RLS RFP SE Region DJD-12-R-0030 Amendment 0002.pdf

RLS DJD-12-R-0030 Southeast Region

Questions and Answers

May 21, 2012

1. Question:

Is it possible to supply a copy of the Schedule B (1) CLIN structure in Excel format (similar to that provided for the Task Pricing Evaluation)?

Answer:

Schedule B will be completed by the Contracting Officer upon award based on rates proposed in the sample task order.

2. Question:

Will you allow partial bidding ior must all offices under the control of that region be included in the offer?

No, award will be made on an all or none basis.

3. Question:

Section B, B.1 ITEMS TO BE ACQUIRED, Page B-1. The Contractor shall furnish all personnel, facilities, equipment, material, supplies, and services (except as may be expressly set forth in this contract as furnished by the Government) and otherwise do all things necessary to, or incident to, performing and providing Regional Linguist Services…” To facilitate cost estimation, will the Government please clarify what “do all things necessary to, or incident to, performing and providing Regional Linguist Services may include beyond those tasks outlined in Section C, Statement of Work?

a. Facilities - Is any work by analytic linguists to be performed at contractor facilities?

b. Equipment – excluding individual earphones, what equipment is the Contractor expected to provide?

All work incident to the delivery of high quality linguist services such as, but not limited to, management, supervision, quality control, and any other direct and indirect costs, should be transparent in itemized costs included in the fixed rate for services. The Offeror shall use its best business judgment.

a. Facilities- No linguist services shall be performed at the contractor’s facility.

b. Equipment- Offeror choosing to supply their Linguist with additional equipment to enhance their performance is discretionary.

4. Question:

Section B: The pricing tables do not allow for pricing for shift and site supervisors, and including their extra cost in the general linguist rate would result in artificially high pricing to DEA. Please explain how vendors should submit pricing for these functions.

See Section B.3 (d). Supervision should be included in the fixed rates for service.

5. Question:

Section B: Please explain the $500,000 allowed for travel. We understand that this is only for quantities and languages that exceed what is stated in the RFP. Does the Government anticipate that $500,000 per year in such travel will be required?

Answer: This is a “Not to Exceed” amount for travel and will be used on an as needed basis.

6. Question:

In order to properly estimate the indirect costs and, if applicable, profit per billable hour, the contractor has to determine what the realistic usage of language categories per field division is. Does the government view the Section B chart as an accurate portrayal of actual hours utilized per language category per field division?

The hours in Schedule B are the Government’s estimate of maximum hours that may be ordered under the contract.

7. Question:

Section B.3 provides a travel plug number for each Field Division.

May we correctly assume that TDY costs for supervisory/management personnel assigned to this contract, who may need to travel in the course of their normal duties, are included in the travel plugs and subject to Task Monitor or COR approval per the provisions of Section H.2?

No. The government will not pay for travel of supervisor/manager personnel. These costs must be included in the fixed rates for linguist service.

8. Question:

Section B, B.3, Page B-1.

Will the Government please clarify “Base Period” as “12 months following Contract Award?”

Answer: The specific dates of the base period of performance (and option period of performance) will be filled in upon contract award.

9. Question:

Section B, Page B-7. The following note, indicated by an asterisk, follows the price schedule: “* Analytic Linguist per Wage Determination #2012-0012, Rev. 1 dated 02/01/2012.” However, no asterisk appears in the preceding table or text to indicate to what the note applies. Can the Government please clarify to what this asterisked note applies?

The asterisked note shall apply to each Linguist CLIN specified in Section B.3 for the base and option periods.

10. Question: Is it acceptable for a Contractor to bid exclusively on the transcription and translation aspects of this solicitation?

No. The Contractor shall provide all services in accordance with Section C. Award will be made on an all or none basis.

11. Question:

RFP indicates the need to monitor, transcribe, translate etc. (listen and or read foreign language communications), then save results on a Government-owned computer. Can any portion of the work be performed at contractor’s premises? If so which portions?

Answer: No.

12. Question:

SECTION C, PAGE C-1, PARAGRAPH C.1-C1.1

“The Contractor shall provide all management, supervision, personnel, quality control, and security necessary for these services.” What do you mean by “security”?

Answer: See Section L.9 Factor 4 Security Plan.

13. Question:

(a) Which formats are the audio and written communications in? (b) Can such files be accessed and transmitted electronically if the contractor has a secure system with file walls and any other security measures implemented?

(a) This will vary from site to site, but will generally be saved on commonly used formats saved on devices such as flash drives, CDs, DVDs, etc. and will generally be in a currently use version of Word or similar common format.

(b) No. See Section C.3.2 Tasks.

14. Question:

C.3.2.2 Monitoring: Can the Government please provide the Offerors a breakdown of the equipment (JSI Voice Box, RedWolf, Raytheon, Penlink) used by each field division within the region?

This information will be released to the successful offeror at the time of contract award.

15. Question:

Section C.3.2.3: Please explain how a map would be transcribed.

See Section C.3.2.3 (b).

16. Question:

Section C, Statement of Work, C.3.2.5; Page C-5 This paragraph begins with “In order to interpret data…” Will the Government please clarify whether the “data” is to include oral conversations? If so, please clarify that consecutive translation is required.

Per Section C.3.2.5, yes, this does include oral conversations. Yes, consecutive translation is required.

17. Question:

Section C, Statement of Work (SOW), C.3.2.5; Page C-5. In order to set expectations for performance conditions and level of risk to contract linguists, will the Government please add the following language that was deleted from the 2010 version of the SOW?

“c. Generally accomplished at the Field Division Title III Operations Center, Interpreting Services shall be performed by Analytic Linguist(s) who shall provide services as identified in the Task Order by the Task Monitor. NOTE: Interpreting services may take place away from the Field Division at a safe site, including the Field Division lockup, informant debriefings, jails or off-site investigative sites. In order to perform Interpreting Services, Linguist(s) may be required to go to one of the Resident Offices within the Field Division. Any such services will occur in a controlled environment with an agent present.”

This section was omitted in error and is hereby amended to include the language in Section C.

18. Question:

C.3.2.7 Minimization: In the past there have been times that the contractor was given less than a twenty-four hour notice as to the time and location of the minimization. How will the twenty-four hour notice for the time and location of the minimization be enforced to give the contractor ample time to prepare its analytical linguists for this briefing?

A task order must be issued before a minimization can be scheduled. If DEA requests a minimization in less than twenty-four hours, the contractor has the right to request additional time up to twenty-four hours to allow them ample time to contact and schedule the linguists for a minimization.

19. Question:

C.3.2.7 Minimization: The contractor is obligated to pay its analytical linguists for all time worked to include attending minimization. Will the contractor be allowed to bill the Government for minimization briefings?

Minimization will not be billed separately under this contract but may be performed within the linguist hours ordered in a task order as this is one of several duties assigned to a linguist.

20. Question:

C.3.3 Source Data: When issuing a Task Order for translation will the DEA take into consideration the quality of the data and issue a task order based on quality or is it up to the contractor to request additional funding when the source data is of poor quality?

The contractor is responsible for delivering quality work products within the hours ordered through efficient use of resources. See Section C.3.5

21. Question:

C.3.4.1. Language Proficiency: Will adequate time be provided to a contractor to retest incumbents for language proficiency?

Yes, the contractor will have an agreed upon time during transition to test incumbents.

22. Question:

(a.) Can the government confirm that the minimum acceptable language proficiency standard for all approved certifications listed in SOW C.3.4.1 must meet the minimum equivalent of a level 3 as measured by the Interagency Language Roundtable (ILR) standard or the minimum equivalent of the ‘Advanced’ level as measured by the American Council on the Teaching of Foreign Languages (ACTFL) in all of the following skills: Reading, Writing, Listening, and Speaking? If ILR is used, the minimum equivalent of a proficiency level 3 must be met. If ACTFL is used, the minimum equivalent of the “Advanced” level must be met. Please confirm if this is correct.

Yes, this is correct.

(b.) Can the government confirm that this applies to both the source language and English?

Answer: Yes.

23. Question:

Section C.3.4.2: This section states that waivers will be valid for six months. However, there are many languages for which no proficiency test exists from the list provided in Section C.3.4.1 of the RFP. For these languages, will the waivers be extended indefinitely? If not, will the Government accept internal testing for those languages?

Yes, waivers may be provided for languages for which no proficiency test exists.

24. Question:

Section C.3.5.4, paragraph (e): Will the Government pay for the required reviewers time at the hourly rate?

Reviewers will not be paid at a separate rate. Please refer to Section B.3 (d). All work incident to the delivery of high quality linguist services such as, but not limited to, management, supervision, quality control, and any other direct and indirect costs, should be transparent in itemized costs included in the fixed rate for services. The Offeror shall use its best business judgment.

25. Question:

Section C.3.8 Does this section refer to transition to this new contract, or transition from the new contract to the next? How may the Offeror bill for these required transition services during the transition period?

There will be a 90-Day Transition Period to the new contract. Costs for transition should be included in the fixed hourly rates for linguist services.

26. Question:

Section C.3.8, Page C-11. Requires offerors to develop and submit a Transition Plan within ten (10) days after Contract Award. This plan is to address the initial ninety (90) days of contract performance. It is assumed, therefore, that the Government will have the current contractor executing their Phase-Out plans in parallel with the new awardees Phase-In Plan.

Will the Government provide additional details on the out-going contractors phase-out responsibilities?

In those instances in which an incumbent contractor exists a contract phase out will be coordinated between the existing Contractor and the Awardee.

27. Question:

SECTION C, PAGE C-11, PARAGRAPH C.3.8 Upon award, will we be working alongside the current Contractor during the transition period?

Yes.

28. Question:

For in state or local linguists – please confirm typically travel for mileage and per diem is include under the travel provisions of this solicitation.

Please see section C.3.4.3. Any authorized travel will be reimbursed pursuant to H.2 Travel Costs.

29. Question:

RFP states contractor is to provide all personnel, facilities, equipment…etc.: is all work to be performed at DEA district offices? If so when is work at contractor’s office to take place?

No linguist services shall be performed at the contractor’s facility.

30. Question:

F-3: Place of Performance: Does the phrase “but not limited to the following locations” allow for rate adjustments when a contractor’s linguist analyst is sent OCONUS to an area of the world such as Bogotá Columbia where the State Department sets a danger pay allowance? The Danger Pay is governed by Chapter 650 of the Standardized Regulation.

We do not anticipate any OCONUS work to take place under this contract.

31. Question:

F-3: Place of Performance: Does the phrase “but not limited to the following locations” mean that no TDY will be paid when a Field Division tasks the contractor to provide support OCONUS?

We do not anticipate any OCUNUS work to take place under this contract.

32. Question:

Linguists – (a.) Will linguists be housed at the DEA regional offices? (b.) If not, will they be on-call and what is the typical response time for the linguist to be available to perform the desired DEA services?

(a.) No, linguists will not be “housed” at the DEA regional offices. (b.) See Section F.4 for hours of performance and Section G.4 for issuance of Task Orders.

33. Question:

F-5: Deliverables B: Administrative Report “Report submitted with monthly invoice”. Are invoices limited to monthly or is an alternate invoicing schedule such as bi-monthly allowable?

Invoices are limited to monthly submittal.

34. Question:

Section F, F.5 Deliverables, Table beginning on Page F-4.

Will the Government consider adding the following deliverables to the table in Section F.5 (a): Quality Control Plan, Small Business Subcontracting Plan so that they are incorporated into the contract post award and are due with proposal response?

No, these plans are to be delivered with the proposal pre-award and will be included in Section J Attachments upon government approval.

35. Question:

SECTION F, PAGE F-5, PARAGRAPH F.6 “… calculated at one and one half (1.5) times the direct base hourly rate (not the billing rate).” What is the difference between direct base hourly rate and billing rate?

The direct base hourly rate is labor without other indirect costs (e.g. overhead, G&A, etc.)

36. Question: Section G, G.2 Task Monitor(s), Page G-1. Will the Government please clarify the role of the Task Monitor—is the role specific to an individual task order, or more generally applied to address all task orders for a given Field Division, district office, or resident office? In most situations, who would typically be assigned as a Task Monitor – a Group Supervisor, a Wireroom Supervisor, or a Special Agent running a particular case?

See Section G.2. A Task Monitor will be assigned per Field Division. The designation of the Task Monitor is to be determined upon award.

37. Question:

G.2 Task Monitor(s): Will there only be one Task Monitor assigned per region or will each field division be assigned a separate Task Monitor?

We anticipate one Task Monitor per Field Division.

38. Question:

G-4 Task Order Modifications: How will the 30 day de-obligation period for full wires take into account that the DEA has paid the final invoice, but the contractor has not received Settlement of the invoice?

Any modification can be disputed if the contractor’s records do not match DEA’s. A correction can be issued.

39. Question:

G.4 Task Orders: What steps has/will DEA take to educate the Task Monitors, Case Agents, and any other DEA employee involved in this contract about the issuance of task orders and when analytical linguists are allowed to begin working on a task order?

DEA will coordinate internally through use of a Contract Administration Plan.

40. Question: SECTION G, PAGE G-5, PARAGRAPH G.6.B “Work performed on holidays shall be billable (after approval by the COR) at the negotiated rate.”

What will be the negotiated rate? When will this be negotiated and with whom?

The holiday rate will be the OT rate established in the contract.

41. Question:

SECTION H, PAGE H-2, PARAGRAPH H.2 (d) What is TDY in this RFP’s context?

Temporary Duty Assignment.

42. Question:

SECTION H, PAGE H-8, PARAGRAPH H.13 Will the office space that the Contractor’s employees will be working out of always be Government provided? Will this be at all locations or only at particular locations?

Yes, at all locations. See Section F.3 Place of Performance.

43. Question: Employee Polygraph-

a. Will all analytic linguists receive a polygraph prior to being allowed access to DEA facilities?

b. If so, how soon after the regional contract is awarded will these polygraph tests be performed?

Answer: N/A.

c. If so, how long will the actual Polygraph test take and when will it be administered to analytic linguists currently assigned to DEA? Will this time be billable to the government?

d. If so, how will the government determine which field divisions require a polygraph and in what order will they be administered?

44. Question:

Section H, 29 CFR 801.11 (D) EMPLOYEE POLYGRAPH PROTECTION ACT OF 1988 – EXEMPTION FOR NATIONAL DEFENSE AND SECURITY, Page H-5. We understand that several linguists are engaging in a lawsuit alleging that their rights under EPPA were violated by their former employer when they were dismissed for either failing or refusing a polygraph. Does this contract provision provide adequate legal authority for the Contractor to direct an employee to submit to a polygraph and to dismiss the employee if he or she refuses or fails?

Offerors should provide employees who can meet all security requirements. DEA will only require polygraph testing when it is lawful to do so.

45. Question:

Section H, DEA-PH.0005 Use of Government Facilities, Page H-7. Paragraph H.12 states “DEA does not guarantee internet access at specific workstations.” Will DEA provide contractor employees and/or supervisors with internet access from work performance locations?

Answer: Yes.

46. Question:

Section H.2 Travel Costs, page H – 1. TDY costs are likely to be incurred in performance of this contract. Please confirm that the Offeror is responsible for including these costs in the hourly linguist rates.

See Section L.9(c) (2): “The Offeror shall propose a single rate per contract line item number (CLIN) that includes all costs associated with contract performance to include wages (including apportioned supervisory and management labor), overhead, general and administrative expenses (G&A), and profit.”

47. Question:

H.11: Continuing Performance: During a Pandemic or National Emergency: Discusses contractor to implement telework- will there be provisions made and tested for this contract to employ telework?

Answer: We do not anticipate telework to apply to this contract.

48. Question:

Section I.1 Clauses Incorporated by Reference, page I – 2. SCA clause 52.222-40 is incorporated in the contract. Is FAR Clause 52.222-43 regarding price adjustments on multi-year SCA contracts also applicable?

Yes, the solicitation is hereby modified to include Clause 52.222-43 (by reference).

49. Question:

Section J, List of Exhibits and Attachments, (Exhibit J-E-9) - U.S. Department of Wage Determination, Page J-42.

Exhibit J-E-9 includes the following statement: **OCCUPATIONS NOT INCLUDED IN THE SCA OF DIRECTORY OF OCCUPATIONS** and it then lists Analytic Linguist.

Does this mean that the Analytic Linguist requirements outlined in Exhibit J-E-5 of each solicitation are exempt from the Service Contract Act and associated Wage Determination? If that is not how we're to interpret this, please provide feedback as to what this statement means.

No, Analytic Linguist is subject to SCA Wage Determination – 2012-0012.

50. Question:

Exhibit J-E-4 Are there specific small business subcontracting goals for this RFP?

Answer:

The subcontracting goals are: Small Business – 44%, Small Disadvantaged Business – 5%, Women Owned Small Business – 3%, Historically Underutilized Business Zone – 3%, Service Disabled Veteran-Owned Small Business – 3%. Subcontracting goals are negotiable.

51. Question:

Section J, EXHIBIT J-E-5, REQUIRED LANGUAGES; Page J-9. It appears that the column headings [Language, Minimum Number of Linguists, and Travel Authorized] were inadvertently dropped from the table. Will the Government please clarify intended headings or correct the table for clarity?

Section J, Exhibit J-E-5 Headings are as follows:

Language Estimated Number of Linguists

Travel Authorized

52. Question:

SECTION J, PAGE J-9, EXHIBIT J-E-5 Will the required numbers of analytic linguists be stationed at the offices of DEA from 8:00am to 12:00am, seven days a week?

See Section F.4 Hours of Performance.

53. Question:

Exhibit J-E-5: Required Languages: Due to the large numbers of linguists required, will Security Programs be able to process all of the Security packets for the required number of new analytical linguists in the first 90 days?

We anticipate a large volume of clearances to be processed; they will be completed as expeditiously as possible.

54. Question:

Exhibit J-E-5: Required Languages: Will Security Programs be able to validate incumbent Clearances immediately in order to maintain continuity of active wires and anticipated new wire activity upon award?

Security Programs will review and validate incumbent clearances upon request.

55. Question:

Exhibit J-E-9 DOL Wage Determination. The language at the bottom of page J-40 requires the successor contractor to pay vacation as follows: “2 weeks paid after 1 year of service with a contractor or successor; 3 weeks after 5 years; and 4 weeks after 15 years. Length of service includes the whole span of continuous service with the present contractor or successor, wherever employed and with the predecessor contractors in the performance of similar work at the same Federal facility (Reg. 29 CFR 4.173).” Since many Field Divisions have veteran workforces will the Government provide seniority lists for incumbent personnel so Offerors can properly develop their pricing to account for this requirement?

This language is directly from Department of Labor Wage Determination No. 2012-0012 Rev. 1.

56. Question:

Attachment J-A-1 This attachment lists Ga as the required exotic language for all field divisions in this region. However, Ga is only listed as a requirement in J-E-5 for the Washington, D.C. Field Division. Miami, New Orleans and the Caribbean Field Divisions do not list any exotic languages. Does this mean that the Offeror should include applicable travel costs for the languages not listed in J-E-5 for each office? Would the Government prefer to change these languages in the sample to reflect the language requirements listed in J-E-5? How should Field Divisions without required exotic languages in J-E-5 be handled?

No. The Sample Task Order remains unchanged.

57. Question:

Attachment J-A-1 This attachment lists Patois as the common language for all field divisions. However, J-E-5 lists Patois only for the Miami Field Division, and the other Field Divisions do not list any common languages. Should these languages therefore be priced with travel costs? Would the Government consider substituting other common languages (for example, Arabic, Vietnamese, Chinese Mandarin or Portuguese) so that the Offerors’ proposals better reflect the ability to cover a variety of language needs within the region?

No. The Sample Task Order remains unchanged.

58. Question:

SECTION J, PAGE J-47, Attachment J-A-1 (Page 2 of 5): how is the number of 3600 hours over the 30 days task period computed?

The Offeror should provide a solution based on the specified number of hours in the Sample Task Order for the 30 day task period in the base and each option.

59. Question:

On the last page of Attachment J-A-1 - Analytic Linguist Wages. Which CLIN are we to use for this line item (Spanish, Common or Exotic)?

Contractor shall use similar format to address each of the designated CLINs provided in J-A-1 (Spanish, Common, and Exotic). This is a sample calculation of one CLIN and applies to each and every CLIN.

60. Question:

We understand that in locking the Pricing Evaluation Sheet the Government has ensured that offerors are not able to change the number of evaluation hours by CLIN. However, in doing so, the Government has also prevented offerors from using this information to build a fully integrated backup workbook as offerors cannot link to the information in Column C of the Pricing Evaluation Sheet. Would the Government consider adjusting the Excel workbooks so that the information in Column C is locked for editing, but unlocked for linking? This will add to the ease of evaluation for the Government.

No. The Excel workbooks will not be adjusted.

61. Question:

Attachment J-A-1 page J-47. This section indicates that the Contracting Officers will enter the proposed, fixed, hourly rates (from the successful Pricing Evaluation Sheet – base and option Periods) in Section B of the contract upon contract award. Can the Government please confirm that offerors are not required to submit Section B as part of their price/cost submission?

Yes, this is correct.

62. Question:

Mod #1 Past Performance Questionnaires, Section J – 53. If DEA employees cannot complete the surveys, how will the contractors who service only DEA for these types of requirements receive a past performance evaluation?

See Section M.2 Factor 5: Past Performance. DEA will utilize its own knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with

DEA.

63. Question:

Past Performance Questionnaires from DEA Personnel. The amendment released on May 11 in each Regional solicitation adds the following language to Section L.9 (b) Factor 5: “These Past Performance Questionnaires shall not be provided to any DEA employee for completion.” This effectively precludes DEA vendors from using current DEA contracts as evidence of successful past performance. Since vendors are required to provide up to three past performance questionnaires from “projects which are of a comparable or related nature and complexity to the requirements of the proposed contract,” this additional language inequitably biases current DEA vendors since the most relevant past performances to this requirement are the current Title III services provided to DEA. Will DEA consider removing the language incorporated via this amendment to eliminate this bias? If not, how does DEA define “of a comparable or related nature and complexity to the requirements of the proposed contract” since there are no other programs directly relevant to the size, nature and complexity of DEA’s Title III program?

knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with

DEA.

64. Question:

Mod #1 Past Performance. What is the reason behind DEA personnel not being allowed to evaluate their contractors? It would seem that this information would be the most relevant to this procurement.

DEA will utilize its own knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with DEA.

65. Question:

Amendment 1: This amendment states “These past Performance Questionnaires shall not be provided to any DEA employee for completion.” Please clarify the intent of this amendment. If the Offeror wishes to use DEA work as a past performance reference and cannot ask DEA to complete these required questionnaires, how will the Offeror comply with the past performance requirement of the RFP?

knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with

DEA.

66. Question:

Amendment 1 states “These Past Performance Questionnaires shall not be provided to any DEA employees for completion.” Given that DEA would naturally have records of contractor performance on DEA contracts, will the Government please confirm our understanding that this requires all Offerors, prime and subcontractor alike, to provide all past performance references (PPQs) for other than DEA contracts?

Yes, confirmed.

67. Question:

Amendment 0001: The following line was added to Past Performance in Section L:

“These Past Performance Questionnaires shall not be provided to any DEA employees for completion.” If DEA employees are not to be provided a Past Performance Questionnaire for completion, how can we use our past/current performance with DEA as a reference?”

knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with

DEA.

68. Question:

Page J-53, Attachment J-A-2: Past Performance Questionnaire. Mod #1 eliminated DEA employees from submitting these questionnaires.

a. How will a contractor’s DEA past performance experience be evaluated without this information?

knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with

DEA.

b. If the DEA intends to use CPARS to replace the past performance questionnaires, will DEA initiate a CPARS evaluation for vendors whose performance on a specific contract or BPA has not been evaluated by DEA in CPARS?

Answer: No

c. How quickly will DEA initiate CPARS evaluations on the contracts not previously evaluated in CPARS?

Answer: N/A

d. Since the CPARS system affords the contractor 30 days to respond to the CPARS evaluations, will DEA extend the deadline for this regional procurement until all contractors with DEA past performance have received an evaluation?

69. Question:

Modification 1 prohibits us from contacting DEA personnel to complete Past Performance Questionnaires. What method will be used to determine past performance for current and prior DEA contractors? Should we supply prior questionnaires that have been already completed?

knowledge/experience, and/or other sources, such as contracting offices, Past Performance Information Retrieval System (PPIRS), and Contractor Performance Assessment Reporting System (CPARS) to evaluate an offeror’s past performance with DEA. Offerors should not send in questionnaires that were completed pursuant to a different solicitation.

70. Question:

Attachment J-A-2: The Government has assigned different Contract Specialists to receive Past Performance Questionnaires for each regional proposal. Offerors bidding on more than one region will, therefore, need to ask their clients to complete and submit as many as eight different questionnaires covering the same past performance, which may create a significant burden on Government clients. Will DEA consider allowing each past performance reference to submit a single questionnaire that will apply to all proposed regions?

Answer:

No. Questionnaires must be submitted electronically to the contract specialist named in the applicable RFP.

71. Question:

The pricing templates in J-A-1 and B.3 provide for only single rates for Spanish, Common and Exotic languages. Price competition will effectively commoditize these 3 linguist categories to reflect the absolute minimum skill level, making it difficult during execution for any Offeror to provide the level of personnel demanded by wireroom operations. Would the Government consider allowing Offerors to bid tiered rates to reflect the labor market requirement to provide pay commensurate with individuals’ skill, experience and ability levels (an accepted practice on GSA Language Schedule contracts), enhance our ability to retain talent on DEA contracts, and promote stabilization of the workforce?

Tiered rates will not be accepted.

72. Question:

(a.) With regard to the Sample Task Order requirements, a significant response consisting of resumes, testing certificates and letters of commitment will be required to respond to each region, especially regions with more than two field divisions. Will the government consider a sample task order response by region instead of by field division?

No

(b.) Would the government consider waiving the letter of commitment requirement for current employees of the contractor?

73. Question:

Is it permitted to supply copies of voluminous materials (Task orders linguist resumes, Letters of Commitment, Certificates, et.al.) only via electronic versions (such as PDF).

No. All proposal materials shall be submitted in accordance with the instructions included in Section L of the Solicitation.

74. Question:

EPPA 29 CFR 801.11(D) States the following, ”…whose duties involve access to information that has been classified at the level of top secret or designated as being within a special access program under section 4.2.” Does DEA intend to upgrade the security access from DEA sensitive to top secret?

Not at this time.

75. Question:

Will there be multiple awards?

No, single award (by Region). See Section L.10.

76. Question:

Are linguist resumes required to be in a standard format?

DEA will not provide a standard format or additional instructions for linguist resumes beyond what has already been provided in Section L of the Solicitation.

77. Question:

L.9 (a) (3) Due to the number of candidates required for the Sample Task Order and the documentation required for each candidate, would the government consider accepting one (1) original of the documentation for each candidate, as opposed to the one (1) original and five (5) hard copies requested to minimize production costs to the offerors?

No, follow Section L instructions to offerors.

78. Question:

Page L-6, Factor 1 Quality Control Plan. May the contractor include samples that are used in the QC Plan to assist analytic linguist in performing their job as attachments? It will be difficult for a contractor to maintain a 60 page limit if a truly comprehensive, detailed plan is submitted.

No. See Section L.9 (5) Page Limitations.

79. Question:

Page L-7, Factor 2 Sample Task Order - Resumes, Letters of Commitment and Language Proficiency Certificates are to be provided.

a. Is the contractor to provide just those requested to perform the sample task order or for all required personnel in all languages, including supervisors, project manager and other key personnel?

Answer:

The Offeror shall provide all documentation for all personnel included in the Offeror’s proposed solution to the Sample Task Order.

b. Is it possible to provide this documentation in the original volume only instead of all 6 binders?

Answer:

No.

80. Question:

Page L-7, Factor 2 Sample Task Order - Failure to provide 100% of required supporting documentation…

a. What will the government use as the guideline to determine if the contractor has provided 100% of the supporting documentation?

Answer:

In the Work Plan, the Offeror shall specify the number and level of involvement of all staff, including linguists, management, quality control personnel, administrative staff and any others that will perform under the task order. The Government will compare the supporting documentation provided in the Offeror’s proposal to the number of staff specified in the Offeror’s Work Plan to determine if the Offeror has provided 100% of the supporting documentation.

b. What are the government estimates for required personnel for the sample task order?

Answer:

The Offeror is to evaluate the stated requirements in the sample task order and propose a staffing solution based on the Offeror’s understanding of the requirement and ability to perform the work.

81. Question:

Reference. Page L-8. Factor 2. Sample Task Order. “…may result in a rating of “Unacceptable” for Technical Evaluation Factor 1-Sample Task Order.”

Clarification. Should the quoted language read Factor 2-Sample Task Order?

Yes. Reference made to “Factor 1” in the description of Factor 2 is an error and is hereby changed to “Factor 2”

82. Question:

Reference. Page L-8. Sample Task Order. “Failure to provide 100% of required supporting documentation (resumes, letters of commitment, proof of language proficiency) may result in a rating of “Unacceptable” for Technical Evaluation Factor 1— Sample Task Order.

Clarification. What is the requirement for the number of resumes, letters of commitment, and proof of language proficiency?

Reference made to “Factor 1” in the description of Factor 2 is an error and is hereby changed to “Factor 2.” The Government will compare the supporting documentation provided in the Offeror’s proposal to the number of staff specified in the Offeror’s Work Plan to determine if the Offeror has provided 100% of the supporting documentation.

83. Question:

Section L.9 (b), Factor 2. Sample Task Order, page L – 7. Please confirm that resumes, letters of commitment, and proof of language proficiency are required for only one Field Division (i.e. 3600 Spanish Linguist hours, 180 OT Spanish Linguist hours, 720 Common Linguist hours, etc.) and not for each individual Field Division listed in Attachment J-A-1.

The Offeror should provide adequate documentation to satisfy all hours associated with each CLIN in Attachment J-A-1. Offerors will note that different CLINs pertain to different Field Divisions.

84. Question:

During our review of the solicitation requirements, it has become apparent that the Sample Task order in each region will generate a voluminous amount of paperwork given the number of linguist resumes, commitment letters and language testing certificates and no page limitation. This is especially evident with Sample Task Order requirements in Regions that have multiple Field Offices (SER). A standard number of non-overtime hours is described for Spanish (3600), Exotic (720) and Common (480).

These same hour estimates are established for each Field Office in each Region throughout the country. For example, in the SER alone (which does not include Atlanta), there will be a need to submit Resumes, Letters of Commitment, and Proof of Language Proficiency to cover a total of 14,400 Spanish hours, 2,880 Common hours and 1,920 Exotic hours. Meanwhile in the Atlanta Region, we are required to provide only enough linguists to cover Spanish (3600 hours), Exotic (720 hours) and Common (480 hours). In the SWR, we will need to address a total of 7,200 Spanish hours, 1,440 Common and 960 Exotic – twice as much as the Atlanta Region and half as much as the SER. In other words, the application of standard hours to Field Offices as opposed to Regions results in offerors having to submit a voluminous amount of paperwork not really representative of the workload in the individual regions. In addition, one must ask whether DEA will actually be reviewing the number of documents that are required to be submitted under the current Field Office requirements. Given that the solicitation states “Failure to provide 100% of required supporting documentation (resumes, letters of commitment, proof of language proficiency) may result in a rating of “Unacceptable” for Technical Evaluation Factor 2—Sample Task Order,” offerors must provide enough Resumes, Letters of Commitment, and Proof of Language Proficiency to cover the total hours for all field Divisions in the Regions. This results in volumes of paperwork being submitted; it is unbalanced compared to the actual size of the Regions from a volume standpoint; and it is unlikely that DEA will be able to review all of the required documents required during the evaluation process. Accordingly, it is requested that the Sample Task Order Requirements be revised to require language hours by Region as opposed to by Field Division. Although this will still result in the need to submit a large number of documents, we believe this is a more realistic and practical approach to this requirement.

a. Would DEA consider revising the Sample Task Order requirements to a per Region basis rather than a per Field Office approach?

Answer: No. The sample task order remains unchanged.

b. Would DEA consider revising the Sample Task Order requirement to eliminate Letters of Commitment from active employees of the contractor or subcontractor?

85. Question:

L.9.a.5, page L-6. Would the Government allow 11x17 pages for foldouts?

No. Pursuant to section L.9 (a) (5): “Pages shall be standard size 8.5 x 11 inches, printed on one side (one sheet printed on both sides will count as 2 pages), and print shall be standard 10pt. (or larger) Times New Roman font.”

86. Question:

L.9 (b): Factor 2. Sample Task Order: The Work Plan shall be detailed and specify the number and level of involvement of all staff including linguists, management, quality control personnel, administrative staff, and any others that will perform under the task order. Resumes, letters of commitment, and proof of language proficiency shall be provided, as appropriate, in response to this Factor for proposed personnel as well as for analytic linguists. Do the required resumes, LOCs, and language proficiency requirements apply to the admin staff (i.e., recruiters, security officers, financial and/or contract admin personnel, etc.)?

All documentation is required for linguists, supervisors, quality control specialists.

Language proficiency is not required for administrative and support personnel.

87. Question:

Section L, Factor 3, Page L-8. Factor 3 requires “The Offeror shall also fully demonstrate its ability to provide meaningful training of new and existing personnel and how the training will enhance performance under any resulting contract.” Page M-4, Factor 3 states ”The Government will evaluate the Offeror’s training program for new and existing personnel. The Government will evaluate how well the proposed training will enhance performance under any resulting contract. The Government will evaluate the Offeror’s plans to maintain and improve language and monitoring skills. The Government will evaluate the Offeror’s training program…” However, SOW C.3.7 Training section fails to levy any requirement on the Contractor to provide training.

We respectfully recommend inserting the following paragraph at the beginning of SOW section C.3.7 to resolve this inconsistency in the RFP: “The Contractor shall provide, at Contractor expense, a training program for new and existing personnel to maintain and improve language and monitoring skills as a means for enhancing their performance on the job.”

Yes, Section C.3.7 is hereby modified to add “The Contractor shall provide, at Contractor expense, a training program for new and existing personnel to maintain and improve language and monitoring skills as a means for enhancing their performance on the job.”

88. Question:

Section L, Factor 3. Staffing Plan, Page L-8 and Page L-12, paragraph L.11: Unless the Small Business subcontracting Plan is excluded from page count, large businesses will be disadvantaged in responding to the RFP. Will the Government please confirm that the Small Business Subcontracting Plan is excluded from page count by adding it to the list of exclusions on page L-6, paragraph L.9.a.5, Page Limitation.

Per Section L.11, the Small Business Subcontracting Plan should be provided in the Business Proposal (Vol. II). There is no page limitation for Vol. II.

89. Question:

Section L.9 (b), Factor 3. Staffing Plan, page L – 8. Please confirm that the Small Business Subcontracting Plan is excluded from the page count.

Per Section L.11, the Small Business Subcontracting Plan should be provided in the Business Proposal (Vol. II). There is no page limitation for Vol. II.

90. Question:

Factor 3 Staffing Plan, Last sentence - Will the required Small Business Subcontracting Plan count against the page count?

No. Per Section L.11, the Small Business Subcontracting Plan should be provided in the Business Proposal (Vol. II). There is no page limitation for Vol. II.

91. Question:

L.9.b.Factor 3: Staffing Plan, page 8. We would like to provide the Government a summary matrix of personnel currently supporting DEA contracts. Would the Government allow this summary matrix to be considered as an appendix outside of the page count?

No. The exceptions to the page limitation are specifically stated in section L.9 (a) (5), as amended and no other exceptions will be allowed.

92. Question:

Section L, Instructions, Conditions and Notice to Offerors, L.9 Proposal Preparation Instructions, Business Proposal (Volume II) Instructions, Item 3. Other Business Information to be furnished (Volume II) Section (b), terminations, Page L-10.

Our Company executes thousands of contracts yearly, with many large scale contracts on which a $500K de-scope may be routine in responding to government budget pressures. We are concerned that this requirement may inundate reviewers with information that is of little value for this bid. Will the Government consider changing the Section (b) requirement to be limited to the five (5) most recent terminations and the five (5) most recent de-scopes greater than $500,000?

Yes. Under Section L, Instructions, Conditions and Notice to Offerors, L.9 Proposal Preparation Instructions, Business Proposal (Volume II) Instructions, Item 3. Other Business Information to be furnished (Volume II) Section (b), terminations, Page L-10 Delete “Terminations—List any contracts..” and insert in lieu thereof, “Terminations— List the five (5) most recent contracts..”

93. Question:

Section L, Instructions, Conditions and Notice to Offerors, L.9 Proposal Preparation Instructions, item 3. Other Business Information to be furnished (Volume II) Section (c), Page L-10. Will the Government consider changing the Section (c) requirement to be limited to the ten (10) largest contracts with Government Agencies other than DEA?

Will the Government please confirm that “proposing entity” refers to the P&L center responsible for this bid.

Yes. Under Section L, Instructions, Conditions and Notice to Offerors, L.9 Proposal Preparation Instructions, item 3. Other Business Information to be furnished (Volume II) Section (c), Page L-10, delete “List all contracts..” and insert in lieu thereof, “List up to ten (10) largest contracts..”. Proposing entity is the prime contractor to be named on the face of the contract.

94. Question:

Section L, L.9 (b); L.C (3)(ii); Factor 5. Past Performance; Page L 9.

Section L instructions states "Up to three past performance questionnaires shall be obtained for projects which are of a comparable or related nature and complexity…"

Will the Government consider limiting the past performance questionnaire references to also be within the past 5 years to ensure bidders have recent qualifications and experience to perform the requested services?

95. Question:

Section L.9 (b), Factor 5. Past Performance (b), page L – 9. Please confirm that Subcontractor Consent Forms are excluded from the page count.

Yes, section L.9 (a) (5) is hereby modified to add the Subcontractor Consent Forms to the list of documents excluded from the page count.

96. Question:

Section L, Business Proposal Volume II Instructions – paragraph 3-(e)(4) references, Page L-11.

“The technical proposal manager.”

Will the Government please clarify the role and responsibilities for this position title to ensure an accurate organization can be proposed? Do you mean the line manager in charge of preparing technical responses to task orders post award, or the proposal manager for Volume I of this bid, who is typically a business development professional?

The proposal manager for Volume I of this bid.

97. Question:

Reference L.11 Small Business Subcontracting Plan, Far Clause 52.219-9 Small Business Subcontracting Plan and FAR Clause 52.244-6 Subcontracts for Commercial Items as set forth in the solicitation.

If the services to be provided by the offeror are of a type offered and sold competitively based on established catalog pricing, is the offeror exempt per FAR Clause 52.219-9 (11)(j) from submitting a small business subcontracting plan?

No, 52.212-5 is not included in this RFP.

Question: L.12, page L-12. Please confirm that hand-delivery of proposals is permitted.

Answer: Pursuant to Section L.12, hand-delivery is permitted but not required to the location listed in Section L.12.

98. Question:

Section L.16, page L-14. Bullet a. of Section L.16 indicates that submission of certified cost or pricing data is not required. This presumes that the Government is expecting a sufficient enough number of offeror responses to facilitate cost reasonable analysis on the value of the FFP labor rates. As a result, would the Government eliminate the requirement for information on historical labor rates, information supporting the allocation of supervisory and management labor, and information supporting the overhead and general and administrative expense rates. As the Government will have both sufficient competition among vendors and FFP labor rates, the buildup of these rates should be irrelevant to the evaluation.

The Offeror’s proposal should address the requirements for information on historical labor rates, information supporting the allocation of supervisory and management labor, and information supporting the overhead and general and administrative expense rates per Section L.16 (b). This will facilitate the government’s price realism analysis.

99. Question:

Section M.2 This section indicates that the evaluation for the Business Proposal Volume will be on Cost/Price. However, the RFP requires that this Volume contain a considerable amount of other information, such as organizational…