Question_Answers_DJA-14-AHDQ-Q-0043.docx

Questions and Answers in response to DJA-14-AHDQ-Q-0043 are as follows:

Question #1 Does the Combined Synopsis/Solicitation under solicitation number DJA14AHDQQ0043 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

Response: Yes, DJA-14-AHDQ-Q-0043 contains similar requirements to the current contract. The services related to Classification Management, HR Staffing Operations and Executive Core Qualifications Submission Consultation are being provided with contract support through MRF Consulting, Inc. . The current contract number is DJA11ETO0147. The other services listed in the SOW are not currently being supported

Question #2 How are these services currently being performed? Under contract? In-house?

Response: See Response to Question #1.

Question #3 If these requirements are currently being performed under a contract, Who is the Contractor? What is the contract number?

Response: See the response to Question #1.

Question #4 [Optional] 3. Is there an estimated value range for this requirement?

Response: The estimated value range for this requirement is $17M.

Question #5 I went through the document of “QUOTATION OF INSTRUCTIONS” mentioed that we need to submit the quotation electronically but in the volume its written we need to submit the hard copies? What is submission criteria Electroncally? Hard copy? Please confirm Response: The submission is electronically.

Question #6 Who is the incumbent? Is it still eligible to bid as a prime for this contract?

Response: See the response to Question #1. They are eligible for this contract.

Question #7 Let us know that how many total FTE’s (Key Personnel) are required under this requirement? Do we need resumes?

Response: See Amendment 0001 and supporting documents.

Question #8 I am inquiring as to the NAICs size standards for the Human Resources and Professional Development Support Services

Response: The NAICSs size standards is $14M.

Question #9 We were told the slides for the presentation would be sent to the companies in attendance and I was wondering when we might be receiving those slides, or if you would prefer that I try and acquire the slides from a different party at ATF?

Response: The slides will be provided in Amendment 0002 to the RFQ.

Question #10 When you and Mr. Huff spoke about the changes that you were working on, it was mentioned that industry should be receiving the changes to the IDIQ and the Task Order Contracts. I see that you have posted an amendment, but I did not see the changes that we discussed in length yesterday. Therefore, would you and Mr. Duff consider an extension to questions, so we have enough time to absorb the changes to the requirements and properly prepare thoughtful questions for you to consider?

Response: See response to Question #9. The proposal due date is July 14, 2014, 10:00 a.m.

Question #11 Do you have an anticipated time frame for when the SOW and other detailed requirements will be released?

Response: See Amendment 0001 and supporting documents.

Question #12 Is this a re-compete?

Response: This is a re-compete. However, there is a portion of this requirement which is new.

Question #13 If so, please provide name of incumbent and amount of contract Response: See Response to Question #1.

Question #14 Are all positions filled at this time?

Response: See Amendment 0001 and supporting documents.

Question #15 Do you mind sending or posting the slides that were presented at the bidders conference? I know you all confirmed they would be available for reference.

Response: See Response to Question #9.

Question #16 Please confirm that you are not seeking any specific labor categories and hours for project management but instead expect that the vendor cover the costs of project management through its loadings on the other labor categories.

Response: There are no projected management hours for this requirement. They will be covered through other labor categories.

Question #17 Would it be acceptable in some cases to offer two individuals that would job share, and in combination their contribution would equal one FTE?

Response: Two individuals would not be able to share a job.

Question #18 We are anxious to support a Small Business prime pursuing this work. Is it possible to send or post the bidders conference attendee list? This would be extremely helpful as we look to find a qualified small business partner.

Response: The bidders conference list can be obtained thru the Federal of Information Act (FOIA) request.

Question #19 For Task Order CTS – It is unclear how to resolve the gov’ts requirements for performance management support in a single resource when the Knowledge, Skills and Abilities required for this position vary so greatly.

Response: See Amendment 0001 and supporting documents.

Question #20 The government desires an “organizational performance management expert”, which implies higher level of field of study and credentialing – not specific to just federal HR Operations.

Response: See Amendment 0001 and supporting documents.

Question #21 The government desires at least “at least 8 years applied advanced experience in human resource management with a focus on the interpretation and application of laws and regulations specific to the Federal government.” This implies someone with a deep Federal performance management background.

Response: See Amendment 0001 and supporting documents.

Question #22 Would the government consider adding another LCAT such as an Organizational Performance Management SME to the LCAT with hours and specify the advanced degree and experiences needed separate from the support for the administration of the performance management process at ATF?

Response: No. See Amendment 0001 and supporting documents.

Question #23 Will the small business participation of 51% be calculated across the IDIQ or on each task order?

Response: The reference to 51% does not apply in this case, as it actually refers to the percentage ownership small businesses need to qualify under a SBA preference program. The correct figure in this case is 50 percent.

Question #24 Can positions be shared? For example, can two candidates be proposed to satisfy the requirements of a specific position(s), assuming they meet the qualifications criteria?

Response: See Response to Question #17.

Question #25 Will all personnel be expected to be on-site at ATF headquarters full-time? For example, can the ECQ support be provided off-site on an as-needed basis?

Response: All personnel will work at ATF headquarters full time. There is one part time position i.e. SES Qualifications Submission Consultation that will work at ATF headquarters and not off-site.

Question #26 On Task 1, you require two Employee Relation Specialist, however, you have only allotted enough hours to support one FTE. How many FTE's are required for this effort?

Response: See Amendment 0001 and supporting documents.

Question #27 Will this IDIQ consolidate other ATF HR contracts? If so, what contracts and who are the incumbents?

Response: No.

Question #28 During the Industry Day for the subject solicitation, the question was asked about the Government’s intent to award any of the IDIQs to 8(a) certified small businesses. The response was that no IDIQs for this effort will be awarded to 8(a) companies. Can you confirm that this is in fact correct?

Response: The Government will award the IDIQ contracts to Small Businesses. An 8(a) vendor can receive an award. However, the procurement will not be awarded as a sole source contract to any 8(a) vendor.

Question #29 Will the small business participation of 51% be calculated across the IDIQ or on each task order?

Response: See response to Question #23.

Question #30 Can positions be shared? For example, can two candidates be proposed to satisfy the requirements of a specific position(s), assuming they meet the qualifications criteria?

Response: See response to Question #17.

Question #31 Will all personnel be expected to be on-site at ATF headquarters full-time? For example, can the ECQ support be provided off-site on an as-needed basis?

Response: All support work with the exception of Executive Core Qualifications (ECQ) Submission Consultation Support is to be provided at ATF Headquarters. The ECQ support is currently provided on-site on an as needed basis.

Question #32 In reference to SOW 3.2, could the government provide an approximate number of studies it expects to be completed during each of the 5 years of this contract?

Response: The CTS does not have an approximation for the number of studies since most will likely be ad hoc. The purpose of the work order is to purchase blocks of hours for a particular expertise; therefore an estimate for number of studies is unnecessary for the purposes of developing a proposal. It is expected that the contractor will be providing continuous support conducting research related to performance management.

Question #33 In reference to SOW 3.2, could the government provide an example of what it expects its most comprehensive and complex study under this task to be?

Response: Studies shall include, but not be limited to: research of industry best practices in the field of employee performance management; analyses of performance trends across the entire organization; validity studies of performance management instruments and processes; and assessment of performance management processes for the purpose of business improvement.

Question #34 In reference to SOW 3.2, does the government expect that any of its currently developed performance plans, elements and standards are of the quality to be rolled over to the new performance system or is the contractor to start from scratch on all occupations?

Response: While ATF is currently piloting a new performance management platform, it is currently only being used with a limited population. If adopted, it would be likely deployed in phases by level of supervision and by occupation. ATF maintains elements and standards for all existing positions. However, the migration to a new platform will also serve as an opportunity to improve existing plans and ensure that they are better aligned with ATF organizational goals. It may be determined that the existing plans for some positions or occupation require a more extensive effort than others to improve their quality.

Question #35 In reference to SOW 3.3, could the government provide an approximate number of studies it expects to be completed each of the 5 years of this contract to meet Task 3, HR Data Analysis Support?

Response: The CTS does not have an approximation for the number of studies since most will likely be ad hoc. The purpose of the work order is to purchase blocks of hours for a particular expertise; therefore an estimate for number of studies is unnecessary for the purposes of developing a proposal. It is expected that the contractor will be providing continuous support to in house industry operations psychologists to collect data, develop data warehouses, develop statistical models, validate data accuracy and research industry best practices related to the business use of workforce metrics in a Federal environment.

Question #36 In reference to SOW 3.4, could the government provide a couple of examples as to the type of “complex projects/problems regarding classification that requires expert advice and/or authoritative policy interpretations”?

Response: Legal Instruments Examiner – A classification study was conducted for the position of Legal Instruments Examiner impacting employees located within the Office of Enforcement Programs and Services. It involved an intense study for several positions and the completion of desk audits for more than 20 employees working in several different branches. The outcome of the desk audits resulted in the following career ladder: Legal Instruments Examiner, GS-0963-04/05/06/07/08/09/10.

Classification for four positions located in Field Division offices throughout the country - The Human Resources Division, Classification & Position Management Branch, has completed desk audits of the Secretary to the SAC, Secretary to the ASAC, and Secretary to the DIO positions. Analysis of the results from the audits completed against the applicable Office of Personnel Management (OPM) position classification standards revealed that the work performed support the following change in classification. The outcome of the desk audits resulted in the following: Position reclassification from Secretary to the SAC, GS-318-09 to Executive Assistant, GS-301-10; Position reclassification from Secretary to the ASAC, GS-318-08 to Administrative Support Assistant, GS-301-09; Position reclassification from Secretary to the DIO, GS-318-08 to Industry Operations Program Assistant, GS-1802-09 and incumbents of the Administrative Officer position may be reassigned as followed: From Administrative Officer, GS-341-12 to Budget Analyst, GS-560-12.

Question #38 In reference to SOW 3.4, could the government provide an historical number of position descriptions to be developed by job group for the last three fiscal years?

Response: During FY13, approximately 226 positions were classified and 7 desk audits completed. We do not have other historical readily available data.

Question #39 In reference to SOW 3.4, what are the major job groups within the ATF population?

Response: The largest occupational group in ATF are Special Agents (1811 series) followed by Industry Operations Investigators (1801 series). Other large occupational populations within the Bureau are Management and Program Analysts (0343 series), Investigative Analysts (1805 series), Intelligence Analysts (0132 series), Attorneys (0905 series), Information Technology Specialists (2210 series), and Forensic Auditors (0511 series). In total, ATF makes use of over 60 different job series.

Question #40 In reference to SOW 3.4, could the government provide an estimate of number of desk audits the government anticipates? If not an estimate, could the government provide an historical number of desk audits by job groups for the last there years?

Response: During FY13, approximately 226 positions were classified and 7 desk audits completed. We do not have other historical readily available data.

Question #41 In reference to SOW 3.4, could we get a copy of the agency’s position management and classification procedures, policies and guidelines in sufficient time to review prior to the solicitation due date?

Response: HRPD will be going through a major HR business process mapping effort in FY15 with the purpose of identifying possible improvements and developing documented standard operating procedures (SOPs). However, there are no SOPs for position management and classification at this time.

Question #42 In reference to SOW 3.4, which HRIS system does ATF utilize?

Response: ATF uses a couple of systems to manage staffing functions: HRConnect and Career Connector (which interfaces with USAJOBS). Both systems are provided through a shared service agreement with the Department of Treasury.

Question #43 In reference to SOW 3.5, what are the recruitment systems/tools that ATF utilize?

Response: ATF uses a couple of systems to manage staffing functions: HRConnect and Career Connector (which interfaces with USAJOBS). Both systems are provided through a shared service agreement with the Department of Treasury.

Question #44 In reference to SOW 3.5, what are HRPD’s mission critical occupations?

Response: The top two mission critical occupations are Special Agent (1811 series) and Industry Operations Investigator (1801 series).

Question #45 In reference to SOW 3.5, what are HRPD’s hardest to fill occupations?

Response: This can be approached from two directions, hard to fill because of involved processes or hard to recruit. From a business process viewpoint, Special Agent hiring is the most costly, complex and involved, but there are no shortage in applicants. While there is no hard data on the positions most difficult to fill from a recruitment standpoint, anecdotally positions requiring very narrow areas of specialty tend to be the most difficult.

Question #46 In reference to SOW 3.5, what is the historical number of recurring vacancy announcements per fiscal year issued by the current vendor?

Response: In FY13, ATF advertised 319 vacancies, made 335 selections and processed 62,323 employment applications.

Question #47 Does ATF have an estimate number of occupations that are expected to be hired within the first year of Task Order #003? Do you expect a surge immediately upon award?

Response: While the hiring surges do not conform to a set schedule, they are expected throughout FY15 and may occur as early as our first quarter.

Question #48 In reference to SOW 3.5, what is the estimated number of new vacancy announcements that HRPD anticipates needing to be developed and issued per each of the 5 year contract period?

Response: In FY13, ATF advertised 319 vacancies, made 335 selections and processed 62,323 employment applications. Future years may be extrapolated from this data.

Question #49 In reference to SOW 3.5, does ATF anticipate any new occupations being added to its structure/mission during the 5 year contract and if so, what occupations/job families?

Response: We have not centralized means of capturing this information. New occupations are incorporated into ATF as the need arises.

Question #50 In reference to SOW 3.5, what are HRPD’s current fill time statistics as compared to OPM’s 80 day hiring goal?

Response: Fill time for positions varies broadly. New ATF employees require background investigations, which have a considerable backlog, and special assessment requirements for agent hiring affect the overall fill time averages. HRPD attempts to shorten the administrative time it takes to announce and fill vacancies to accommodate for the additional time burden for the background investigations and agent assessments. Currently, ATF averages 280 days to fill vacancies for new positions.

Question #51 In reference to SOW 3.5, is HRPD envisioning that the successful vendor will be responsible for developing and presenting HR operational courses to ATF employees? If so, is this for both managers and employees requiring a different focus for course development and presentation? If so, how many training courses and what type of courses does HRPD envision needing development and delivery. How often does HRPD expect the courses to be delivered?

Response: Currently various HR offices provide presentation during new supervisor training classes (3 to 4 times a year) to familiarize students with the resources available to them, processes for acquiring employees and important policies and regulations. Other training is provided on a case by case basis upon request. As HRPD business processes evolve, policies and regulations change or ATF needs to fill skill or information gaps, contractor personnel may be involved in developing training content and providing presentations.

Question #52 In reference to SOW 3.6, what is the historical number of administrative grievances filed over the last three fiscal years?

Response: Roughly 200 referrals were processed for employee relations inquiries for FY13.

Question #53 In reference to SOW 3.6, what is the historical number of union grievances filed over the last three fiscal years?

Response: ATF does not have unions.

Question #54 In reference to SOW 3.6, how many disciplinary actions has ATF processed over the last three fiscal years?

Response: While HRPD attempts to address employee/supervisor relations issues prior to the need for formal intervention (roughly 200 contacts per year), HRPD does not manage the process for disciplinary actions other than the processing of Nature of Actions in the HRIS.

Question #55 In reference to SOW 3.6, how many adverse actions has ATF processed over the last three fiscal years?

Response: While HRPD attempts to address employee/supervisor relations issues prior to the need for formal intervention (roughly 200 contacts per year), HRPD does not manage the process for disciplinary actions other than the processing of Nature of Actions in the HRIS.

Question #56 In reference to SOW 3.6, how many labor organizations does ATF have negotiated labor contracts with and what are the names of the labor organizations?

Response: See response to Question #53.

Question #57 In reference to SOW 3.6, how many formal employee relation courses by topic does ATF anticipate the successful vendor developing and presenting during the life of the 5 year contract?

Response: Currently various HR offices provide presentation during new supervisor training classes (3 to 4 times a year) to familiarize students with the resources available to them, processes for acquiring employees and important policies and regulations. Other training is provided on a case by case basis upon request. As HRPD business processes evolve, policies and regulations change or ATF needs to fill skill or information gaps, contractor personnel may be involved in developing training content and providing presentations.

Question #58 In reference to SOW 3.7, what is the average volume of FECA claims processed over the last three fiscal years?

Response: Roughly 450 claims.

Question #59 In reference to SOW 3.7, how many of those processed claims were traumatic injuries and how many were occupational diseases?

Response: None.

Question #60 In reference to SOW 3.7, does ATF have occupational medical units at their locations and, if so, is it normal practice that injured employees be seen by interagency medical professionals or all injured employees allowed to seek care by their own physician?

Response: ATF has first-aid offices in some of its larger facilities. Seriously injured or sick employees are encouraged to utilize local emergency care services if necessary and seek care by their own physicians.

Question #61 In reference to SOW 3.7, how many worker compensation classes does ATF anticipate being presented to employees during the life of the five year contract? How many classes does ATF anticipate being presented to managers during the life of the five year contract?

Response: See response to Question #63.

Question #62 In reference to SOW 3.8, what is the average number of telephone inquiries/questions received each fiscal year related to HR policy liaison support?

Response: HR policy liaison support is a brand new organizational function for HRPD. Previously, employee HR question support was decentralized and the contacts were not tracked. Employees have the option of contacting the HR policy support specialists by telephone or email. Unfortunately, at this time we do not have any metrics related to the workload of the function.

Question #63 In reference to SOW 3.8, how many briefings/formal instruction classes does ATF anticipate being presented to employees during the life of the five year contract?

Response: HRPD provides blocks of instruction during new supervisor training (3 to 4 times a year). Any other training efforts are ad hoc, as requested. We do not have any estimates on the number of possible presentations/briefings that may need to be provided.

Question #64 In reference to SOW 3.9, what is the historical volume of SES selections and resultant ECQ draft submissions reviewed during the last three fiscal years?

Response: The ECG draft support averages 11 to 12 SES candidates per year.

Question #65 In reference to SOW 3.9, from a historical perspective, on average, what is the number of rewrites per SES candidate before ATF candidates’ ECQs are released to the QRB?

Response: The ECG draft support averages 11 to 12 SES candidates per year.

Question #66 The description of Task 3.3.7 in the HRIC task order is incomplete: 3.3.7 Proof read and format draft policies, standard operating procedures, reports, and … Response: Proof read and format draft policies, standard operating procedures, reports, and routine correspondence and documents.

Question #67 The description of Task 3.3.10 in the HRIC task order is incomplete: 3.3.10 Develop job aids, briefings, and training to improve efficiency and awareness on a … Response: Develop job aids, briefings, and training to improve efficiency and awareness on a variety of HRPD topics.

Question #68 Given the revised solicitation requirements (which now require an approximate 100 page response covering 3 new task orders and up at 12 past performance write ups), will ATF consider revising the proposal due date and extending it at least 1 week?

Response: The deadline for the solicitation is being driven by time constraints related to our funding year. The deadline cannot be extended.

Question #69 The Personnel Requirements listed in the SOW are very specific. They also vary by task area in that some allow for a "Bachelor's degree or higher .... or related field of study", and others task areas do not provide this caveat. Will AFT consider normalizing the personnel requirements to allow all degree types to have the "or related field of study" statement? As stated now, the requirements are limiting.

Response: The qualification requirements will not be normalized. They are based on the specifications dictated by the various offices being supported.

Question #70 The SOW personnel requirements states "The Contractor shall have at least 5 years supervisory experience" for the Performance Management Support services task area. However, during the ATF Industry Day, this was described as being a preferred element vs. an actual personnel requirement. Will ATF consider revising to make this a preferred element?

Response: Five (5) years of supervisory experience is still required. What was preferred was that some or all of that experience be in the Federal sector.

Question #71 Amendment 0001 indicates that the response is now due on July 15th. Can the government please confirm?

Response: The proposal due day is July 14, 2014, 10:00 a.m.

Question #72 Amendment 0001 indicates that the response is now due at 2200 hours (10PM). Can the government please confirm?

Response: See Response to Question #72.

Question #73 In L.3.1.1, the documentation refers to the use of tabs in organizing the information in Volume I. At the industry day, it was clarified that the DoJ ATF HRPDSS response is to be strictly an electronic submission. We anticipate the use of tabs to be updated.

Response: See Amendment 0001 and supporting documents.

Question #74 Section 3.4 of Instructions to Offeror’s States, “ The resumes shall contain, at a minimum: company name/address; telephone number; points of contact; duties performed by individual Personnel; dates employed; qualifications; experience; skills; availability; and credentials (education, training and certifications) and current security clearance. This could be contained within the 2 page per resume limit. However, the additional requirement for, “Identify whether each proposed personnel is a current full-time employee, current part-time employee, contingent-employee, subcontractor, or other. Describe the availability and existing commitments of Personnel.” If we add this information to the two page count the government runs the risk of not being able to properly identify the full appropriate credentials of the proposed personnel by requiring this additional data in two pages. Therefore, would you please consider revising the page count for resumes to 3-4 pages per resume or allowing respondents to remove the secondary criteria from the resume and including this information before the resumes in a table or other identifiable method?

Response: See Amendment 0001 and supporting documents.

Question #75 Can the resumes and Letters of Commitment be in an appendix for Volume I since they are not included in the page count? (Ex. Appendix A: Resumes, Letters of Commitment) Response: See Amendment 0001 and supporting documents.

Question #76 Will HRPD allow flexible work schedules such as 5/4/9 or 4-10s?

Response: See Revised SOW and Amendment 0001.