DJD-15-R-0022_Q_and_A_-_Amendment_0001_8-14-15.doc

Solicitation # DJD-15-R-0022 NADDIS and DSS – Data Entry Support Services

QUESTIONS AND ANSWERS

1. QUESTION:

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

ANSWER:

These services are currently being performed under order number DJD-15-HQ-G-0037.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

2. QUESTION:

If these requirements are currently being performed under a contract,

a. Who is the Contractor?

b. What is the contract number?

ANSWER:

a. Exceed Corporation

b. The current order number is DJD-15-HQ-G-0037, valued at $4,434,720.00. However, there was a five year contract, DJD-09-C-0035, valued at $21,788,844.69, performed by Exceed Corporation for these services.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

3. QUESTION:

a. Whether companies from Outside USA can apply for this? (From India or Canada)

b. Whether we need to come over there for meetings?

c. Can we perform the tasks (related to RFP) outside USA?(From India or Canada)

d. Can we submit our proposals via email ?

ANSWER:

a. All contractors who meet the terms and conditions of the solicitation can submit a proposal for this solicitation.

b. Please reference the solicitation for all requirements of this procurement.

c. In accordance with the solicitation, performance shall take place at DEA Headquarters, 700 Army Navy Drive, Arlington, Virginia 22202.

d. Please reference Section 7.1 Time, Date, and Place of Submission of Proposal of the solicitation.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

4. QUESTION:

For this 8a set aside opportunity, should a bidder need Facility Clearance?

ANSWER:

A facility clearance is not required.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

5. QUESTION:

Is experience with these systems and/or DEA in general a pre-requisite?

ANSWER:

No.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

6. QUESTION:

Who heads up SARI? Just trying to understand how the hierarchy there is broken down.

ANSWER:

The COR is Unit Chief in SARI.

The solicitation () will (X) will not be amended to reflect this clarification.

7. QUESTION:

Is DEA overall pleased with the way the project has gone?

ANSWER:

Yes.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

8. QUESTION:

Regarding Page 1, Section 10, of SF 1449: Does the government intend to restrict subcontractor participants to 8(a) businesses, only, or can the 8(a) prime bidder chose a large business as a subcontractor partner?

ANSWER:

This is a business decision. The offeror shall comply with all applicable subcontracting clauses in the solicitation.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

9. QUESTION:

Please provide Attachment #1 as MS Word file.

ANSWER:

A Word copy of Attachment 1: Contractor Performance Questionnaire will be provided.

The solicitation (X) will () will not be amended to reflect this clarification.

10. QUESTION:

Reference RFP pp. 62 and 63 of 69. The RFP states, “The offeror shall demonstrate … (iv) the offeror’s transition plan to assume operations during the initial ninety (90) days of contract performance to ensure continuity of services, to include the offeror’s plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out period.”

o Question: Does the 90-day transition period constitute the first 90 days of the Base Year?

ANSWER:

Yes.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

11. QUESTION:

Who is the incumbent contractor?

What is the value of the current contract?

ANSWER:

Please see Answer 2.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

12. QUESTION:

How many Full Time Equivalents (FTE) currently support the project?

Which labor categories does DEA require or prefer support the project?

ANSWER:

There are currently 44 contractor employees supporting the contract.

The labor category is a company decision. The proposed labor category shall meet the requirements of the solicitation.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

13. QUESTION:

What are the most common quality issues?

ANSWER:

Most common on the DEA-6 and DEA-202 form:

01 – Remarks; 04- File Reference; 06-Name Incorrect; 08-Subj Not Processed

Most common on the DEA-210 form:

11-DSS-210

The solicitation ( ) will (X) will not be amended to reflect this clarification.

14. QUESTION:

How long does it take for a new Data Entry Specialist to become proficient with the requirements?

ANSWER:

After two to three weeks of training and with the new automated process, the Data Entry Specialist is normally proficient in 2 to 3 months.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

15. QUESTION:

Does the government provide initial and/or refresher training?

ANSWER:

In accordance with the solicitation, the contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

16. QUESTION:

What are the average error (screening and data entry accuracy) rates on a monthly basis?

ANSWER:

Fiscal year 14 data was used to provide complete year of data. During FY14, the average screening quality was 99.9% and the data entry accuracy was 96.42%.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

17. QUESTION:

What are the monthly average deductions for screening quality, data entry quality and timeliness metrics?

ANSWER:

Using FY14 data, average deductions for screening and timeliness were 0 and data entry average was 2%.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

18. QUESTION:

We have teamed up with Company A for this effort. We, Company B, attended the demo on Monday on behalf of the team. Does this preclude us from submitting a response since Company A will be the 8a Prime?

ANSWER:

A representative (i.e. the prime, subcontractor, teaming arrangement, or joint venture) of the offeror’s team in attendance at the demonstration satisfies the requirement of participation in the mandatory demonstration.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

19. QUESTION:

Please provide a list of companies who attended the demonstration.

ANSWER:

A list of companies will be provided.

The solicitation (X) will () will not be amended to reflect this clarification.

20. QUESTION:

I am very sorry to report that I was not able to attend yesterday’s mandatory industry day due to an unexpected emergency.

Please confirm if Company A, representing Company B will still be able to submit a proposal for the solicitation.

ANSWER:

Please see Answer 18.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

21. QUESTION:

The target goal is to process documents into NADDIS and DSS in an average of no more than 14 calendar days. What is the actual historical data for average days to process for DEA-202, DEA-210 and DEA-6?

ANSWER:

For consistency purposes, FY14 data is used to ensure a statistical significant answer. For FY14, DEA-202 average 0.37 days; DEA-210 average 0.46 days; DEA-6 average 2.19 days.

The solicitation () will (X) will not be amended to reflect this clarification.

22. QUESTION:

Is the award ID for the current contract DJD09C0035?

ANSWER:

Please see Answer 2.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

23. QUESTION:

How many contract data entry service FTEs (Data Entry Specialists) are on the current contract?

On page 15 of 69 of the solicitation document it states 54 workstations are available - are they all currently occupied and being used by the Data Entry Specialists?

ANSWER:

Please see Answer 12.

No.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

24. QUESTION:

Please confirm on page 38 of 69, it mentions a “wage determination”; are the contract Data Entry Specialist positions Service Contract Act covered? If yes, under what Wage Determination OCCUPATION CODE? Also, Exhibit 1 in the solicitation document, the Register has been revised - 07/08/2015; which version should contractor’s use for costing?

ANSWER:

These services are covered under the Service Contract Act.

The labor category and occupation code is a company decision, just as long as the proposed category can meet the requirements of the solicitation and the company is in compliance with the DOL Wage Determination.

Exhibit 1 will be updated to include the revised Wage Determination, revision no. 16, dated 7/8/15.

The solicitation (X) will () will not be amended to reflect this clarification.

25. QUESTION:

On page 16 of 108 of the solicitation document, a contractor Quality Control Plan is mentioned; is a DRAFT Quality Control Plan to be submitted with the proposal?

ANSWER:

No.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

26. QUESTION:

Page 81 of 108 of the solicitation document; are past performance questionnaires to be completed only for the prime contractor or subcontractor's as well? If we have CPARs evaluations, can the CPARs evaluations be submitted in-place of past performance questionnaires?

ANSWER:

Past Performance questionnaires can be completed for the prime and/or subcontractors. The offerors can submit CPARs evaluations and past performance questionnaires.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

27. QUESTION:

Page 101 of 108 of the solicitation document, it states “...in book order”; do the cover page, table of contents, and transmittal letter (cover letter) count in the NTE 30 pages?

ANSWER:

Please refer to the solicitation, page 62 of 69, General Instructions, (3), last sentence.

The solicitation () will (X) will not be amended to reflect this clarification.

28. QUESTION:

Historically, what percentage is Falcon down during core hours? How is the process time adjusted if the Falcon system experiences issues?

FALCON is down less than 1% of the time. Process time is adjusted at the discretion of the COR, however a matrix was used to make any time adjustment. Going forward, the capability to adjust the possession time will be built into FALCON.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

29. QUESTION:

In which proposal volume should we insert the signed SF1449 and SF 30, etc. (if applicable)?

ANSWER:

Volume II – Business Proposal.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

30. QUESTION:

Page 5 of the solicitation shows historical document volume through September of 2014. Can the government provide any historical document volume for FY 2015?

ANSWER:

No, since we do not have a full year worth of FY15 historical data. FY14 was used to capture the last full year of data The solicitation ( ) will (X) will not be amended to reflect this clarification.

31. QUESTION:

How many FTEs are supporting the current contract?

ANSWER:

Please see Answer 12.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

32. QUESTION:

What labor categories are currently supporting the contract? Data Entry Specialist I, Data Entry Specialist II, Program Manager, etc?

ANSWER:

The current labor categories are:

Project director, Operations manager, Administrative Assistant/Data Entry Supervisor, Production Control Clerk, and General Clerk III/Data Entry Specialist

The solicitation () will (X) will not be amended to reflect this clarification.

33. QUESTION:

What is the monthly average of imports from October 2014 – present?

INPUT

Monthly Averages

34. QUESTION:

Confirm that if a teaming partner attended the mandatory on-site demonstration on behalf of the 8aPrime/team is sufficient in order to submit a proposal response?

ANSWER:

Please see Answer 18.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

35. QUESTION:

What has been the average Accuracy Level per forms (DEA-6, DEA202, & DEA210)?

ANSWER:

Statistic is not maintained by government.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

36. QUESTION:

What is the monthly average number or percentage of errors (critical & Non-critical) detected by the government?

ANSWER:

Using FY14 data, the monthly average of errors detected were 607 errors per month.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

37. QUESTION:

What is the monthly average of processing documents per forms based on the 14 day calendar requirement?

ANSWER:

Monthly Averages

38. QUESTION:

In the Phase-in portion of the transition, when would incumbent contractor personnel be able to transition over to successor contractor?

ANSWER:

Yes.

The solicitation () will (X) will not be amended to reflect this clarification.

39. QUESTION:

Is the phase-in schedule of 90 days a requirement or can the phase-in be shorter based on retaining a percentage of the current incumbent staff?

Yes, this is a requirement.

The solicitation () will (X) will not be amended to reflect this clarification.

40. QUESTION:

How long, on average, does it take to get a new hire through the DEA Clearance process?

On average, 3-4 months.

41. QUESTION:

If a candidate has an existing DOD TS or Secret clearance will that shorten the DEA clearance process? Page 15, XII Security

ANSWER:

Yes.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

42. QUESTION:

Can the proposal be FedExp’d or hand delivered to the Springfield, VA address instead of regular mail? Page 65, paragraph 7.1 (b).

ANSWER:

Proposals can be mailed FedEx or hand delivered. If you hand deliver, the hours of operation at the DEA warehouse are 8-11am for delivery.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

43. QUESTION:

Can the Government accommodate a 7:00 a.m. to 6:00 p.m. weekday schedule? Page 14, paragraph XIII Resources.

ANSWER:

No.

The solicitation ( ) will (X) will not be amended to reflect this clarification.

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