CTR Industry Day QA Final_05-17-12.pdf

Questions and Answers Held 20 March 2012 Cooperative Threat Reduction (CTR) Logistics Support (CLS) Industry Day Questions and Answers 1

№ Section Questions Answers

AGREEMENTS/MOU/MOA There have been lots of problems with Value Added Taxes (VAT) in the umbrella agreement. Is that a point of emphasis when engaging new countries?

Each country and agreement is unique and the contractor is expected to comply with the specific guidance for that country. In the absence of language, DTRA will provide guidance to the contractor regarding VAT compliance

AGREEMENTS/MOU/MOA What happens if you need to move into a country but do not have the time to set up an official agreement? Are there any problems you see?

CTR normally does not enter countries without an international agreement. If DTR does decide to enter into a country without an international agreement, the contractor will be expected to comply with host country laws and contract terms and conditions.

Additional risks, if any, will be addressed at that time.

AGREEMENTS/MOU/MOA Is there any way that DTRA could provide the over-arching country agreements? We will provide the clauses in the RFP pertaining to these agreements.

AGREEMENTS/MOU/MOA Would it be correct to assume that before a project was awarded there would be some sort of umbrella agreement in place before we would do any sort of shipments?

See response to question 2.

CONTRACT VEHICLE Do you anticipate that this will be multiple award or single award? As will be stated in the solicitation, this will be a Single Award

IDIQ.

CONTRACT VEHICLE If you do go the indefinite quantity/indefinite delivery (IDIQ) route, how many

Offerors will be utilized?

See response to question 6.

CONTRACT VEHICLE What type of notice will be given for an upcoming task order if an indefinite quantity/indefinite delivery (IDIQ) contract vehicle is used?

All CTR requirements are planned in advance and a RFP will serve as notice for each task order

COUNTRY LIST Is there an expected country list that we can expect? A country list has been published on FBO. See Reference

Library 3.3.

COUNTRY LIST We will need to see what a CTR country is. It will be difficult to propose without knowing this. Will this be provided as part of the proposal?

See response to question 9.

COUNTRY LIST Is there an operational game plan established for where the AORs (Areas of

Responsibility) will be defined?

See response to question 9.

DATA TOOL(S) Are you looking for something specific purpose built in regards to data systems? Is there something outside of this system that you are looking for?

We are looking for a seamless, efficient record keeping tool for accomplishing all Global Supply Chain Management and

Personnel Logistics Services. Being able to control and secure

Personally Identifiable Information (PII) is critical.

DATA TOOL(S) On page 19 of the Industry Day briefing, the last bullet says “no foreign personnel”.

Does that mean no foreign access to the record keeping itself?

The record keeping tool must comply with NISPOM (DoD 5220.22-

M2).

DATA TOOL(S) Will the data system be on a DTRA system or out-gig? The record keeping tool must comply with NISPOM (DoD 5220.22-

M2).

DATA TOOL(S) Some countries require PII information to be provided such as a passport number and visa expiration. Would the data tool include this requirement?

The record keeping tool must comply with NISPOM (DoD 5220.22-

M2).

16 DATA TOOL(S) Would you be open to receiving feedback on potential solutions? Yes.

17 DATA TOOL(S) Is access to the DTRA systems logical or physical? There will be no access to the DTRA system

DATA TOOL(S) Can you clarify that we need to provide a functional system that allows somebody in another country to do the data entry and coordination?

The functional requirements for the record-keeping tool are identified in section 5.3 of the SOO

DATA TOOL(S) Do you envision the ability to have a classified capability or requirement in terms of management of the data?

No.

DATA TOOL(S) What is the current system for maintaining the logistics documentation? It is a system that is a web-based application that allows shipping occurrences to be tracked as well as store data.

DATA TOOL(S) Is it DTRA’s intent to replace the current Raytheon system for tracking and storing data?

Yes.

22 DATA TOOL(S) Will this require transition of data from the legacy system to new system? There may be legacy data provided to the Offeror.

DATA TOOL(S) What is the most effective way of completing the data system requirement, Government provided or Offeror provided?

The record keeping tool must comply with NISPOM (DoD 5220.22-

M2).

DATA TOOL(S) Is there a requirement for a transfer of the historical data from the incumbent? A requirement for a transfer of the historical data from the incumbent is unknown at this time.

ENCRYPTION Will the RFP specify the type of approved encryption? The record keeping tool must comply with NISPOM (DoD 5220.22-

M2).

EVACUATION PLANS For evacuation plans, would we need to incorporate our plan under Unified

Combatant Commands (UCC)?

The Government wants the Offeror to have knowledge of what the plan is so the Offeror can best react to any situation that may happen. Plan on knowing what the UCC and embassy plans are, not developing your own plan for evacuation.

27 EVALUATION CRITERIA What will be the evaluation criteria? The RFP will contain the evaluation criteria for award.

28 EXPORTER OF RECORD Would DTRA be the exporter of record? Yes.

EXPORTER OF RECORD How much of the materials require a license and what types of licenses would they be?

All material must be screened for export compliance which will dictate whether or not a license is required and the type of license.

FOREIGN DISCLOSURES In the briefing there was a note about foreign disclosures. What does that mean? Foreign Disclosure is a task performed by the Cooperative Threat

Reduction, Program Integration Program Support Branch (CTIS).

It will not be a task under the resulting contract.

GENERAL Would we anticipate that future activities outside the Former Soviet Union (FSU) will be Cooperative Biological Engagement Program (CBEP) related? We ask this because it has obvious implications on supply chain management (cold storage, etc.)

This contract will support all CTR requirements worldwide, to include CBEP items as well as many other types of materials.

GENERAL Referencing CDR Frick’s briefing, [Nadine Rafaels, Contracting Officer] said, “I am not using the word system ”. What does that mean?

The Government did not want to cause any confusion over the use of the word “system” as the Government is not looking for the development of an IT system or software. It is a record keeping tool.

33 GENERAL Could we send in white papers before the RFP comes out? Yes.

GENERAL Will we be updated? Yes, Offerors will be updated via FedBizOps and emails that the

Government has obtained.

GENERAL Could this effort be a Cooperative Threat Reduction Integration Contract (CTRIC) II effort?

That alternative has been considered and rejected. This will be a full and open competition.

GENERAL What are some of the critical requirements for a successful mission? The offerors should read the SOO and the evaluation criteria once the solicitation is issued.

GENERAL What are some of the major risks that you would like to mitigate? The Government is looking for the Offeror to provide this information in their proposal

Disclaimer: Some questions and answers (QA) were edited to keep anonymous the contractors and to allow readers to understand the QA without being privy to the context of the conversations. Several responses were revised to provide current information.

Questions and Answers Held 20 March 2012 Cooperative Threat Reduction (CTR) Logistics Support (CLS) Industry Day Questions and Answers 2

GENERAL Is there any focus on what you are looking for in this full and open competition? The Government is looking for the Offeror to provide this information in their proposal

GENERAL Are there some challenging aspects in the existing contracts or concerns that would be relevant to the new Offeror coming in?

No.

GENERAL You had mentioned current activities in Kenya and Congo. Are they Cooperative

Biological Engagement Program (CBEP) related?

Yes.

GENERAL When does the Raytheon Task Order expire? The current Task Order expires July 31, 2012. A Bridge Contract has been awarded with a POP until November 2013

GENERAL Do you see mission creep as a possibility during the course of the contract? The Government will provide the most accurate scenarios possible to avoid mission creep.

HAZMAT/LIABILITY Can you draw some specific clarity in the RFP as to who owns the hazardous materials (HAZMAT) related to liability and approach. When I take control of this material, do I own it or does the Government? What happens if we get waylaid somewhere? Will the Government help out?

Will clarify by RFP release.

HISTORY What is the average price of a Raytheon Technical Services Company (RTSC)

Task Order?

The task order value is approximately $15M.

HISTORY Does this procurement represent a consolidation of the previous requirement or a re-compete?

This procurement is not a consolidated effort of other contracts.

This effort is a follow on to an existing task order. The

Government is not committed or limited to the requirements of that effort.

HISTORY Do you expect this contract to be smaller, same size, or larger than Task Order 24? Estimating assumptions for the sample tasks will be included in the RFP.

47 HISTORY Who is the incumbent Offeror? Raytheon Technical Services Company LLC (RTSC)

IN-COUNTRY STRUCTURE What are the minimum requirements for in-country structure? The Government will not establish minimum requirement for in-country structure.

INDEMNIFICATION What would happen if one of our drivers hit a person in a country where there was not an umbrella agreement in place? Will Offerors be indemnified?

The Government has no plans to indemnify Offerors at this time.

To the extent not covered by an international agreement, the contract terms and conditions and host country law will apply for legal matters.

INDEMNIFICATION Did you consider indemnification for the Offeror? The Government has no plans to indemnify Offerors at this time.

INTERNATIONAL TRACKING

IN ARMS REGULATIONS

(ITAR)

Are there any ITAR items that could be transferred? At the end of the contract these items may be transferred to the host nation or returned to the US.

ORGANIZATIONAL CONFLICT

OF INTEREST

Will there be organizational conflict of interest (OCI) language? Yes.

PERIOD OF PERFORMANCE How long will the contract period of performance be? A Single Award IDIQ with three-year base ordering period, and two one-year options is planned. Task Orders may extend one year beyond the last date to order.

PERIOD OF PERFORMANCE Are you looking at a start date sometime the beginning of next fiscal year (FY)? Yes.

PERSONNEL Have you established minimal personnel requirements? Once the Government has published the requirements it is up to the Offeror to submit a staffing plan that meets the established requirements.

PERSONNEL Are we responsible for all personnel underneath the CTR umbrella?

The Government does not understand the intent of this question.

PERSONNEL Will labor categories of Chemical, Radiological, Biological, Nuclear, and Enhanced

Conventional Explosives (CRBNE) experts be required?

No.

58 PERSONNEL Is there an expected staffing size? No.

PROGRAM MANAGEMENT

OFFICE (PMO)

On the current task order, do you fund a small PMO? A PMO is funded under the current task order.

PROGRAM MANAGEMENT

OFFICE (PMO)

What is the concept for the PMO office? The Government will allow the Offeror to establish its technical approach.

REQUEST FOR PROPOSAL

(RFP)

What is the timeline for the acquisition in terms of draft RFP, etc.? For general information, the Government released a reference library. The Government will also distribute a draft RFP for industry comment, and then have a 45 day proposal preparation period after the final RFP is released. The Government plans on a summer evaluation of proposals.

SECURITY Security and status of force of agreements were not mentioned in the RFI. Can you address this at a high-level?

Provision of Security is not included on this acquisition. Status of

Forces Agreements (SOFA) will depend on the program and the country where the work will be done. Prior to CTR entering a country, and performing work there must be executive agreements in place.

63 SECURITY What are the security requirements for material and personnel? A DD254 will be included in the RFP.

SECURITY We did not see a DD Form 254 [Contract Security Classification Specification] requirement in the statement of objectives. Will it be in the draft RFP?

Yes.

SHIPMENTS What type of biological material, if any, do you see being shipped in this contract?

Are there any live agents like anthrax samples?

The Government will provide re-agents, DNA, non-live agents, and a full range of shipping requirements on how the material needs to be stored during shipping.

SHIPMENTS What type of chemical agents, if any, do you see being shipped on this contract? We are not shipping Chemical agents at this time. In the past, we have exported chemical support equipment to the United

States for recalibration and maintenance.

SHIPMENTS Is there in an option to use a diplomatic pouch as a vehicle for making a shipment? While it is possible to make an embassy shipment, it is not the preferred method because the Department of State can deny the request.

68 SHIPMENTS Will remote site deliveries be necessary? Yes.

69 SHIPMENTS What type of shipping methods would you like to see proposed? Defined in the RFP.

70 SHIPMENTS What level are you tracking? At the container or unit level? Unit level.

SHIPMENTS What are the tracking requirements? Do you use Global Positioning System (GPS) to track shipments?

Contents of the shipments will define tracking requirements. At times, a generic comment such as “left port”, “cleared customs”, etc. will suffice Other times, shipments will need to be tracked closer and may need to be tracked via GPS or some other tracking device.

SHIPMENTS For shipping, are there only Chemical, Biological, Radiological, Nuclear, and

Enhanced Conventional Weapons (CBRNE) items?

No, there will be a mix of items that will have a multitude of different types of requirements such as being insured.

Disclaimer: Some questions and answers (QA) were edited to keep anonymous the contractors and to allow readers to understand the QA without being privy to the context of the conversations. Several responses were revised to

Questions and Answers Held 20 March 2012 Cooperative Threat Reduction (CTR) Logistics Support (CLS) Industry Day Questions and Answers 3

SMALL BUSINESS We talked a little bit today about small business goals. Are there any notional numbers?

The Government anticipates a 10% SB subcontracting goal.

SMALL BUSINESS With reference to our discussion earlier today concerning small business, have you considered a size standard? Using a NAICS code based on company size might expand the universe of potential small businesses able to participate.

The NAICS code identified and selected for this solicitation is

541614. The size standard is $14M.

75 SMALL BUSINESS Is the acquisition strategy going to go small business in the end? This is a full and open competition.

76 SMALL BUSINESS Is there any section set aside for small businesses? No.

STANDARD SIZE What is the small business size standard? See response to question 74.

STORAGE/WAREHOUSING How important is secure warehousing? The Government is looking for the Offeror to provide this information in their proposal

STORAGE/WAREHOUSING On page 16 of the [Industry Day] briefing, there is a reference to “scalable storage alternatives”. Does this deal with less than full container loads?

Yes, if for some reason something affects the timing of the shipment(s) whether political or otherwise, the Offeror needs to be able to provide adequate storage and will need to have the licenses necessary to move the materials through other countries. This means flexible as well as scalable.

STORAGE/WAREHOUSING Are you anticipating that we would use current facilities? No, the Offeror will use whatever facilities it proposes in its solution.

STORAGE/WAREHOUSING What storage space is needed? Historical warehouse utilization has varied. The current warehouse is approximately 10,000 square feet.

STORAGE/WAREHOUSING What are you expecting in terms of storage? The capability to store different types of items such as non-living biological agents, perishable items, ITAR, HAZMAT, temperature sensitive (refrigerated and frozen), and items that require constant oversight, and extremely large items.

SUSTAINABILITY Is “sustainability” a by-word in this procurement? The Government does not understand the intent of this question.

TRANSITION PERIOD Are you looking at a phase-in transition period? Yes, a phase-in transition period is anticipated to ensure no service degredation occurs.

85 TRANSLATION What is required to be translated that will accompany the materials? The shipping, travel, and technical documents.

TRANSLATION What languages will we be using? When we release the prospective AORs, the languages the

Offeror will need to prepare for will be communicated.

TRAVEL Does the incumbent move Cooperative Threat Reduction Integration Contract

(CTRIC) or Biological Threat Reduction Integration Contract (BTRIC) personnel?

No.

TRAVEL For whom would we be responsible for setting up travel? Government and support contractors in country in furtherance of

CTR objectives as determined by DTRA.

89 VALUE What is the ceiling amount for the value of this effort? The Government will not release this information.

Disclaimer: Some questions and answers (QA) were edited to keep anonymous the contractors and to allow readers to understand the QA without being privy to the context of the conversations. Several responses were revised to