DJJO-19-RFP-1081_Q&A_10232019.docx

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In reviewing CLINs 0001AA through 0001AE on Attachment 3_Pricing Tables, how are vendors expected to come up with a price based solely on the tasks described in SOW Section C, Paragraph C.4? There doesn’t appear to be anything to base the pricing on. Also, is there a relationship between CLINS 0001AA through 0001AE and CLIN 0002? Please explain in detail.

The current staffing level for CLINs 0001AA through 0001AE are included in Section J, Attachment 15. The below shows which section of Attachment J relates to each CLIN under the Firm-Fixed Price:

· 0001AA is RFK Building Mailroom and Outgoing USPS and FedEx Dispatch.

· 0001AB is Logistics Operations Center (MRU)

· 0001AC is 3CON

· 0001AD is 4CON

· 0001AE is Logistics Operations Center (MPC)

What is the number of staff the incumbent has working in support of CLIN 0001AA Main Justice Bldg. (Mail/FedEx), CLIN 0001AB Logistics Operations Center (MRU), CLIN 0001AC 3CON Building, CLIN 0001AD 4CON Building and CLIN 0001AE Logistics Operations Center (MPC).

Please refer to the answer for Question 1 and Attachment J.

Please identify the incumbent, their contract number and their subcontractors

Incumbent: CGI Contract No.: DJJ10-C-1978 Subcontractors: this info will not be disclosed. Our contractual relationship is with the prime, not their subcontractors.

What is the total value of the incumbent’s contract?

Approximately $383 million

Within Section L.13.2.2 TECHNICAL AND MANAGEMENT APPROACH, B. Staffing Plan, there is a staffing table that requests Labor Category, Security Clearance Level, Annual Hours and Duty Hours. We are assuming duty hours are the hours that each employee works. Is this inclusive of overtime hours?

The Staffing Plan is related to the Firm-Fixed Price and should include the duty hours assigned to each position (start time and end time).

Confirmed. Proposal should be 12 point while graphics shall be no smaller than 8-point font.

Yes

This information will not be released.

Two is preferred (IF applicable).

Confirmed

SOW: C.11.1

31-32 The solicitation states, “The offeror's technical proposal shall include resumes for all Key Personnel who are proposed for actual performance under the contract.” However, there is conflicting information on who might constitute key personnel. For example, Section C.11.1 states one of the key positions is “Contract Director (CD),” which would indicate a single individual. However, Attachment J-15 shows five individuals with that title. Can the Government please provide a single list of the required key personnel to be submitted in the proposal?

Under C.11.1, the Contract Director is the person submitted for the Contract Director position under CLIN 0001AA (RFK Building Mailroom in Section J, Attachment 15). Key Personnel should include the following:

· Contract Directors: Firm-Fixed Price - CLIN 0001AA, IDIQ - FBI (ERF) and FBI (Academy)

· Deputy Contract Directors: Firm-Fixed Price -CLIN 0001AA, CLIN 0001AB, CLIN 0001AC

· Support Service Supervisors: Firm-Fixed Price CLIN 0001AA – CLIN 0001AE.

· Supervisory, Duplicating/Photocopy Operators: IDIQ - Bureau of Prisons (FPS) and Civil Division

· All MPC Personnel: Firm Fixed Price – 0001AE

31.32

31-32

SOW: C.17.3

L.13.2.1.C

DJJO-19-RFP-1081_SOW"

L.13.2.2 Attachment 5, A.4, SOW C.4.1

The RFP response to Task One, which includes SOW C.4.1 Mail Processing Center (MPC) Operations, encompasses the MPC NPAR pre-screening process. Please clarify if the Government wants the Task One MPC NPAR pre-screening process replicated in Attachment 18?"

The process described in C.4.1 is required; however, the equipment used to complete this process is up to the offeror.

C.11.2.2.1

To comply with this requirement and ensure availability of backup personnel, contractors will be required to maintain a bench of cleared employees in every location to cover every position in the Fixed Price component and the IDIQ Support.

The RFP also states the cost of this backup bench will not be directly billable to the Government, but must be included in the contractor’s overhead rates. This approach is inconsistent with Government Cost Accounting Standards (CAS) that prohibits costs associated with one project to be included in the indirect cost pools allocated to all other government contracts. This backup bench creates additional costs and burdens to the Government.

In addition, SOW Section C.12.1.2.7 Replacement Personnel states that Security Investigations are very costly to the Government. Is the Government willing to do these investigations on ""backup"" personnel for 700+ positions? As Government background investigation processes often experience significant delay, this could result in additional administrative/contract action, (e.g. change requests and/or equitable adjustment for delay).

We recognize the critical nature of certain operations. However, maintaining a cleared backup for every position in every locality will create significant costs and administrative burdens for both the Government and the Contractor. Can the Government revise this requirement to limit the necessity for fully trained and cleared replacements to a set of specific tasks (e.g. Mail Operations) C.11.2.2.1 only applies to Mail, Warehouse and Copy services.

Attachment 14 only contains the WD for the DC Metro area. Can the government provide the county or address where work is to be performed in each of the other locations so the appropriate WD can be isolated?

Please refer to the Pricing Table (Attachment 3) for this information. The LCAT and location for each position outside of the DC area is noted.

"There appears to be a patent ambiguity in the RFP that requires attention and clarification. Attachment 15 (Current Staffing Levels) presents “current staffing” on the IDIQ portion at 685 FTEs. Specifically Attachment 15 states this information should be used to facilitate sizing of the effort for both FFP and IDIQ portions. This total appears to reflect the Government’s reasonable, actual need for the scope of work anticipated. In contrast, RFP Attachment 3 (Pricing Spreadsheet) requires contractors to price a staffing plan that includes 916 FTEs, which is 34% higher than the “current staffing” model. We understand that DOJ’s needs are dynamic and that IDIQ levels will fluctuate at DOJ’s direction. However, 916 FTEs are being used in the IDIQ Pricing Tables for all years of the contract. These two vastly different requirements present a patent ambiguity in the RFP. It is unclear if (or how) the Government will reasonably assess its best value evaluation using the current staffing levels, versus the more expansive staffing model included in the pricing model. Correction of this ambiguity is critical to ensure a competitive and fair procurement. Failure to resolve this RFP ambiguity could create confusion among offerors and could delay the Government’s acquisition schedule. The discrepancy between these two sections could also lead to an inconsistent evaluation and award determination. To ensure a fair, consistent evaluation of all offerors in accordance with the RFP’s announced best value evaluation scheme, we request the Government revise Attachment 3 to reflect the accurate staffing needs of the program and request a rate schedule to establish labor rates for projected growth.

There is no ambiguity in the RFP. The IDIQ portion of the contract is not fixed and will change based on need. Section J, Attachment 15 provides information as to the actual staffing levels at the time the SOW was created. Under CLIN 0002 in the Pricing Table, the Government is asking the vendors to provide hourly LCAT pricing for Labor Categories. The hours listed in the pricing table are not based on the current staffing level and are for Government use only. The two are not related.

C.14.1

Confirmed. Overtime is defined as work performed in excess of 40 hours in a single work week.

SOW, Part II, Section I – Contract Clauses

FAR 52.222-42 (MAY 1989) The table identifies Employee class, grade, and monetary wage which is for information purposes only. It appears the monetary wages for health welfare are inaccurate and or outdated and the table does not capture all labor categories. Please clarify the reason for this table and if it should not be referenced for the response, can it be removed from the RFP to reduce confusion related to pricing?

The information contained within this clause is a reflection of data from the previous competition. The update was overlooked with the release of this RFP. The clause will not be removed from the RFP. Please remember the data, whether outdated or current, is simply for informational purposes only - it is not a wage determination.

C.1

Confirmed

Attachment 3_Pricing Tables" L.13.1.4.4

The Government states in Section L.13.1.4.4 that a unit price of $35,000 (on a single LOT basis) for ODCs has been provided, however this amount is not reflected in the Attachment 3 Pricing Template. The cell that should contain this value is white (non-shaded) - which per instructions are not to be altered by the Contractor. Will the Government provide an updated Attachment 3 with the NTE values for ODCs?

Attachment 3 has been revised.

Attachment 3_Pricing Tables" L.13.1.4.4

Attachment 3 has been revised.

Attachment 3 has been revised.

B.2 – E. Correlation of Proposed Labor Categories

Law Clerk Paralegal/Legal Assistant Technical Writer III Financial Specialist (only Financial Specialist I & Financial Specialist II were provided) Will the government please provide the WD mapping for these labor categories?"

B.2 provides a list of the Labor Categories that the Government has declared exempt and an example as to how categories are currently mapped. It is not meant to hold each vendor to map them in the same manner.

For some geographies, Attachment 3 (Pricing Tables) depicts substantial staffing increases over current staffing levels shown in Attachment 15. For example, personnel in Huntsville Alabama increase tenfold, going from 6 personnel under the current MMW&R contract to sixty at the start of the MGSS Base Year, including 54 new Roles and five Key Personnel. Do the staffing levels shown in Attachment 3 represent DOJ’s needs for these locations at the time of award?

The Government is asking the vendor to provide hourly pricing for each LCAT. The hours listed are not a direct reflection of the current staffing level and are for Government use only.

C.4.2.3.1

C.18

C.17

Q: What is the correct contract title?

Mail and General Support Services (GSS) is correct. Disregard references to Mail Management and Warehousing Related Support Services or MMW&R.

DJJO-19-RFP-1081_SECTION_K,_L_and_M.docx B.2.E, pp. 5-7 M.2, Factor 3, p. 43 Supervisory Duplicating/Photocopy Operators, Supervisory Supply Technicians, and Support Services Supervisors are all historically Service Contract Act labor categories and are identified as such in Schedule B of the RFP. As such, the Service Contract Act, as modified by Executive Order 13495, requires that workers on a federal service contract who would otherwise lose their jobs as a result of the completion of expiration of a contract be given the right of first refusal for employment with the successor contractor for all contracts above the simplified acquisition threshold for same or similar services at the same location. To be compliant with the Executive Order, all prospective contractors would be proposing the same personnel for these positions as they are designated as key positions and would not otherwise be reduced or restructured. Because of this position, the Government’s direction in Section L.13.2.4 and Section M.2 would appear to conflict with the Executive Order and dilute the effectiveness of an evaluation.

Q: Is that the Government’s intent?

Please refer to the answer for Question 12.

Q: Will the Government provide a mapping to an appropriate SCA occupational code for these positions?

The purpose of B.2 is to provide Labor Categories that the Government has declared exempt and provide a sample of how current Labor Categories are mapped. It is not the intent of the Government to require each vendor to use the same mapping methodology.

Q: Can offerors map this position to an appropriate SCA occupation code in their responses?

This position is exempt. See LCAT description in revised Attachment 20.

Attachment 20

Q: Will the Government provide an updated mapping to an appropriate SCA occupation code?

Please refer to the answer for Question 39.

· Budget Analyst

· Financial Specialist I

· Financial Specialist II

· Management Analyst (3 of 4 positions are mapped to Engineering Technician occupation codes, while the 4th is mapped to Administrative Assistant.)

· Public Relations Specialist

· Space Management Specialist

Q: Will the Government provide updated mappings that are compliant with DOL regulations?

Please refer to the answer for Question 39.

Q: Will the Government provide an updated mapping for Supervisory Supply Technician that is compliant with DOL regulations?

Please refer to the answer for Question 39.

Q: Can the Government confirm or update these mappings?

Please refer to the answer for Question 39.

Q: Can the Government confirm or update these mappings?

Please refer to the answer for Question 39.

Attachment 20

Attachment 20 Attachment 3

Q: What position in Attachment 20 does each Laborer in Attachment 3 map to?

The Laborer in B.2 refers to Laborer I in Attachment 20. The Laborer II and III are not required and do not appear in the revised Pricing Table, Attachment 3.

Attachment 20 Attachment 3

Q: What is the correct SCA W/D Category/DOL Reference for the Laborer I, Laborer II, and Laborer III positions?

Offerors may disregard Laborer II and III in Attachment 20 as they are not required. The Laborer under B.2 and the revised Pricing Table, Attachment 3 refer to Laborer I.

Q: Will the Government provide a detailed, definitive list of equipment, tools, and material to be provided by the contractor, including quantities, model/part numbers, manufacturers, and other salient characteristics?

See C.17 – Contractor-Furnished Property for a list of the mail and warehousing equipment required.

Q: Is Section 4.1.7.6 missing, or is this just a case of incorrect numbering?

Section 4.1.7.6 was removed as it is no longer a requirement.

Q: Should this reference be changed to the 4CON building?

DOJ is no longer in the PHB. Section 4.4.2 is only for RFK and JCB.

Q: We assume Section C.5 on p. 21 should be numbered C.4.5 and its subsections numbered C.4.5.1, C.4.5.2, and C.4.5.3. Is this assumption correct?

When referencing sections of the SOW in your Technical, please refer to the numbering within the SOW. Do not change the numbering.

DJJO-19-RFP-1081_SECTION_K,_L_and_M.docx C.5.2, p. 22 C.17 – C.17.8, pp. 47-50 C.18 L.13.2.2.C.4, p. 31 Section C.5.2 states, “The Contractor shall provide all vehicles necessary to satisfactorily perform all requirements.” Section L.13.2.2.C.4 also refers to vehicles. However, Section C.17, Contractor Furnished Property, does not specify any vehicles the contractor must provide. Furthermore, Section C.18 states, “The Government shall furnish all vehicles used on the contract for mail, warehouse and support services.”

Q: What vehicles (other than forklifts cited in C.17.6) must the contractor provide?

Other than the Forklifts, the Government will provide all vehicles.

Q: We assume that the Contractor may use a secure cloud-based system that is not physically located at the Contractor’s headquarters location. Is this assumption correct?

Yes

C.17.6, p. 49 Section C.17.1 says, “Offerors are requested to define and price the process and equipment they would recommend for completion of this task.”

Section C.17.6 states, “Contractor shall define and price the equipment they would recommend for completion of this task.”

Q: Where in the Attachment 3 pricing tables do offerors provide this pricing information?

The pricing information should be included with your description of the equipment in the Technical Proposal.

Q: We are unable to interpret the meaning of this paragraph. Can the Government clearly explain the contractor’s responsibilities regarding mail metering equipment?

There are two parts to a meter machine. The machine, which will be provided by the vendor and the actual meter that fits on the machine and holds the postage. The contractor is responsible for the meter machine. The Government is responsible for the lease of the meter that goes on each machine.

M.3.2.3, p. 45 This section states, “A concern that is both a HUBZone small business concern and a small disadvantaged business concern will receive the benefit of both the HUBZone small business price evaluation preference and the small disadvantaged business price evaluation adjustment.” This contradicts the evaluation process described in Section M.3.2.3, which states, “The calculation of the 10% factors addressed in paragraphs C and D above will not be compounded. In other words, the calculation of the 10% amount under the HUBZone will be based on an offeror’s total evaluated price without including the 10% factor that results from the price evaluation adjustment for SDB concerns. Similarly, the 10% adjustment for SDB concerns will not be based on an amount equal to the total evaluated price plus the 10% HUBZone factor.”

Q: We assume that the calculation will not be compounded for a firm that is both a HUBZone and an SDB. Is this assumption correct?

Correct

L.13.2.2, pp. 29-32 L.13.2.3, p. 32 This section states, “Technical Proposal (not to exceed 50 pages) Includes all aspects of Technical and Management Approach….” The Technical and Management Approach is only Section 13.2.2.2, which includes Physical and Personnel Security, Staffing Plan, Transition & Implementation Plan, and Quality Control Plan.”

Q: What is the page limit for L.13.2.3 Corporate Experience and Qualifications?

This section is a part of the technical proposal. Section L.13.2.1.8.E states:

Technical Proposal (not to exceed 50 pages) Includes all aspects of Technical and Management Approach, except for Resumes of Key Personnel (L.13.2.4) and Past Performance (L.13.2.5). Resumes of Key personnel may be submitted as needed, but must not exceed two pages in length per resume.

L.13.2.2, pp. 29-32 L.13.2.4, pp. 32-33 This section states, “Technical Proposal (not to exceed 50 pages) Includes all aspects of Technical and Management Approach….” The Technical and Management Approach is only Section 13.2.2.2, which includes Physical and Personnel Security, Staffing Plan, Transition & Implementation Plan, and Quality Control Plan.”

Q: What is the page limit for L.13.2.4 Personnel Experience and Qualifications?

Please refer to the answer for Question 62.

L.13.2.2, pp. 29-32 L.13.2.6, p. 35 This section states, “Technical Proposal (not to exceed 50 pages) Includes all aspects of Technical and Management Approach….” The Technical and Management Approach is only Section 13.2.2.2, which includes Physical and Personnel Security, Staffing Plan, Transition & Implementation Plan, and Quality Control Plan.”

Q: What is the page limit for L.13.2.6 Small Business Usage?

Reference Attachment 16. The information required in the template sets the expectation for page limit.

DJJO-19-RFP-1081_SOW.doc L.13.2.4.B, p. 33 C.11.1, p. 32 This section says the Letter of Commitment should include a “start date.”

Q: Can the Government provide an estimated start date that offerors can use, since this date is not within our control?

Estimated start date: April 01, 2020

DJJO-19-RFP-1081_SOW.doc M.2.C, p. 43 C.11.1, p. 32 Factor 3 in Section M.2.C does not include MPC Personnel in the list of key personnel, while Section C.11.1 does.

Q: Are MPC personnel other than the Deputy Contract Director considered key personnel?

Yes. Please refer to Question 11 for a full breakout of key personnel.

Attachment 15 Attachment 3, Base Yr – Award 2 tabs

Attachment 15, Fixed Price Mailroom Support, p. 1 The Attachment 3 Pricing Tables include 5 rows for providing monthly cost:

· Main Justice Bldg (Mail/FedEx)

· Logistics Operations Center (MRU)

· 3CON Building

· 4CON Building

· Logistics Operations Center (MPC)

However, Attachment 15 shows 6 groups of personnel:

· RFK Building Mailroom

· Logistics Operation Center (MPC)

· Logistics Operations Center (MRU)

· 4CON

· 3CON

· Outgoing USPS and FedEx Dispatch

Q: We assume that the staff listed in Attachment 15 for “RFK Building Mailroom” and “Outgoing USPS and FedEx Dispatch” should be combined under “Main Justice Building (Mail/FedEx)” on Attachment 3. Is this assumption correct?

Please refer to Question 1 for a full breakout of what section under Attachment 15 is included within each CLIN in Attachment 3.

Attachment 14 Attachment 20

The Attachment 3 pricing tables include multiple “Computer Operator” roles, as does Attachment 15. Attachment 20 includes a position description for “Computer Operator.” Attachment 14 includes positions for Computer Operator I – V.

Q: Based on the job description, we assume the Computer Operator roles on Attachments 3, 15, and 20 map to Computer Operator II. Is this assumption correct?

Correct. Please refer to DJJO-19-RFP-1081_SOW, Section B.2.

Attachment 15 Attachment 20

Q: What job description on Attachment 20 does each Budget Analyst role map to?

The Budget Analyst is currently mapped to DOL 01013. Please refer to DJJO-19-RFP-1081_SOW, Section B.2.

Attachment 15 Attachment 20

Q: What DOL Occupation Code does each level (I – IV) of the Budget Analyst role map to?

We only have one Budget Analyst on the contract. The Budget Analyst under Attachment 3 and Attachment 15 are all the same level. Please disregard the LCAT descriptions in Attachment 20 and use the following:

BUDGET ANALYST: Implements new and revised standards and procedures, including the design and implementation of manual and automated systems that track and monitor expenditures. Develops and prepares recurring and special reports, allocation tables, and allotments for various costs. Prepares and/or analyzes Reimbursement Agreements, contract services, and other expenditures, utilizing an automated accounting system. Analyzes anticipated and actual reimbursable earnings and supporting documentation, and initiates accounting recognition of earnings and billing actions, where appropriate. Certifies accuracy and/or prorates selected billings for reimbursable services. Maintains obligation and document control registers to monitor, reconcile, and control obligations. Participates in developing methods for distributing common services billed centrally; utilizes the principles of budget analysis to determine the adequacy of internal controls, and takes corrective actions as needed. Must have a thorough knowledge and experience of the principles, concepts, and processes of budget preparation and analysis, and the ability to implement them in a practical manner in a complex organization. Must have a thorough knowledge of financial management principles and experience related to organizing work, establishing priorities for diverse functions, and evaluating programs from a budgetary standpoint, within the delegated area of responsibility. Also required are excellent written and interpersonal communications skills, and the ability to work independently. Experience with various software is essential: Word, Excel

Q: So that offerors may price this position, please provide the DOL Occupation Code and Title.

The Law Clerk is currently mapped to a Paralegal/Legal Assistant I (DOL Occupation Code: 30361)

Q: So that offerors may recruit the proper skills for this position, please provide a Position Description in Attachment 20.

The Law Clerk performs a variety of legal assistance duties in an office providing legal assistance to attorneys or litigation teams. The Law Clerk works under close supervision with required assistance readily available. Persons in this position typically perform the following:

· Consult prescribed sources of information for facts relating to matters of interest to the program;

· Review documents to extract selected data and information relating to specific items;

· Review and summarize information in prescribed format on case precedent and decisions;

· Search and extract legal references in libraries and computer-data banks;

· Attend hearings or court appearances to become informed on administrative and/or court procedures and the status of cases, and where necessary, assist in the presentation of charts and other visual information.

The Paralegal/Legal Assistant performs a variety of legal assistance duties in an office providing legal assistance to attorneys or litigation teams. The Paralegal/Legal Assistant analyzes the legal impact of legislative developments and administrative and judicial decisions, opinions, determinations, and rulings, conducts research for the preparation of legal opinions on matters of interest; performs substantive legal analysis of requests for information under the provisions of various acts; or other similar legal support functions which require discretion and independent judgment in the application of specialized knowledge of laws, precedent decisions, regulations, agency policies, and judicial or administrative proceedings. Such knowledge is less than that represented by graduation from a recognized law school and may have been gained from formalized, professionally instructed agency, educational institution training, or from professionally supervised on-the-job training. While the paramount knowledge requirements of this occupational class are legal, some positions may also require a practical knowledge of subject matter areas related to the agency's substantive programs. Persons in this position typically perform the following:

· Reviews case materials to become familiar with questions under consideration;

· Searches for and summarizes relevant articles in trade magazines, law reviews, published studies, financial reports, and similar materials for use of attorneys in the preparation of opinions, briefs, and other legal documents;

· Prepares digests of selected decisions or opinions which incorporate legal references and analyses of precedents involved in areas of well-defined and settled points of law;

· Interviews potential witnesses and prepares summary interview reports for the attorney's review;

· Participates in pre-trial witness conferences, notes possible deficiencies in case materials (e.g., missing documents, conflicting statements) and additional issues or other questionable matters, and requests further investigation by other agency personnel to correct possible deficiencies or personally conducts limited investigations at the pre-trial stage;

· Prepares and organizes trial exhibits, as required, such as statistical charts and photographic exhibits;

· Verifies citations and legal references on prepared legal documents;

· Prepares summaries of testimony and depositions;

· Drafts and edits non-legal memoranda, research reports and correspondence relating to cases.

The Technical Writer III studies blueprints, sketches, drawings, parts lists, specifications, mockups, and product samples to integrate and delineate technology, operating procedure, and production sequence and detail, organizes material and completes writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology; and reviews published materials and recommends revisions or changes in scope, format, content, and methods of reproduction and binding. This worker may perform the following tasks: maintain records and files of work and revisions, select photographs, drawings, sketches, diagrams, and charts to illustrate material; assist in laying out material for publication, arrange for typing, duplication and distribution of material, write speeches, articles, and public or employee relations releases, edit, standardize, or make changes to material prepared by other writers or plant personnel. This position may specialize in writing material regarding work methods and procedures.

Q: Should offerors use the current wage determination Revision 14 date July 16, 2019 for pricing?

The offerors should use the most recent DOL wage determination for each location.

The attached wage determination is for the Washington, DC metropolitan area. We assume we use the most current wage determinations for each location identified in the Pricing spreadsheet.

Q: Can the Government provide the most recent Wage Determination reference and revision numbers for all locations to ensure all offerors are using the same rates for their submission?

The offeror should use the most recent DOL Wage Determination for each location.

Q: We assume this should read “Deputy Contract Director”. Is this assumption correct?

Correct. This is the Deputy Contract Director for CLIN 0001AA under Firm-fixed price.

Q: What is the complete sentence?

Please omit “process it in accordance”. This should read:

If a mail piece address lacks enough organizational…