EDCT RFP Q_A_95476725R1000-P0001.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 electronic communication 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 you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication 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 NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

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

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

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 APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER 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

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, 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 (Number, 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)

Previous edition unusable

Exhibit 11 - Q&A to 95476725R1000

Q&A# Question Reference (RFP Paragraph) COMMENT/QUESTION RESPONSE

1 RFP Section B.4 Section B.4 requires the Contractor to support a transition of services from the incumbent/predecessor Contract. Could you please provide the current / previous contract number and identity of the incumbent?

These services have most recently been performed pursuant to USHMM K ID# 95476720C0049 by:

EXPLOSIVE COUNTERMEASURES INTL., INC.

3151 WINCHESTER RD.

DELAPLANE VA 20144

2 C.2.2 Temporary Additional Services

Can USHMM confirm for offsite additional services the contractor will be reimbursed for all travel costs necessary to support?

How would USHMM like the contractor to price these costs in the RFP? For example, Daily Rate for offsite support is cost reimbursable?

No travel or expense cost will be separately reimbursed. See Section H.2 TRAVEL AND EXPENSE.

3 C.3.2.4 & C.3.2.8

Section C.3.2.4 (Page 6) states: The Project Manager shall dress in appropriate business attire.

Section C.3.2.8 Indicates that with approval, the Project Manager can be an EDCT.

Since only the CO can waive any provision requirement of this solicitation, why is the Government dictating “Business Attire” rather than appropriate attire for the environment? Please consider waiving this requirement.

No. All EDCT officers/handlers must be in uniform.

4 C.5.3.02

Section C.5.3.02 states “Contractor shall supply to all uniformed Contract employees (i.e., all CLIN-identified Contract employees except Project Manager) the following items and minimum quantities:…” and in the table it lists “VEHICLE Modified for K-9 Transport as per Code of Federal Regulations (9 CFR § 3.14) and United States Department of Agriculture Animal Welfare Act” with a quantity of 1.

Can USHMM clarify the required number of vehicles for K-9 transport? For example, should the offeror provide each Handler with a vehicle, or should the offer provide 1 vehicle to be kept on-site at each location (total of 2)?

As indicated, K-9 must be transported in vehicles that are modified for transport per Code of Federal Regulations (9 CFR § 3.14) and the United States Department of Agriculture Animal Welfare Act. The number of vehicles necessary to comply with this requirement is to be determined by the Contractor.

5 C.5.3.10

Section C.5.3.10 (Page 15): The Request for Proposal indicates the canine staffing to result in one team being assigned per shift (day). Although appropriate for a large security guard company with numerous posts, shifts and personnel, the requirement that the Contractor be available at the start of each shift to conduct uniform inspections is burdensome and unrealistic for small business concerns.

Will the government consider waiving this requirement as it would exclude any small businesses from consideration?

No additional staffing shall be necessary to fulfill this requirement. EDCT officers/handlers remain subject to inspection by the COR and may otherwise self-inspect.

6 C.6.2.4 Handler Certification and Training

Can USHMM confirm that a North American Police Working Dog Association (NAPWDA) canine certification will meet the requirements outlined for canine certification in Section C.6.2.4?

All Canines must be certified in the requirements outlined. A North American Police Working Dog Association (NAPWDA) canine certification or other similar certifications would be in addition to meeting the USHMM requirements.

7 C.6.2.5

Section: C.6.2.5 (Page 19) - Water Emulsion Gelatin is no longer available. Dynamite is not a listed substance. All other odors are either readily available non-ATF regulated substances (soft aids), or odors available in NESTT products. Is it the government’s intention that training and certifying solely on NESTT and soft aids will be acceptable to it?

Inclusion of Water Emulsion Gelatin was an error and should be struck. Regarding the acceptability of NESTT certification, note that Section C.6.1.1 precludes substitutions absent the prior, written approval of the COR.

8 F.2.4 Can USHMM confirm the need is only for 1 EDCT at each location for the standard schedule mentioned in Section F.2.4 or provide a copy of “Post Orders” which includes the schedule matrix?

There is one post per location to be filled, therefore a minimum of two posts (Shapell and Museum/Ross) required.

Also, correcting a typo on the solicitation, standard Museum and Ross duty hours shall be Monday through Friday, from to 6:00 PM.

9 F.2.6 Section F.2.6 (Page 25) states that the Contractor must maintain a valid, working office within a 50-mile radius of the Museum. In the current age of technology where deliverables can be transmitted immediately, would the government consider waiving this requirement as it limits competition?

No. This requirement is predicated on Museum's desire for face to face access to management and rapid response capability in the event of an emergency, ensuring the ability to resolve issues quickly and maintain Contractor accountability.

7:00 AM

10 G.2

Various sections mention captain and shift supervisor as key personnel, including Section L.08.3.5 (3), Section L.08.3.5 (4), and Section M.2.3.5

Can USHMM confirm per Section G.2 the only Key Personnel for this contract is the Project Manager?

Confirmed. See below for the revised version of L.08.3.5(3)

11 G.3.5.5 Section G.3.5.5 (Page 30) Educational Verification - Copy of High School Diploma/GED, or College Degree and DD 214. Since a high school degree or GED is REQUIRED before joining any branch of the military, would the government consider waiving the requirement for a copy of same?

The question appears premised on a misreading of the clause, which is not intended to create a redundant requirement.

12 G.3.6.3

Section G.3.6.3 (Page 32): (5) Firearms Qualification - Simulated firearm qualification being required rather than optional, has no value and adds unnecessary expense. Initial inquiries put the cost of this type of system at $1,500. To $5,000. This contract calls for staffing to result in one team being assigned per shift (day) at two (2) locations. Although it would result in cost savings for a large security guard company with numerous posts, shifts and personnel, it increases costs providing the requested, one personnel per location.

Simulated firearm qualification is not required. As indicated at the top, subparagraphs G.3.6.3(5) and (8) are deleted from the RFP. In addition, RFP subparagraphs G.3.6.3(4) and (6) are hereby replaced as follows (inserted language shown in

"(4) In addition to the SOMB and State of Maryland required annual requalification, USHMM requires annual requalifications at an approved firing range with the duty weapon. Contractor shall advise the COR of the name and address of the SOMB/Maryland-approved range used, prior to Contract employees' qualifications with a firearm. This second annual requalification should take place six (6) months after the SOMB/Maryland-required annual requalification. Each Contract employee shall be limited to two opportunities to qualify/re-qualify respectively for the SPO commission and SOMB within a thirty (30) day period. After a failed second attempt within the thirty (30) day period, the Contract employee must be removed from the Contract.

"(6) Each quarter, Armed Officers shall be required to qualify with live fire at the range. NOTE: The four (4) required qualifications should take place no less than 70 days and no more than 90 days apart respectively from one another."

13 H.4.2

Section H.4.2 (Page 37) Contractor shall maintain an umbrella (commercial general liability) policy with limits of not less than $4,000,000. Solicitation provision is unduly restrictive of competition. This is a nonmandatory provisions that is inconsistent with customary commercial practice for the staffing requirement.

Question: An umbrella liability policy in any amount is not standard business practice in our industry.

In fact, although we maintain insurance limits in the amount specified in H.4.1, insurance itself is very difficult for firms to procure for firms that provide Explosive Detection Canine Services. Estimate I have received place the cost for a $4,000,000. Umbrella policy at $57,500.00. The only way a non-self-insured firm would be able to reduce costs would be to conceal key facts such as work at a government facility, use of explosive detection canines, terrorism coverage etc.

Pricing is a matter of Offeror business discretion, subject to USHMM cost reasonableness and competitive range determinations. Consistent with Section L.10, USHMM intends to make a best value award and reserves the right to request clarifications and/or pursue discussions with one or more Offerors, as is determined to be in USHMM's best interest.

14 L.08.2.1 Reference Information

Section L.08.2.1 states “The contracts should be relevant (similar in size, complexity, and nature) to the Services, fulfilling minimum requirements (1) through (4) cited under L.09.1.2 ("Capability"), below…..” However, Section L.09.1.2 is titled Health and Welfare benefits for Supervisory Employees.

Can USHMM confirm the reference in L.08.2.1 should be L.08.3.1?

If not, can USHMM provide the minimum requirements for “Capability” that contracts cited in Reference Information?

Yes, the reference should be to L.08.3.1 red two additional

15 L.08.2.1(6) Reference Information

Item (6) in Section L.08.2.1 states “….the respective quantities of armed and unarmed officers used to staff the site on an average day,….”.

Can USHMM confirm this should read “respective quantities of EDCTs used to staff the site on an average day”?

Yes

16 L.08.3.5

Section L.8.3.5 (Page 51) (3) Key Personnel – “proposed for Project Manager, captain, and shift supervisor and provide three (3) references for each of these individuals from other companies or organizations that demonstrate successful management of 50 or more persons in a structured work environment.” Will the government consider waiving the requirement for the “of 50 or more persons in a structured work environment”? Although appropriate for a large security guard company with numerous posts, shifts and personnel, this contract requires the management of two (2) on duty teams, and prevents small business from consideration.

The requirement is hereby revised to read:

"Offerors shall document the specialized experience level and work history of the individual proposed for Project Manager and provide three (3) references for each of these individuals from other companies or organizations (as concise as possible for all requirements under this paragraph)."

17 L.09.1.1

Section L.09.1.1 states “Offerors are encouraged to use the Pricing Schedule Template provided here as Exhibit 2 in their respective Business Proposals.”

Exhibit 2 is currently DPS Form 712, Property Accountability Record.

Will USHMM provide the Pricing Schedule Template referenced?

This language is inapplicable. Museum does not have a Pricing Schedule Template available for this requirement.

18 L.09.1.1

Section L.9.1.1 Labor Categories and Rates Fully itemized as fully loaded capped time and materials pursuant to paragraphs L.3 ("Type of Contract") and L.4 ("Time-and-Materials… Requirements") Because the hours of services are quantifiable and a period of performance has been established, a five (5) year contract can anticipate costs with a high degree of reasonable confidence. Would the government consider proposals bid against a firm, fixed price model? If not, what does the government consider materials under the anticipated contract? Please provide guidance regarding allowable billing.

Pricing and pricing model shall be a matter of Offeror business discretion, subject to USHMM cost reasonableness and competitive range determinations. Consistent with Section, L.10, USHMM intends to make a best value award and reserves the right to request clarifications and/or pursue discussions with one or more Offerors, as is determined to be in USHMM's best interest.

19 L.09.1.2

Section L.09.1.2 refers to Exhibit 1 for H&W benefits to be incorporated for Supervisory Employees, however page 56 labeled Exhibit 1 is blank.

Can USHMM provide Exhibit 1?

This information could not be directly incorporated and was provided as a separate link. This link can also be found at J.1 Exhibit 1 – Wage Determination #2015-4281, Rev. #30, last revised 07/22/2024

L.08.1.3 Phase-in plan with implementation timeline

Section F.1.1

Section M.1

Section L.08.1.3 states, “Phase-in plan with implementation time-line - a narrative explanation of Offeror's proposed methodology for assuring full staffing of the Contract by October 1, 2019 with Contract employees eligible, ready to perform, and reporting to their respective, assigned posts as of October 1, 2019…”

Section F.1.1 states, “All Contract employees shall be eligible to report to their respective, assigned posts and ready to perform as of January 1, 2025; however, the period of performance of this Contract shall be from Contract award through December 31, 2030.”

Section M.1 states, “Museum will assess Offerors' technical engagement as evidenced by Offeror's commitment to meeting all the Museum's requirements and specifications as stated herein and capacity to begin performance on or before October 1, 2018.”

The timeline between proposal due dates and contract start is less than 30 days. Given the complexity of canine mobilization and certification requirements for any non-incumbent offeror, w

The dates stated in Section L and M are obsolete artifacts of a prior draft. Museum recognizes the challenge of transition mobilization for any non-incumbent Offeror. Museum prefers that full staffing be available as of January 1, 2025, yet will consider alternative proposed start dates in the context of a best value award. Offerors should identify the date to which they are prepared to commit with the understanding that the base contract year may need to be prorated accordingly.

21 RFP Sections L.05b & M.1

There does not appear to be a mobilization period for this effort. Standard mobilization for the EDCT industry is 90 days.

Will USHMM allow a mobilization period of up to 90 days prior to onset of performance?

USHMM will allow a mobilization period of up to 90 days prior to onset of performance. Contractor shall be precluded from billing during this period (e.g., until performance can actually get underway).

ill USHMM confirm the correct date for achieving full staffing of the Contract after mobilization?

L.09.6 Availability for On-Site Presentation/Interviews.

Section L.09.6 states, “Consistent with the terms of RFP paragraph L.10 ("Clarifications, Discussions, & Other In-Person Meetings"), below, Offerors shall here identify their availability and preference for presentation/interview dates during the week of September 23, 2019.”

Can USHMM provide an updated date for the presentation/interviews?

On the present timetable, availability during the weeks of December 9 and 16 is advised.

RFP Section M.1

RFP Section M.2

RFP Section M.4

Section L.08 provides various words limits for specific proposal sections. Being able to adequately describe methodologies and an understanding of the requirements is exceedingly important given that M.2 of the solicitation states the pricing proposal has equal weight to the technical proposal.

Will USHMM consider going to a page limitation and allow for enough pages for offerors to adequately detail their commitment to meet all museum requirements and specifications for each of the subcriteria?

USHMM hereby removes all word limitations, but beware of what you wish for. A rule of reason applies with respect to word count and total pagination. For one thing, our evaluators are human and time constrained. Offerors who bury the needle of material substance in a haystack of noise make that information far more difficult to recognize. For another, we hope to attach the winning proposal to the awarded contract to establish mutual intent regarding performance requirements.

Inclusion of excessive material deemed irrelevant to performance subverts this intent and may necessitate submission of a leaner, revised proposal that delays or even precludes award.

Consistent with RFP par. 7.6 (“Complete Information”), Offerors are encouraged to maximize the information density of their proposals by considering the following aphorisms:

Brevity is the soul of wit.

The formula for a painted picture's worth of words is not commutative.

Poetry is compression, but "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)."

(RFP par. B.2.2, cited here at random for purposes of comic effect).

Notwithstanding the ironic nature of this request, please try to be concise.

Exhibit 11: Q&A Document/RFP modifications (EDCT Services)

OFFICE OF FINANCE, DIV. OF PROCUREMENT

100 RAOUL WALLENBERG PLACE, SW

WASHINGTON, DC 20024

DIV. OF PROTECTION SERVICES

100 RAOUL WALLENBERG PLACE, SW

WASHINGTON, DC 20024