matter of Offeror discretion to propose, provided that they demonstrably meet the minimum requirements established in 29 CFR §4.174.

95. Exhibit 2 - CLIN 0005 (Armed Officer, Museum Campus) When comparing the

Staffing Schedule in Exhibit 7 to the Pricing Schedule in Exhibit 2, it does not appear https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=99c9a20e960f56be66f17ae91b52c888&rgn=div5&view=text&node=29:1.1.1.1.5&idno=29#se29.1.4_1174

RFP Q&A 9531-18-R-0900-0001 Page 23 of 24 published 7/13/2018 that the both equal the same hours per week in CLIN 0005. Can you provide guidance to which one prevails?

With respect to Exhibit 2, CLIN 0005 is hereby corrected to reflect NTE 115,432 hours.

Exhibit 7 has two errors we correct here. The estimated staffing requirements for the "Control Ctr Augmentee" on page J.07.2 is intended to correspond to CLIN 0008 [Console Operator Temporary Additional Services (Museum Campus)] and should therefore be 832 hours. The estimated staffing requirements for the "Console Operator Augmentee" on page J.07.5 are correctly stated but erroneously placed on the Shapell Center page since they correspond to CLIN 0007 [Console Operator (Museum Campus)].

96. Exhibit 2 – CLINs 0010 & 0015 Training (Museum & Shapell Campuses) - Are the trainings indicated in Sections C.6.3.1 through C.6.3.6 reimbursable under these CLINs?

Only C.6.3.5, Museum Scenario Training is reimbursable under these CLINs.

97. Exhibit 2 – CLINs 0010 & 0015 Training (Museum & Shapell Campuses) - Are the trainings indicated in Sections G.3.6.1 through G.3.6.3 reimbursable under these CLINs?

98. Exhibit 2 – CLINs 0010 & 0015 Training (Museum & Shapell Campuses) and CLIN

0011 Trainer (Museum Campus) - Are the combined 1,740 training hours in CLINs 0010 & 0015 included in Exhibit 2 inclusive of the 32 hours per hire that can be reimbursed per successful new hire as part of the USHMM-specific training? Or are the total 1,740 training hours an estimation of Contractor-Provided training? Please confirm the purpose of this cost category.

The 1,740 training hours are estimates intended to cover the 12 hours of Museum Scenario Training, C.6.3.5.

99. Exhibit 2 - Can you provide a job description of the positions: Training (0010) and

Trainer (0011)?

CLIN 0010 covers Armed Officers receiving the training.

CLIN 0011 covers trainers qualified or where applicable, certified, to teach each respective requirement, e.g., CPR, Baton, Firearms, Museum Scenario training.

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100. Exhibit 2 - CLIN 0011 provides for 960 Trainer hours. Are these hours meant to cover the estimated time of an officer designated as a "training instructor" (CBA Section 8.4) to provide Contractor-Provided training as specified in RFP Section C.6.3?

See our answer to the precedent question.

101. Exhibit 3 – Contract Adjustment Table - The RFP provides for liquidated damages for open posts. Please provide a history of the annual liquidated damages that have been levied in the past.

FY2014 139,224

FY2015 13,055

FY2016 29,251

FY2017 103,849

FY2018 89,242 (YTD)

102. Exhibit 6 – SPO Firearms Course Certificate is an older version and the form was updated by SOMB in November 2017. Can the RFP/Addendum be updated to reflect the updated version so all bidders are aware?

As of the date of this Q&A publication, USHMM was unable to obtain the newest form (which is believed to be available online) and cannot guide Offerors to the update. USHMM expects to update to the latest SPO Firearms Course Certificate in the Contract, irrespective of the present Exhibit 6 attachment.

103. Exhibit 7 lists some positions that provide "Relief", are these hours calculated into the

Pricing Schedule?

104. Exhibit 12 includes only the cover page. Can USHMM provide the full WD exhibit?

Because there is a preexisting CBA, the WD is only the single page originally provided.

(Security Staffing)

OFFICE OF FINANCE, DIV. OF PROCUREMENT

100 RAOUL WALLENBERG PLACE, SW

DIV. OF PROTECTION SERVICES

100 RAOUL…