DJM-13-A32-R-0003_Questions_ _Responses.xlsx
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Attachment a DJM-13-A32-R-0003 - Questions Responses
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Questions & Responses
| NO. | SECTION | SUBSECTION | QUESTIONS | ANSWERS |
| 1 | B | B.2 | Offerors may bid on one of more of the circuits? They do not have to bid all of the circuits (2nd, 9th, and the 10th.) | Correct. The Offerors may submit a proposal for one or more circuits. |
| 2 | B | B.5 | Are there any anticipated major expansions that the Government is aware of at this time that would be likely to cause a substantial change in the numbers of CSOs required during the anticipated period of performance? | No. |
| 3 | B | B.6 | Do any of the provided posts require a special clearance; i.e., security, public trust? | The CSO position has been designated as a Moderate Risk Public Trust Position which receives a suitability determination. |
| 4 | B | B.7 | Is it correct calculate that costs associated with travel to court facilities by the District Supervisor are reimbursable if properly documented and submitted. | No, those costs are considered to be other direct costs and a responsibility of the Contractor. The language in B.7 has been corrected to reflect that CLIN#4 - Reimbursable Travel is limited to CSO travel only. (See Amendment 0001) |
| 5 | B | B.7 | How are start up costs invoiced? (ie, is the example provided at exhibit 3E/3F modified to bill for start up expenses?) | Any part of Start-up may be invoiced monthly, quarterly, or annually but only after the expense is incurred. Invoice against CLIN # 2. |
| 6 | B | B.7 | The solicitation states that start up costs are reimbursed for actual costs; is the contractor allowed a G&A and/or profit markup on start up costs? | Start up prices are reimbursed in accordance with the proposed prices. Those proposed prices could include G&A and/or profit. (See Amendment 0001) |
| 7 | C | C.2 | Does the term "Roving" patrol refer specifically to a foot patrol at a site or are their vehicle patrols as well in this contract? |
If there are vehicle patrols in this contract is the contractor expected to provide these vehicle or are these vehicles the property of the US Government?
| If the contractor is expected to provide a vehicle to this contract, what types of specifications are vehicles required for work on this contract? | The roving patrol refers to a foot patrol. | ||||
| 8 | C | C.2 | Will the USMS provide contractors with basic utilities in the facilities, such as a phone line, or internet access, if not will the Government permit the contractor to provide these utilities within the facilities? | Assuming the question is concerning only phone and internet access, the answer is no. The Contractor is expected to provide their own computer and internet solutions. | |
| 9 | C | C.3.1.1 | According to the RFP, the COR will provide the Contractor with post orders for each post. |
| How often are the post orders reviewed/updated and who exercises responsibility for maintaining the post orders? | The COR provides the post orders and reviews and updates them as needed. | |||
| 10 | C | C.3.1.1.1 | Are any of the items listed in this section provided by the Contractor? |
| If so, what are the specifications of the required items to be provided by the Contractor? | No. | ||||
| 11 | C | C.3.1.1.1 | We are assuming that the Government will furnish telephone (land line or mobile) for | ||
| assignments outside of court facilities. Is this correct? | No. | ||||
| 12 | C | C.3.2 | Is there a specific wage determination for a Lead Court Security Officer? (LCSO) | Each CBA has a separate wage for both CSO and LCSO or SSO and LSSO. | |
| 13 | C | C.3.2.3 | At facilities designed to operate on a 24-hour basis, are LCSOs required to work on weekends and/or holidays? | Yes. | |
| 14 | C | C.3.2.4 | It is unclear what is meant by "...when the LCSO is still not billing their LCSO rate." Are contractors not allowed to bill the LCSO rate for the LCSO position when the position is filled by a CSO? | The second sentence is changed to read: The acting LCSO shall be reimbursed in accordance with the LCSO rate during the time period they were acting. Note: the contractor cannot double bill the LSCO rate. Should the LCSO be actively performing as the LCSO on another government requirement, e.g., government travel or medicals, the contractor must accommodate the extra expense in their other direct costs. Vacations and holidays are part of the fringe benefit requirements. | |
| 15 | C | C.3.3 | The RFP states that "except as noted", rates and benefits of LCSO and CSO positions apply to LSSO and SSO. Where are any such exceptions noted? Are any such exceptions located solely within the RFP, as Section L.5.3.1 does not appear to specifically exclude these positions? | "Except as noted" has been deleted. As stated the titles are synonymous with LCSO and CSO and all contract requirements are applicable. The difference is that the oversight of LSSO and SSO positions is the responsibility of the agency paying for the services. | |
| 16 | C | C.3.3 | Are Lead Special Security Officers (LSSOs) and Special Security Officers (SSOs) required to maintain a state security guard license and armed permit for the state in which they work? | No. | |
| 17 | C | C.3.4 | Is there a minimum number of inspections that the DS is expected to conduct annually for all court facilities within his/her area of responsibility? | No. See SOW C.3.4. wherein the Contractor shall provide adequate DS site visits necessary to successfully manage contract requirements. This is addition to the quarterly quality control inspections. (See Solicitation Section C.25) | |
| 18 | C | C.3.4 | Do all incumbent District Supervisors (DS) work at a Court Facility located within their District? | Yes. | |
| 19 | C | C.3.4 | Are all incumbent District Supervisors working in the same region of the District as the responsible Contracting Officer Representative? | Yes. | |
| 20 | C | C.3.4 | Are there any specific wage determination for a District Supervisor or Contract Manager? | No, these positions are considered to be filled by employees performing in a bona-fide administrative or professional capacity. See FAR Clause 52.222-41 Services Contract Act. | |
| 21 | C | C.3.4 | Is it correct to assume that all costs associated with travel to court facilities for inspections by the DS and CM are reimbursable by the Government? | No, those costs are considered to be other direct costs and a responsibility of the Contractor. The language in B.7 has been corrected to reflect that CLIN#4 - Reimbursable Travel is limited to CSO travel only. (See Amendment 0001) | |
| 22 | C | C.3.4 | Pursuant to item number 7, please confirm that the DS personnel are not subject to the weapons requirements. | Confirmed, the District Supervisors are not uniformed and not subject to weapons requirements. | |
| 23 | C | C.3.5 | Please identify the geographical location the USMS prefers for the location of the Contract Manager in each Circuit, if such preference exists. | None. | |
| 24 | C | C.3.5 | Is there a minimum number of inspections that the CM is expected to conduct annually for all court facilities within his/her area of responsibility? | No. | |
| 25 | C | C.4.1 | CSO/LCSO Qualification Standards: In the 6th bulleted item, the RFP indicates that Applicants must have three years of law enforcement experience to have occurred within the last seven years. In a recent meeting with the USMS, it was decided that as long as the applicant was serving in the certified law enforcement experience four years prior to the date applying, this would be acceptable in place of the full three years having occurred within the last seven. Please clarify if the requirement is three years within the last seven or active law enforcement experience four years prior to date applying. | The requirement for three (3) years of law enforcement experience within the last seven (7) years has not changed. The reference to working as a law enforcement officer at leasts four (4) years prior to the date applying was used in the meeting as one example of how to determine if the 3 years within the last 7 requirement was met. This statement was not intended to replace the current requirement and appears to have been misinterpreted. |
26 C C.5.1.2 Is a new background check required for incumbent personnel being hired by the contractor?
| If yes, is this cost reimbursable as a start-up expense or must it be included in Other Direct Costs? (see also, L.5.3.1(1)(iv))) | No, The Government will continue to conduct reinvestigations on a 5 year cycle. N/A | ||||
| 27 | C | C.6.2 | Are application packages required for incumbent personnel hired by the contractor? | No, The Government does not require application packages. | |
| 28 | C | C.6.2.1 | Upon receipt of a complete and accurate CSO application package, what is the average USMS approval time? |
| If this varies by District and Circuit, please provide the average approval times by District/Circuit. | Varies greatly due to multiple independent factors, including but not limited to: contractor's vetting process, the applicant's cooperation, derogatory/negative information found during background investigation and supplemental medical information requests. The processes/requirements are the same for all Districts/Circuits. | ||||
| 29 | C | C.7 | Please provide the calendar year 2012 turnover rate by District and Circuit. | Unknown-This statistic is not captured in our database. | |
| 30 | C | C.7.2 | "Contractor shall be reimbursed by the government only if departing CSO had been employed | ||
| by the contractor continuously for a minimum of 18 months.” If the contract is awarded to a new contractor, and assuming that incumbent personnel will transition to the new contractor, will the incumbent guards' previous time on the contract count toward this 18-month requirement? Will the new contractor be reimbursed for the replacement of any incumbent personnel who transition over, regardless of the 18-month minimum? | Yes. | ||||
| 31 | C | C.7.3 | Turnover: Section indicates the CSO Form 001 was be submitted to AQB within two days of the position becoming vacant. In recent discussions with the USMS, it was decided that three business days would be acceptable to notify AQB of the position becoming vacant. Please clarify if the requirement will be two calendar days or three business days. | Three business days is acceptable. | |
| 32 | C | C.8, C.9 & C.13 | Do all incumbents meet the screening, medical and training requirements of the current contract? |
| If yes, will they be grandfathered into the new contract? | Each incumbent is required to undergo and pass an annual medical exam administered in their birth month. Those incumbents that pass the medical exam will be allowed to continue performing under the contract. | |||
| 33 | C | C.8.1 | According to the RFP, the government will perform a full background investigation for all applicants at the level deemed necessary. |
| Please confirm the form type, i.e. SF-85P/SF-86, that must be completed by each applicant, and please confirm if the form must be presented as part of the applicant submission process. | Each applicant will be required to fill out the SF-85P via e-QIP after submission of the applicaant package from the contractor. The SF-85P is not submitted with the applicant package. | |||
| 34 | C | C.8.1 | Do any CSOs or LCSOs require a security clearance? |
| If yes, please specify the level. | No, the CSO position has been designated as a Moderate Risk Public Trust Position. | ||||
| 35 | C | C.9 | What is the average time of the approval process, from the submission of a valid CSO package (outlined in Section C.6.2.1) to the FOH, to contractor's receipt of notice of approval? | Varies greatly due to muliple independent factors, including but not limited to: contractor's vetting process, the applicant's cooperation, derogatory/negative information found during background investigation and supplemental medical information requests. | |
| 36 | C | C.9 | How many CSOs are currently not working under the current contract pending additional medical review by the FOH? | Unknown-This statistic is not captured in our database. | |
| 37 | C | C.9 | The USMS controls the clearance, medical clearance and approval of CSO applicants. How long does it take after a complete application is submitted for the USMS to approve an applicant for CSO duty? | Varies greatly due to multiple independent factors, including but not limited to: contractor's vetting process, the applicant's cooperation, derogatory/negative information found during background investigation and supplemental medical information requests. | |
| 38 | C | C.9.1.3 | We presume that all incumbent personnel currently supporting the contract qualify medically for performance. Is this correct? If so, may the new contractor pick up the follow-on examinations during the employee birth month, in accordance with C.9.1.3? If not, does the new contractor have to complete new medical examinations on incumbents during the transition period? | Each incumbent is required to undergo and pass an annual medical exam to be allowed to continue performing under the contract. All incumbent CSOs will continue to undergo and pass an annual medical exam administered in their birth month. Additional medical exams, follow-ups, specific tests, and re-examinations required to qualify, other than the annual exam required, are conducted at no additional cost to the Government. | |
| 39 | C | C.9.1.6 & C.9.3.8 | What percentage of CSOs required follow-up medical consultation under the current contract (by District/Circuit), and what is the average cost of such follow-up medical consultation (by District/Circuit)? | Unknown percentage-This statistic is not captured in our database. Unknown cost to contractor-Any follow-up medical consultation required occurs at no additional cost to the Government. | |
| 40 | C | C.9.1.7 | Is a CSO undergoing a medical exam is to be paid at the normal wage as if he was on post? | ||
| The hours attending a medical exam count towards a CSO's 40 hour work week? | A contractor can charge the government two hours for a CSO to complete his medical exam. The two hours count as part of the CSO's 40 hour work week and are billable at the Basic Rate, See Solicitation Section B.7 CLIN #1, Basic Rate. | ||||
| 41 | C | C.9.2 | During the Transition phase would the new vendor be able to obtain the current list of physicians from the current vendor? | No. | |
| 42 | C | C.9.2.1 | Is there a current list of licensed physicians that the government would prefer that contractor use in the various cities? | No, the Government has no preference. | |
| 43 | C | C.9.2.4 | In the context of this section, what does "on file" mean? I.e., how shall this information be stored - electronically or hard copy; and any other specifications. | The term "on-file" is at the discretion of the contractor. However, the records must be available to the Government for periodic compliance review. | |
| 44 | C | C.9.2.4 | Where should this information be stored - may contractor's store this information either at their main office or at the physican's office? |
| Is it permissible for a contractor to utilize an occupational health care organization to maintain the required physician records at a central site at the occupational health care organization's headquarters? | The Government prefers the records to be centrally located at the contractor's main office so they are available to the Government for periodic compliance review. If this method is used, the contractor is in no way relieved of the responsibility to ensure the records will be available to the Government for periodic compliance review. | |||
| 45 | C | C.9.3 | Medical Examination Process- |
Will all current CSO's regardless of the date of their last medical examination be required to be re-examined?
| Have the medical requirements changed from the last RFP that the incumbent won? | No, all incumbent CSOs will continue to undergo and pass an annual medical exam administered in their birth month. No, the medical requirements have not changed. | ||||
| 46 | C | C.9.3.6 | What is the frequency with which the USMS requests additional medical information or tests in addition to the medical exam submitted, or as "follow ups"? | Unknown-This statistic is not captured in our database as additional medical information requestes are made by FOH. | |
| 47 | C&H | C.9.4 |
H.13 Annual Medical Examinations and Other Medical Examination Requirements?
Is a CSO undergoing a annual medical exam to be paid at the normal wage as if he was on post?
The hours attending a medical exam count towards a CSO's 40 hour work week?
Are these Hours and the cost of the exam billable to the government?
If the exam is requested by the government, is the exam billable to the government? C.9.4.2-"Additionally the Government reserves the right to direct the CSO to undergo a medical examination outside of the annual medical requirement."
| "H.13 (d) Medical Qualification- This is only for the annual physical. The USMS does NOT reimburse the vendor for supplemental visits." When a new-hire is hired during the actual performance of the contract and not when the contract begins will the government reimburse for that expense? | The annual medical examination is part of Start-Up costs and two hours are authorized at the Basic Rate and are part of the CSO's 40 hour work week. No, Medical exams other than the annual exam required are conducted at no additional cost to the Government. No, refer to Section C.9.3.8, "The Government will not reimburse the Contractor or pay for any additional medical exams, follow-ups, specific tests, and re-examinations required to qualify an applicant to begin work." | ||||
| 48 | C | C.11 | What is the average time that it currently takes to fill a vacancy following submission of a replacement candidate to the USMS, broken down by District and Circuit? | Varies greatly due to multiple independent factors, including but not limited to: contractor's vetting process, the applicant's cooperation, derogatory/negative information found during background investigation and supplemental medical information requests. The processes/requirements are the same for all Districts/Circuits. | |
| 49 | C | C.11 | Are CSOs and LCSOs required to maintain a state security guard license for the state in which they work? | No. | |
| 50 | C | C.11.2 | What is the processing time for an interim background approval? | Varies as they are determined on a case by case basis. | |
| 51 | C | C.12.1 | What is the USMS Firearms policy and weapons qualification? What type of Government issued firearms are CSOs qualifying with? | Glock 23 40 caliber. See Solicitation Section J, Attachment 7(A) CSO Semi-auto Handgun Qualifcatoin Course. | |
| 52 | C | C.12.3 | C.12.3 and C.12.4. These sections call for annual weapons qualification. Section C.19.9.3.4 refers to semi-annual weapons qualification. Is the requirement for annual or semi-annual weapons qualification? Please clarify. | Annual weapons qualification. See Amendment A0001. | |
| 53 | C | C.12.3 | C.19.9.3.4 states firearms qualification is semi-annual, while C12.3 states that this is an annual qualification; please clarify whether the qualification is annual or semi-annual. | Annual weapons qualification. See Amendment A0001. | |
| 54 | C | C.12.3 | When testing CSO's annually, are these hours billable towards the government? Can these hours be billed at overtime if they cause overtime? | See Solicitation Section B.7 CLIN #1, Basic Rate wherein weapons training is allowed two (2) billable hours at the Basic Rate. Overtime is not allowed for training. | |
| 55 | C | C.12.3 | Currently, many CSO contracts require semi-annual firearms testing. The RFP calls for annual firearms testing. Please confirm that annual firearms testing is the required frequency for contracts arising from this RFP? | Confirmed, annual firearms testing and qualifications is the required frequency for contracts arising from this RFP. | |
| 56 | C | C.12.5 | Are there any preferred Firearms Instructors that the government wishes the contractor uses? | No, but there are instructor qualification requirements, see SOW C.12.5. | |
| 57 | C | C.12.6.2 | "All weapons shall be transported to the range site as directed by the COR." |
Is the contractor expected to assume custodial care of all weapons and then re-issue them to the CSO's once they are at the range."
Are range hours counted towards billable overtime?
| Are Annual range hours billable? | Generally, the CSO is transported to the range with the weapon in their possession. Weapons training is allowed two hours billable at the Basic Rate. See Solicitaion Section B.7 CLIN # 1. | ||||
| 58 | C | C.12; C.13 | Will the Government confirm that all incumbent personnel currently supporting the | ||
| contract meet all training and weapons requirements? | Yes. | ||||
| 59 | C | C.13.2 | C.13.2 states that CSO training is scheduled when a CSO is not on duty and that overtime will not be authorized for training. Are all training hours reimbursable by separate invoice? If all are not reimbursable by separate invoice, which training hours are and which are not? | The CSO is on duty, just not assigned to a post. See Solicitation Section B.7 CLIN # 1. | |
| 60 | C | C.13.2.2 | Is the Learning Management System contractor provided or is it a standard government provided learning platform? | Contractor provided. | |
| 61 | C | C.13.2.2 | Is the Online Learning Management System (LMS) described in this section currently in use in the 2nd, 9th, and/or 10th Circuits? | No. | |
| 62 | C | C.13.2.2 | Will the Government allow the contractor access to the Government’s internet to connect to the Online Learning Management System? | No. | |
| 63 | C | C.13.2.2 | How often will the Government require Online Learning Management reports emailed to selected Government personnel? | Upon formal request by the USMS. | |
| 64 | C | C.13.2.2 | Is there adequate facility (space and electricity) and internet access at each location for | ||
| systems that the guards may use for a computer based time & attendance system? | No. The system must be mobile. | ||||
| 65 | C | C.13.2.2 | This paragraph calls for protection at “Government security standards.” Which security standards are used for this contract? | The Government sets out requirements regarding electronic record keeping in FAR Subpart 4.700 Contractor Records Retention and FAR Clause 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act. | |
| 66 | C | C.13.4.1 | This paragraph calls for an “original” copy to be maintained. Will a digital, scanned, copy of the original meet this requirement? If so, may the paper copy be destroyed to save storage costs? | Yes, but must comply with the requirements of FAR Subpart 4.7 Contractor Records Retention. | |
| 67 | C | C.13.6 | "The Government reserves the right to require additional, unanticipated, or special training under this contract which may be Government or Contractor-provided?" |
Is there an anticipated amount of this training that occurs each year?
Is this training billable to the government?
| If this added training at the request of the government causes overtime is that billable towards the government? | This paragraph reserves the rights of the Government while recognizing the Contractor's right to request an equitable pricing adjustment. | ||||
| 68 | C | C.13.7.3 | Is the time associated with administering the required written examination, and conducting a structured practical proficiency demonstration of each CSO's skills, knowledge and abilities billable at the Basic Rate under RFP Section B.7? | Yes, and the time is counted as part of the OJT hours. See SOW C.13.7.3 and C.13.7.4. These paragraphs will be renumbered with C.13.7.4 renumbered to C.13.7.3 to reflect the OJT directly follows the academic Portion of of Phase I Orientation with the Examination and Practical Proficiency Demonstration following. (See Amendment 0001) | |
| 69 | C | C.13.7.4 | On-Job-Training |
Are the CSO's that are being trained to be paid the same wage as the CSO that is on the job?
Is this training billable to the government?
| If there is a training Wage, does the government request a training bill rate? | Yes, see Solicitation Section B.7 CLIN #1, Basic Rate. | ||||
| 70 | C | C.13.8 | Is the Phase II Orientation training held at the Federal Law Enforcement Training Center? | Yes. | |
| 71 | C | C.13.8 | Are Lead Special Security Officers (LSSOs) and SSOs required to attend Phase II Orientation? |
| If yes, are their time and any associated travel expenses billable? | LSSOs and SSOs task orders are funded and administered by the requesting agency. | ||||
| 72 | C | C.13.8 | C-13.8 states CSOs attend Orientation provided by government and then complete 40 hours OJT in the district. How many hours are included in the government provided orientation | Phase II Orientation is provided by the Government at no cost to the Contractor. The following 40 hours OJT is performed during regular hours and is billed at the Basic Rate. See Solicitation Section B.7 CLIN # 1. | |
| 73 | C | C.13.8 | Are Lead Special Security Officers (LSSOs) and SSOs required to attend a modified training program located outside of their respective Districts similar to a Phase II Orientation? |
| If yes, is their time and are any associated travel expenses billable? | LSSOs and SSOs task orders are funded and administered by the requesting agency. | ||||
| 74 | C | C.13.8.8 | Is the time associated with conducting the proficiency demonstration billable under RFP Section B.7? | Yes, and the time is counted as part of the OJT hours. See SOW C.13.7.3 and C.13.7.4 and is billable at the basic rate. | |
| 75 | C | C.13.10 | How many CSOs and LCSOs are required to carry the Oleoresin Capsicum (OC) spray under the current contract? | All CSOs and LCSOs may be required to carry OC spray, but only at the request of the U.S. Marshal of the respective district. | |
| 76 | C | C.13.10 | What are the locations under the current contract where the CSOs and LCSOs carry the Oleoresin Capsicum (OC) spray? | The 9th Circuit District of Western Washington. | |
| 77 | C | C.13.10 | Para 13.10.1 OC Training. Are these 8 hours, when required, part of overhead or separately billable? Is OC training required “one time” or annually? | OC training is performed annually during regular hours and is billed at the Basic Rate. See Solicitation Section B.7 CLIN # 1. | |
| 78 | C | C.14.1 | C.14.1 requires the contractor to report "any/all" PSVs to the COR immediately. Many very minor PSVs can occur frequently (behavior that is somewhat inappropriate but does not materially affect the performance of duties), and are normally handled with a verbal reprimand or correction. It could be distracting or excessive to report each of these to the COR. Can the contractor use its judgement to report PSVs that reflect more seriously on the performance of the CSO? | All PSVs shall be reported. See SOW C.3.4. District Supervisor and C.3.5 Contract Manager for responsibilities regarding internal investigations and reporting PSVs without hesitation to include those matters handled and resolved internally. | |
| 79 | C | C.14.2 | Performance Standards and Violations: In this section, the RFP states that the "...violations...are generally categorized in a descending order of importance." As all performance standard violations are serious, can the USMS provide a more detailed explanation of how they expect contractors to treat violations based upon their position in the hierarchy established by the USMS? | Changed to eliminate the words "in a descending order of importance." See Amendment 0001. | |
| 80 | C | C.16.1.2 | Please confirm that shared CSOs work, on average, about 32 hours per week. | This cannot be confirmed. | |
| 81 | C & L | C.16.1.2 & L.5.3.1 | Do shared CSO's work 20 hours on scheduled posts plus provide coverage for vacation, vacancies and extended hours? Note:(since full time CSOs will not work 1958 hours (L.5.3.1 #2) per year due to holidays, vacation and sick leave, there are considerable paid time off hours that need to be covered by shared positions. | Shared CSO work is driven by many variables, from court schedule to vacancies, but CSOs holding shared positions are expected to perform all duties of full-time CSOs however they are scheduled. | |
| 82 | C | C.16.2.1 | Are LCSOs allowed to provide relief to CSOs? | Yes. | |
| 83 | C | C.17.2 | Are travel reimbursements discussed in the paragraph inclusive of transportation cost, hotel and meals/miscellaneous expense (per diem)? | Travel is reimbursed in accordance with the Federal Travel Regulations. | |
| 84 | C | C.17.3 | Changing conditions within the court environment may require post assignments to vary from day to day. In addition, situations may arise that shall require the Contractor to provide CSOs to work overtime or shared time CSOs to work additional hours, when the COR determines court security services are required beyond the normal hours of operation of the court facility. (The Government will not reimburse at the overtime rate unless the CSO has worked a minimum of 40-hours for a workweek.) Overtime shall only be approved and directed by the COR, with approval from the CO. The Contractor shall provide the required services when notified by the COR to do so. During such times, the Contractor shall also be responsible for any supervision or direction of the CSO performing during the extended period. The COR will convey any variations in duties to the Contractor. When the COR directs a CSO to work additional hours beyond the normal hours of the court facility will the overtime rate authorization be given for a LCSO to stay and supervise? | No, LCSO's are not supervisors and are not needed in this capacity after hours. However, LCSO's may stay and perform as a CSO at the CSO rate. | |
| 85 | C | C.18.3 | Will the Government confirm that guards who transition to the new contract will be able to retain their uniforms, at no cost to the new contractor? | Yes. | |
| 86 | C | C.18.3.1.1 | C.18.3.1.1 states the contractor provides uniforms within each contract period of performance; is this correctly interpreted to mean, each contract year, the contractor issues the entire set of uniform items to each CSO? b. Are these annual issues reimbursed to the contractor by separate invoice? |
Or, are these annual issues part of the contractors overhead?
| Yes. This is reimbursed as part of start-up costs. | |||||
| 87 | C | C.18.3.1.1 | Please confirm that the Offeror is responsible for issuing a complete and new set of uniform items on an annual basis for the first two years, but after the first two years, the Offeror may opt to issue less than a full, new complete uniform as required by the CSO. | No. The Contractor may issue a winter jacket in lieu of blazers. All other uniform items are required. | |
| 88 | C | C.18.3.1.1 | Section 18.3.1.1 Uniform Requirements - According to this section of the RFP, annual replacement uniforms will be provided to each CSO within the contract period. Section F.3 Deliverables, item # 11a indicates the uniform must be provided during the annual replacement period which is from October 1st through December 31st. Please clarify if the annual replacement uniforms can be provided at some point during the contract period or must be provided between October 1st and December 31st of each contract period. | SOW C.18.3.1.1 is correct. Section F.3 has been corrected. (See Amendment 0001) | |
| 89 | C | C.18.3.1.5 | Sentence 4 is not a completed sentence. | Corrected to read "When a CSO is relieved for this cause, the Government is not obligated to pay the Contractor for the CSO’s non-availability." (See Amendment 0001) | |
| 90 | C | C.18.3.1.5 | The fourth sentence in this paragraph is incomplete. Can the USMS please provide the rest of the sentence? | Corrected to read "When a CSO is relieved for this cause, the Government is not obligated to pay the Contractor for the CSO’s non-availability." (See Amendment 0001) | |
| 91 | C | C.18.4 | When sweaters and other uniform items not on the basic list are authorized, are these a government or contractor expense? If a contractor expense, is the purchase of these items reimbursable? | If the Government requires a variation to the uniform and does not provide the item, then the Government will reimburse the contractor. This will only be done on a case by case basis with prior approval by the program office. | |
| 92 | C | C.19 | Will the Government provide any office space in courthouses to the District Supervisors or Lead CSOs, or will the contractor be required to obtain all office space? | Yes for the District Supervisor. There are no special accommodations for the LCSO. | |
| 93 | C | C.19 | This paragraph does not list any office facilities or equipment. Will the Government please identify what office facilities and equipment are provided at each location? | Within each District office space is provided to the DS. No special furnishings are provided, no equipment is provided, and access to telecommunications equipment and the internet is not available. | |
| 94 | C | C.19.1 | Does the government provide a carrying case or belt clip for the OC spray? | Yes. | |
| 95 | C | C.19.1 | Other than the radios outlined in this section, is the contractor required to issue any other communications devices. | ||
| Will the district Managers or the Contract Manager be issued any type of communication equipment from the government? | No. The Contractor is responsible for issuing the DS and CM all equipment necessary to perform their responsibilities and meet the contract requirements. | ||||
| 96 | C | C.19.1 | This section lists Soft Body Armor Kit as Government Furnished Property. Attachment 1(F) Table for Body Armor Kits requests a price for Body Armor. This seems to contradict Section C. Is the Body Armor to be Government or Contractor provided? Are we required to source and submit a cost for the Body Armor? | Yes, the Contractor is to source the armor kit against the standards set forth in Section J Attachment 4(C). The Contractor then provides the armor as required, invoices for the armor when the expense occurs under Solicitation Section B, CLIN # 5, after which it is accepted by the Government and becomes accountable Government Property. | |
| 97 | C | C.19.1 | How are soft body armor kits ordered from the government? | Yes, the Contractor is to source the armor kit against the standards set forth in Section J Attachment 4(C). The Contractor then provides the armor as required, invoices for the armor when the expense occurs under Solicitation Section B, CLIN # 5, after which it is accepted by the Government and becomes accountable Government Property. | |
| 98 | C | C.19.1 | Does the government provide any cleaning or maintenance supplies for the government-provided firearms? | Yes. | |
| 99 | C | C.19.1 | Does the government provide clearing barrels for use at each facility? | Yes. | |
| 100 | C | C.19.1 | Does the government provide safes or weapons storage containers for use at each facility? | Yes. | |
| 101 | C | C.19.1 | Is there storage space at each facility for uniform inventory items (such as soft body armor kits), firearms storage, etc? | Yes. | |
| 102 | C | C.19.1 | Are there employee “lockers” available at any of the facilities? | Yes. | |
| 103 | C | C.19.7 | What specific make and model firearm is provided by the Government.. | Glock 23 40 caliber. | |
| 104 | C | C.19.7 | If the government exercises its right to change the type of firearm required at any time during the performance period of this contract, will the contractor be reimbursed for any additional training costs/equipment associated with the change in firearm? | Yes, but a change is not currently being considered. | |
| 105 | C | C.19.7 | Are all the firearms utilized on the site the property of the US Government? |
Is the contractor required to appoint gun custodians in any of the municipalities in the 2nd Circuit?
Are the firearms stored on site at all times besides training?
At any point are CSO taking firearms away from their place of work other than for authorized training?
| Who is responsible for the maintenance and the cost of maintenance of these firearms? | Yes. The LCSO is responsible for accountable property receipts. Yes, gun custodians are generally the LCSO. Yes, the firearms are stored on-site. Yes, if they are detailed to another location. The Government and the CSO is responsible for cleaning. | ||||
| 106 | C | C.19.9 | Please provide the specifications for the soft body armor kits? | See Solicitation Section J, Attachment J4(C) CSO Soft Body Armor Kit Requirements. | |
| 107 | C | C.23.1.1 | Is USMS requiring the contractor to conduct inspections by outside inspectors who are not District Supervisors or Contract Managers, and if so, what quantity? | The Government does not require outside inspectors. C.25.1.2 restricts the use of LCSO and CSO as Quality Control Inspectors. | |
| 108 | C | C.23.2 | Will the Government please clarify what "accordingly" means within this section? Does it mean that services performed on a holiday will be billable at the Basic Rate when the CSO is paid at the regular rate of pay (per the applicable WD/CBA), and at the Overtime Bill Rate when the CSO is paid at the overtime pay rate (per the applicable WD/CBA)? | In accordance with the applicable Department of Labor wage determination or Collective Bargaining Agreement in effect under the contract. | |
| 109 | C | C.24.4 | Can Government-furnished telephones be used for the time and attendance system? | No. | |
| 110 | C | C.24.4 | Will contractors be allowed to connect time clocks using a dsl/cable connection? | No. | |
| 111 | C | C.24.4 | Will there be wifi access points available for contractors to utilize at facilities, specifically related to time clocks? | No. | |
| 112 | C | C.24.4 | Are contractors permitted to use a cellular air card connection at facilities in order to connect time clocks? | Yes. | |
| 113 | C | C.24.4 | Please provide any restrictions pertaining to time clocks (either location, method of connectivity to transmit data, etc.). | The Contractor's T&A system will be portable or mobile and not be attached to the facility, or connected to the facility telecom or internet capabilities. | |
| 114 | C | C.24.4 | Will any persons other than contractor's employees be utilizing contractor's daily attendance/time clock system? | No. | |
| 115 | C | C.24.4 | Are supervisors permitted to record clock-ins for all employees as a mass punch? | No. | |
| 116 | C | C.24.4 | At what facilities, and locations within those facilities, can time clocks be installed? | None. | |
| 117 | C | C.24.4.1 | Does the Government require the Time and Attendance System (T&A System) record the employees’ time by an employee initiated process such as a Biometric, Web-Based Time Clock, or Integrated Voice Recognition (IVR) system for the beginning or end of each shift? |
| If yes, will the Government allow the installation of such equipment in Government furnished spaces co-located with the employees’ equipment storage areas? | No. | |||
| 118 | C | C.24.4.1 | Section C.24.4.1 requires an automated and integrated Time and Attendance (T&A) System. However, section C.3.2.2 provides the LCSO shall collect, compile, report time and attendance, and other personnel documents to the DS. |
| Please clarify the format of the Time and Attendance report required by the Government to be collected and compiled by the LCSO (i.e. whether the Government requires a standard form to be utilized). | C.3.2.2 is corrected to eliminate this task. (See Amendment 0001) | |||
| 119 | C | C.24.4.3 | Does the Government require that the T&A System provide current information and generate reports by employee, by facility, or by District? |
| Does the Government desire the ability to receive reports sorted by all three of these criteria? | See SOW C.24.4.1 "for each court facility authorized CSOs." Yes, see C.24.4.3, "shall provide data and reports to both Contractor and Government managers" | ||||
| 120 | C | C.24.4.4 | Daily Time and Attendance System- Is the contactor required to provide the government with a license to log into our software system so they can see the hours performed on our web-based system? | Yes. This has been clarified in the SOW. “Where applicable, the Contractor shall provide the licenses necessary for each District and the USMS Headquarters.” (See Amendment 0001) | |
| 121 | C | C.24.6.1 | Monthly Activity Report (MAR). The RFP states that “A sample of the report is included under Section J3(F)”. | Corrected, see J3(G) Court Security Officer Monthly Activity Report. (See Amendment 0001) | |
| 122 | C | C.24.6.2 | Monthly Activity Reports: The section indicates the Monthly Activity Report cannot be transmitted via email and to refer to the respective task orders for mailing address for each individual COR. Currently, the Monthly Activity Report files are emailed to each individual COR. Please confirm if the contractor is no longer allowed to submit the report via email to each individual COR. | See SOW C.24.6 wherein they are submitted electronically on a CD-ROM and mailed. For security anda privacy reasons, the Contractor is prohibited from transmitting any data to the Government via e-mail. | |
| 123 | C | C.25 | As an element of the Quality Assurance Plan, the Contractor is required to "inspect each court facility on a quarterly basis." |
| Please clarify whether this inspection is conducted by the CM or DS, and if the inspection applies strictly to the Contractor's assigned personnel. | QAP inspections can be performed by the DS or CM. C.25.1.2 restricts the use of LCSO and CSO as Quality Control Inspectors. | |||
| 124 | C | C.25 | Are contractor Quality Control Inspectors expected to be full-time dedicated personnel to this contract? |
Are their hours billable to the government?
| How many hours are expected for each site? | No. If the DS duties include QCP inspections those hours are already billable under the contract. If the CM or another corporate employee performs as QCIs those hours are not directly reimbursable. The Contractor is responsible for determining the level of effort required to meet the contract requirements. | ||||
| 125 | C | C.25 | Is it acceptable for the quality assurance Inspections to be performed by the DS or is this to be a dedicated position? | Yes, the DS can perform the quality control inspections. | |
| 126 | C | C.25 | Quality Assurance: This section states, in part, “The QCP shall explain a metric-based inspection procedure...” Could the USMS please more clearly explain what they consider a “metric-based inspection procedure”? | A business metric is defined as any type of measurement used to gauge some quantifiable component of a company's performance. | |
| 127 | C | C.25 | Please clarify if there is a minimum amount of inspections to be conducted per year by the District Supervisor of the court facilities in his/her district. While the QCP indicates the contractor must provide quarterly inspections, it does not stipulate that these inspections are the responsibility of the District Supervisor. | No. See SOW C.3.4. wherein the Contractor shall provide adequate DS site visits necessary to successfully manage contract requirements. | |
| 128 | C | C.25.1.1 | What does USMS consider a 'Qualified' Quality Control Inspector (QCI)? What would be the minimum qualifications for a QCI? | The Government has not identified minimum qualifications for the QCI. | |
| 129 | C | C.26 | What is the start-up/transition period for this contract? | 30 days for the successor contractor. | |
| 130 | C | C.26.2 | C.26.2 and C.26.3 We read these paragraphs to indicate that there will be 30 days of contract transition followed by 60 days of performance transition, for a total phase-in period of 90 days from contract award to start of full performance. Is this correct? | The SOW paragraph C.26.2 will be clarified to require the incumbent to initiate preparations for a potential transition if the incumbent has not been selected for award. The dates are not additive but consecutive . The intent is for the incumbent to start preparing a transition at 60 days, and transition the contract within 30 days of the contract start date. (See Amendment 0001) | |
| 131 | C | C.26.2 | Will the Government confirm that the new contractor--if not the incumbent--will have access to the incumbent personnel immediately upon award to begin negotiations to transition them to the new contract? | Yes. | |
| 132 | E | E.2.b | Will the Government provide a monthly report evaluation to the contractor after the Government's monthly inspection and evaluation? | No. Should a performance issue be discovered, the issue itself will be addressed by the JSI/COR or forwarded to the CO for assistance. | |
| 133 | F | F.3(a) 7a. | Phase I Orientation training is listed as 8 hours academic instruction and 40 hours OJT. Section C.13.7 lists Phase I as a total of 40 hours (i.e., 8 academic and 32 hours OJT). Please clarify. | Corrected to 32 hours OJT and clarify that the In-District Phase I Orientation training totals 40 hours. (See Amendment 0001) | |
| 134 | F | F.3(a) 7a. | Page F5 item 7A states Phase I training is 8 hours plus 40 hours OJT. Section 13 says OJT for Phase I is 32 hours. Which is correct? | Corrected to 32 hours OJT and clarify that the In-District Phase I Orientation training totals 40 hours. (See Amendment 0001) | |
| 135 | F | F.3.c | In the 2010 RFP for All Circuits, Section F.3.i included a similar clause. Is this clause in effect in the current contract? |
| If yes, please provide the data outlined in this section, by District/Circuit. | This information is related to Seniority Listings. See Solicitation Section J, Attachment J1(B). | ||||
| 136 | F | F.4 | Are all Federal Court Facilities are closed on Federal Holidays? | ||
| Are there any posts open on Federal Holidays? | 24 hour facilities are open 24 hours every day. | ||||
| 137 | G | G.4 | Page G4 presents a template for annual adjustments to the contract price. Box F of the template, is labeled Application of Applicable Fringe benefits and taxes; in this case would Fringe benefits include any increase to Worker’s Compensation Insurance caused by the wage increase? | Refer to FAR Clause 52.222-43 for allowable costs. | |
| 138 | G | G.6 | Are LCSO's considered managerial positions? If so are they subject to an adjustment of a Department of Labor Wage Determination or CBA? | No, see the SOW C.3.2.1, wherein LCSOs are defined as lead workers with additional administrative tasks. The LCSO positions are subject to the FAR Clause 52.222-43 Fair Labor Standards Act and Services Contract Act - Price Adjustment (Multiple Year and Option Contracts). See Section I. | |
| 139 | G; L | G.6(d); L.5.3.1 | Is guard mount included in the estimated hours (1958)? | A guard mount or role call is not required by the contract. Time necessary to gear up and gear down is allowed at the JSI/COR's discretion. | |
| 140 | G & M | G.6.b.1 | Section G.6 states that price adjustments are limited to direct labor costs only, however, | ||
| Section M.5 states that a price adjustment may be requested when the hourly wage and benefit rates are published in a new CBA. The Contractor assumes a price adjustment may be requested when new CBA hourly wage and benefit rates are published. Is this a correct assumption? | G.6 Price Adjustment Procedures Resulting from Wage Determination Increases are made in accordance with FAR 52.222-43, the contractor warrants that the prices in this contract do not include any allowance for any contingency to cover increased costs for which adjustment is provided under this clause. Solicitation Section M.5 states for evaluation purposes only the offeror is to use the CBA hourly wage and benefit rates for the base year and all option periods as their base rate used to build their fully burdened rate using the Price Summary Sheets and Pricing Templates. | ||||
| 141 | G | G.7 | If travel within a district is beyond 50 miles as indicated by the FAR 31.205-46. Is that cost of travel still re-reimbursable by the government? | Yes, as it relates to CSOs. | |
| 142 | General | General | We note that the circuits in this RFP were awarded in May 2011. What is the government’s reason for re-competing these contracts prior to the 5 year mark? | There are multiple separate and independent factors related to this action. However, the Government is intending to make new awards in FY 2014 for a base and four option periods | |
| 143 | General | General | Is CPR/1st Aid training/AED Training required for CSOs? | Not required under SOW. However, if the opportunity is offered the CSO can elect to take it. | |
| 144 | General | General | Is respirator fit testing required for CSOs? | This is not a USMS requirement. Generally speaking, this is an OSHA requirement for certain occupations (i.e anyone who needs to be able to wear a respirator mask due to occupational hazard exposure such as certain airborne pathogens, chemicals, fibers, and smoke). Same thing with the Bloodborne Pathogens training; if the Contractor/Employer thinks there is a risk of exposure they are required to provide the training, but, it is not a USMS requirement. | |
| 145 | General | General | Exactly what costs are included in the Annual “Start Up” in addition to annual physical, and uniforms; is an annual drug screen part of the annual physical cost? | See FAR Clause 52.223-6 Drug-Free Workplace. The cost of compliance is a contractor responsibility. | |
| 146 | General | General | Although Cost Accounting Standards (CAS) are not included as a clause in Section I, we do not see an exemption from the requirements of CAS. Are CAS incorporated into this contract? | No, see FAR 15.403-1(C)1) Prohibition on obtaining certified cost or pricing data, Standards for exceptions where there is adequate price competition. See Solicitation Section L, FAR Clause 52.216-29 Time-and-Materials/Labor-Hour Proposal requirements-Non-Commercial Item Acquisition with Adequate Price Competition. | |
| 147 | H & L | H.1 | |||
| Since H.1 states that the contractor shall not subcontract and CSO services under this contract unless approved in writing in advance by the CO. May a contractor assume that any Small Business Subcontracting Program (L.8) will be evaluated by the CO prior to any work or training begin conducted. | No. See Solicitation Section M.3. Source Selection and Basis for Award, wherein the best value determination will consider the adequacy of the offeror's submitted Business Proposal's subcontracting plan in accordance with FAR Part 19.705-4. To clarify, the following language is added: If the apparently successful offeror fails to negotiate a subcontracting plan acceptable to the Contracting Officer by the due date for Final Proposal Revisions, the offeror will be ineligible for award. | ||||
| 148 | H | H.10 | The RFP requires that "a facility survey must also be performed on the first day of duty for each Contractor personnel hired after implementation of the contract." |
| Please clarify whether the facility survey for a new employee is conducted during the Phase I Orientation OJT period. | H.10 is related to the Contractor as an entity, not to individual CSOs. CSO are oriented during the In-District Phase I Orientation. | ||||
| 149 | H | H.13 | ( c ) - Additionally, the Government will not reimburse the contractor for start-up costs associated with hiring individuals in excess of the number of personnel required for the CSO positions authorized in Section B, Supplies of Services and Prices/Costs, or subsequent positions authorized be the CO" |
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