QA Responses Set- 1 DJJA-09-RFP-0592.pdf

Set # 1 Questions and Answers for Request for Proposal DJJA-09-RFP-0592 MMWR Support Services

Question No. RFP Section Contractor's Question Government Response RFP Changed

1 B.2.E

The 17 DOL SCA Wage Determination (W/D) categories shown in Section B.2.E are no longer in the W/D or do not have rates associated with them. Please update the table accordingly.

Section B.2.E, has been amended to relect the changes. Yes

2 B.2.E Please clarify if offerors are required to comply with the correlation of proposed CLIN 0002 RFP labor categories to DOL SCA W/D categories.

The DOL equivalent categories provided in Section B.2.E., are the current DOL categories used and are not required. Offerors may propose alternate equivalent categories.

Yes

3 C.1

Can the Government provide a more detailed breakdown of the 7,000 pieces of daily mail to include the approximate number of letters, flats, packages, interoffice and accountable mail?

Government will provide the following V Street volume estimate for one day: 51 Flat trays, 16 Letter Trays, 2 Hampers, 6 APCs (approximately 7,000/pieces)

Yes

4 C.2

What functions are expected to be performed/completed at the Contractors facility?

None of the FFP or IDIQ requirements will be performed at the Contractor's facility. The Contractor is required to have a Top Secret cleared facility in order to provide the required TS and Secret level personnel.

No

5 C.4.2.A During what hours is canine screening currently provided at the Off Site Mail Facility?

Canine screening is provided at the RFK Main Justice Building from 7:00 am to 5:00 pm

No

6 C.4.4 What is the daily volume of MRU mail? The daily volume for MRU fluctuates, however, the weekly volume is estimated at 1,000 pieces.

No

7 C.10.1

Please clarify the following information on a labor category basis for the key personnel that offerors are required to propose:

• Number of personnel in each key personnel labor category; for example, how many personnel are required for the Contract Director position?

• For each required individual position, please provide the DOL SCA W/D, DOJ employee class, work location, and required security clearance level.

• Where there are a number of FTEs for a particular key personnel DOJ employee class, state what the distinguishing or different duties are for each, e.g., if there are 5 Deputy Contract Directors (DCD), please provide the unique functional area(s) of responsibility and other unique qualifications for each.

No additional information will be provided. No

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

8 C.10.1

It is recommended that the Government delete any key personnel DOJ employee class(es) not in use or intended to be used from the key personnel list.

No changes will be made. No

9 C.10.4 and Attachment 15

Please provide the DOL SCA W/D category, DOJ employee class, and Minimum Personnel Qualifications as in RFP Section C.10.4 for the following CLIN 0001 positions: 1) Satellite Supervisor; 2) Data and Quality Manager. These positions are included in Attachment 15 as current positions in the Main Mail Room.

These positions are FFP and are at the discretion of the Offeror. No

10 C.12.6

At the Office of Solicitor General in the Main Building, four Support Services Supervisor IIs are shown under both Top Secret and Secret Clearance Required tables.

Please clarify if eight total employees are required, or is one of the tables incorrect? Also, is it the Government’s intention to make these particular positions Key Personnel per Section C 10.1.1?

Section C.12.6. has been amended to reflect that Top Secret Clearances are required for the Support Services Supervisor II positions at the Office of Solicitor General in the Main Building.

There are only four positions. These positions are considered as Key Personnel.

Yes

11 C.12.6

Under the current contract, several Contract Director and Deputy Contract Director positions located in Quantico require Top Secret clearances. These positions are not reflected in these tables. Is it the Government’s intention to eliminate these positions, or has the clearance requirement been changed for these positions?

There are two Contract Directors at Quantico. One at FBI Academy and one at FBI/ERF. Section C.12.6., has been updated to relect these changes.

Yes

12 C.12.6 Please confirm that the Main Building Contract Director and Deputy Contract Director require a Top Secret Clearance.

Yes, these positions require Top Secret Clearances. No

13 C.16 How many and what size and class/type of contractor vehicles are used to support the contract CLIN 0001 activities?

No additional information will be provided. No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

14 C.16

Please advise if parking is available for all contractor vehicles at relevant DOJ locations. If not, please provide information about parking availability on a building-by-building basis. Where there is not adequate contractor vehicle parking available, can the Government provide a pre-determined dollar amount that offerors should use in their Price Proposal to cover anticipated parking costs?

There is parking availalble available at the V Street and LOC Locations. In the RFK Main Justice Building there is limited short term parking available during core working hours at the MAIN Building. There is no other parking provided at any other DOJ Locations. The Government will not provide estimate information for parking costs.

No

15 C.16.2

Please furnish general specifications for X-ray equipment. Since the RFP requires Offerors to provide X-ray screening equipment as contractor furnished equipment (CFE), can the Government clarify what would be received at the V Street location on a pallet that would require X-ray processing.

No additional information will be provided. No

16 C.16.2 Please specify by vehicle size and class/type the availability of overnight parking the Government will provide at Government facilities for contractor vehicles.

There is no overnight parking provided by DOJ. No

17 C.16.5

Please confirm the requirement for an automated sorter with OCR and video encoding. The volume of mail processed does not seem to justify this investment.

Please consider permitting offerors to determine the method of mail sorting.

No change to the requirement will be made. No

18 L.13.2.1 C In order to facilitate a more concise and visually appealing proposal, will the Government allow 8-point font for tables, charts, and graphics?

Yes. Yes

19 L.13.2.1.C.7.D

May Offerors include a Compliance Matrix along with the Table of Contents (both excluded from the 40-page limit)?

Yes, if a Compliance Matrix is provided it shall not exceed three

(3) pages in length. This change will be reflected under Section L.13.2.1.C.8.D in Amendment 0001.

Yes

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

20 L.13.2.2

The Government requests a “written plan for pre-screening of incoming mail and packages” that will not be evaluated. Will the Government permit submission of this plan as an Attachment to the Technical Proposal that is not subject to the 40-page limit?

Yes, the Pre-Screening plan shall be submitted as Attachment

18. The plan shall not be included in the Technical Volume page count.

Yes

21 L 13.2.2 B.

Please provide a more detailed description and differentiation on the following Section phrases: 1) “total annual person hours to be devoted for each position” and 2) “duty hours of personnel to accomplish the appropriate areas of the Statement of Work”.

1) Refers to the total quantity of labor hours per year for each proposed position; and 2) Refers to the actual daily duty hours that the proposed individual will be required to work (identify start time and end time of the shift).

Yes

22 L.13.2.4

Regarding key personnel security form submission requirements for Contract Directors and Deputy Contract Directors, please consider shifting the requirement to submit completed security forms with proposals to post-award for the successful offeror.

No change to the requirement will be made. No

23 L.13.2.4.B

The requirement that offerors provide “names of one or more references” for each Key Personnel resume is problematic for contingent hires. The reason is that these individuals need to protect their current employment or job security. This requirement could inhibit highly qualified individuals from providing their resumes as part of this proposal. Request that this requirement be stricken from the RFP.

This language has been removed from the RFP. Yes

24 L.13.2.4.B Please confirm that the required signed letters of commitment for individuals not currently employed by the offeror do not count against the 40-page limit.

Correct, the letters of commitment from individuals not currently employed by the offeror do not count against the 40-page limit since it is a part of the resume submission.

No

25 L.13.2.5

Based on the information required for this section, will the Government allow offerors two (2) pages for each past performance reference? Also will the Government consider not including these pages in the overall technical volume page limit.

Yes. The page limit has been increased to two (2) pages for each past performance reference. The Past Performance refernces will not count towards the 40 page technical volume page limit.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

26 L.13.2.6

Section L.13.1.5 appropriately requires the offeror to submit the Small Business Subcontracting Plan in the Business-Price Volume. We request that Section 13.2.6 be removed from the Technical Volume since the Small Business Subcontracting Plan will provide the detailed information the Government requires for its evaluation and there are other appropriate places in the Technical Volume for the offeror to summarize its team composition and its compliance with the small business requirements.

No, the information provided in Section L.13.2.6 is intended to ensure that Offerors understand that Small Business Usage is a technical factor under this procurement. However, Section L.13.1.5 is where the instruction is provided in which Offerors are required to submit their Small Business Subcontracting Plan in response to this RFP. The Small Business Subcontracting Plan shall be submitted as part of VOLUME 1 – BUSINESS-PRICE

PROPOSAL.

No

27 L.15 Is there a specification somewhere defining what is “suitably equipped and staffed”?

No additional information will be provided. No

28 M

Evaluation Factor 1 – Technical and Management Approach includes “the offeror’s approach to and understanding of providing the support services specified in the Statement of Work.” However, the evaluation sub-factors do not provide for specific evaluation of the offeror’s approach to and understanding of the four tasks in the Section C Statement of Work. We recommend that the Government add an additional sub-factor that explicitly evaluates the offeror’s plan to execute each of the four tasks on an ongoing basis upon full assumption of contract responsibility at the end of the Transition.

The Government will evaluate the Offeror’s approach to and understanding of providing the support services specified in the Statement of Work via a combination of the Transition & Implementation Plan and also the Quality Control Plan.

Combined, both documents will provide the necessary insight to the Offeror's knowledge and understanding of the stated requirements.

Yes

Attachment 3, Attachment 5 F, Attachment 15

RFP Attachment 5 references the Liberty Square Building as a fixed-price location with all employees requiring Secret clearances. However, this location is not specified in the Pricing Spreadsheet under CLIN 0001. It is also not specified as a fixed price location under Attachment 15. Please advise how Offerors are to establish and input pricing for this location.

Attachments (5) and (15) have been updated to reflect that the Liberty Square Building is not FFP. No changes will be made to Attachment 3.

Yes

30 Attachment 5 F, Attachment 15

RFP Attachment 5 does not provide an SOP for the Mail Referral Unit; however, Attachment 15 identifies the MRU as a fixed price location. Request that the Government rectify this discrepancy.

Attachment (5) has been updated to reflect the addition of the

MRU SOP.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0001.

31 Attachment 15

Please cross-reference the Support Service Supervisors Levels I, II, III, and IV with the RFP matrix provided on page 6. Additionally, please confirm the DOL SCA W/D categories and DOJ employee class used for these positions.

No additional information will be provided for FFP requirement. No

32 C.10.1

The labor categories specified as key personnel span 63 staff across the FFP and IDIQ CLINs. This overly restrictive key personnel requirement clearly favors the incumbent while placing other offerors at a distinct disadvantage. For example, the Government has not provided work locations for the IDIQ staff (53 of the 63 resumes required) in order to facilitate offers of employment for existing or contingent staff.

The Government has provided work locations in question for the Key Personnel. No additional information will be provided.

Section C.12.6 is inclusive of the Key Personnel and their respective locations. Key Personnel are definied in Section Section C.10.1.1

No

33 Attachment 3

Attachment 3 – lists CLIN 0002 pricing requirements for labor categories Mailing Clerk, Sorting Clerk, and Automation Clerk but they are neither on B.2 nor C.10.

Please furnish a B.2 wage determination equivalent and/or a C.10 labor category description.

Section B.2.E, has been amended to relect the changes. Yes

34 L.13.2.1

Section L.13.2.1 makes no mention of foldout pages (11”x17”) in the proposal. Will the Government allow such foldout pages to be included for large tables and graphics? If so, will these pages count as one or two pages against page limitations?

Yes, foldouts may be used for figures, charts and graphs where necessary. Foldout pages will be regarded as two (2) pages for page-count purposes.

Yes

35 M.2

This section identifies that points have been assigned to each of the technical factors and subfactors. Will the Government identifiy the point system used for this procurement?

No, this information will not be provided. No

Q&A Set 1