Q As_RFP_PACS_FINAL.pdf

U.S. Department of Justice, Office of Justice Programs 1

Program Management, Administrative, and Clerical Services (PACS) Request for Proposals (RFP) #DJOOAR13001

Industry Questions and Government Responses

# RFP

Reference Industry Question Government Response

1 RFP Section B, Paragraph(s) B.1, Page(s) B-1

This section of the RFP references the contractor providing facilities for this requirement. Does the government have any specific ideas or requirements regarding contractor provided facilities for this requirement?

In the event that work under a specific task order is requested to be off-site; the contractor will be responsible for providing the facility for the work to be performed.

2 RFP Section B, Paragraph B.1, Page B-

The original acquisition strategy was to award two (2) IDIQ contracts – one (1) contract to cover FC(1) and one (1) contract to cover FC(2) and FC(3).

a. Please confirm this is still the strategy.

b. What is the estimated annual cost ceiling for each of the contracts?

c. When will the first TO be provided to the contractor for bid?

a. Please refer to Section L.3 and M.2 as both sections confirm our acquisition strategy.

b. The contract ceiling will be determined at time of award.

c. We do not know the exact time the first TO will be issued;

however, it is anticipated to be immediately after contract award.

3 RFP Section B, Paragraph 1, Page B-1

Section B.1 states that “PACS is designated as a competitive 8(a) set-aside.” Our company is a certified 8(a) business that is set to graduate from the 8(a) program at the end of February 2013.

a. Would we be eligible to bid on this IDIQ?

b. If so, would we be eligible to bid on task orders throughout the base period and all option periods?

a. If an Offeror is still in the 8(a) program at time of award, you are eligible to bid on the contract.

b. Therefore, you would be eligible to respond to task order requests and the Government can exercise all options, if desired.

4 RFP Section B and Section I, Paragraphs B.2 and I.4(a), Pages B- 1 and I-6

RFP Section B.2 indicates that the Base Period begins on January 22, 2013. RFP Section I.4(a) indicates that task orders may be issued starting on January 18, 2012.

a. What is the projected start date of the PACS contract?

b. Should the ordering period in paragraph I.4(a) be changed to reflect a period of performance from 2013 to 2018?

a. The anticipated award date is February 5, 2013, as stated in Section B.2. Task orders may be issued beginning February 5, 2013.

b. The ordering period is from February 5, 2013 through February, 2018, if all options are exercised.

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5 1) RFP Section B.2, Paragraph 2, Page B-1;

2) RFP Section F.2, Paragraph 1, Page F-1

Section B-2 states that the Base Period January 22, 2013 January 21, 2014; however, Section F.2., Period of Performance Option Contracts, Page F-1, states “The anticipated period of performance for the base period is December 28, 2012 through December 27, 2013.” What are the anticipated differences?

Please refer to question #4.

6 RFP Section B, Paragraph B.2, Page B- 1 (Pg. 6 of 109)

To confirm, what is the start date of any subsequent contracts issued from this solicitation? Are we correct in assuming work will commence on January 22, 2013?

Please refer to question #4.

7 RFP Section B, Paragraph B.2, Page B-

The periods of performance conflict with the ones in F.2. Is our understanding correct that the dates in Section B.2 are the correct dates?

Please refer to question #4.

8 1) RFP Section B.2, Paragraph 1, Page B-1, Base and Option Periods;

2) RFP Section F.2, Paragraph 1, Page F-1, OJP 2852.242-72

Period of Performance Option Contracts

(MAR 2001);

3) RFP Section I.4, Paragraph (a), Page I-6, 52.216-18 Ordering

(OCT 1995)

Section B.2 states that the base period of performance is from January 22, 2013, to January 21, 2014. Section F.2 cites the anticipated period of performance for the base period as December 28, 2012, through December 27, 2013. Section I.4 states that orders may be issued from January 18, 2012 through January 17, 2017. What is the anticipated award date and what are the planned base and option performance periods?

Please refer to question #4.

9 RFP Section B, Paragraph B.2 Page B- 1, General

What is the estimated ceiling value for each resulting IDIQ contract?

Please refer to question #2.

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10 RFP Section B, Paragraph B.2 Page B- 1, General

What is the estimated level of effort of the incumbent contractors?

The potential hours per labor category for FC2 of PACS is:

Program Specialist I – 17, 280 (9 personnel at 1,920 hrs each) Program Specialist II – 17,280 (9 personnel at 1,920 hrs each) Program Specialist III – 9,600 (5 personnel at 1,920 hrs each)

As a note of clarification, there is only an on-going current contract for FC2. FC1 and FC3 are new contract requirements.

11 RFP Section B, Paragraph B.3 Page B- 1, Contract Pricing

What is the estimated mix of time and materials, labor hour, and firm fixed price types of tasks?

We are unable to make that determination at this time for an

IDIQ.

12 RFP Section B, Paragraph B.3 Page B- 1, Contract Pricing

What is the process for proposing, negotiating, and modifying individual task orders? Section G.1.8 references the “project design and the proposed work plans”. Please clarify requirements for task proposals, project design, and work plans.

The task order request will provide the instructions for submission. Negotiations and modifications will be conducted via the Contracting Officer. Section G.1(8) refers to discussion about the proposed project design and/or work plans that was proposed to accomplish the tasks listed in the SOW for each task order.

13 RFP Section B (B.3.1), Paragraph (b), Page B-2 (Pg. 7 of 109)

This is a bit confusing. Can we charge for the PM? Per Section B.3.1(b), the Contract-level Program Manager shall not be billed as a direct charge to the contract. Per Section L.2(1)(i), the fully burdened labor rates shall include a rate to accommodate the cost of the contract-level program management specified in Section B.4.1.

14 RFP Section B.3.1 a. Please clarify the role of the contract-level Program Manager.

b. Is this person expected to be full-time on the contract?

c. Will they be billable to the contract? RFP Section B.3.1(b) implies that the person will not be billable yet the pricing spreadsheets include a row to submit hourly rates for this labor category.

a. The Contract-level Program Manager is expected to accomplish the duties as described in the RFP.

b. The Government does not have a specific requirement for the position to be full-time.

c. The Contract-level PM hours cannot be a direct charge to the contract, per Section B.3.1(b). A Contract-level Program Manager labor rate is required because the Government needs to evaluate the rate to ensure that it is fair and reasonable. Refer to question #13.

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15 RFP Section B.3.1, Paragraph (b) Program Management (Contract- Level) Support Costs, Page B-2

The section states “Contract-level program management support costs shall not be billed as a direct charge to the PACS base contract or task orders”. Section L states “The fully burdened labor rates shall include a rate to accommodate the cost of the contract-level program management specified in Section B.4.1.”

a. Why are we providing the contract-level program manager rate if it cannot be billed?

b. Should the contractor-level program manager rate be allocated as an indirect cost on the other fully burdened rates?

a. Please refer to questions #13 and #14.

b. Yes. The fully burden labor rates for each labor category should include the cost of the Contract-level PM.

16 RFP Section B, Paragraph B.3.1(2)(b), Page B-2

“Contract-level program management support costs shall not be billed as a direct charge to the PACS base contract or task orders.” If contract-level program management support costs shall not be billed as a direct charge, should the “Program Manager (Contract Level)” labor category be listed as a labor category to be priced in attachment J-3?

Yes, please refer to questions #13, #14, and #15.

17 RFP Section B, Paragraph B.3.1, Page B-2

Paragraph states that the contract-level program manager (PM) shall not be direct billed to the PACS base contract or task orders.

a. Is it envisioned there will be a “PACS base contract” order placed?

b. Will it be at the time of award?

c. What level of effort/tasks will it include?

a. No, there will not be a “PACS base contract” order placed.

b. Please refer to question #2.

c. Tasks/level of effort will be defined in the SOW for the first task order.

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18 Section B, Paragraph 3.1, Page B-1

Section states, “All task orders issued for services to be performed in the United States will be priced in accordance with the hourly rates set forth in Section B.4 Labor Category Rate Table. The labor rates in this section reflect fully-burdened rates for each labor category and will apply to all direct labor hours. The labor categories, hourly rates, and indirect administrative cost rates are detailed in Section B.4, Labor Category Rate table.” When looking at those Hourly Labor Rates, only 9 labor categories are present, but the table at the end of the solicitation (Wage Rate Determination) has multiple labor categories and rates. Which wage determination position apply to the labor categories?

Please refer to Section I.18 of the RFP.

19 Section B, Paragraph

3.1 (b), Page B-2

If Program Management support costs at the Contract- Level are not directly billable, does this exclude the hours billed by the Labor Category of Contract Level Program Manager?

The contract level Program Manager is the Program Management. Therefore, no hours are directly billable for this position. Please refer to questions #13, #14, and #15.

20 RFP Section B, Paragraph B.4 Page B- 2, Labor Rate Table

a. What is the estimated number of hours for each labor category, in the base period and each option period?

b. If it is not possible to provide this information, please provide the estimated level of effort for each functional category.

a. This information cannot be accurately provided as the Government does not know how many task orders will be issued under the resulting contract.

b. Please refer to question #10.

21 RFP Section C, Paragraph(s) C.1, Page(s) C-1

If there is no incumbent contractor in place for the FC1 and FC2 areas of requirement, can the government advise if there is a contractor acting in any capacity that might be construed as potentially ‘incumbent’ for the purposes of these work requirement areas?

There is no incumbent for FC1 and FC3. FC2 is provided under the Aspen of DC contract.

As a note of clarification, there is only an on-going current contract for FC2. FC1 and FC3 are new contract requirements.

22 RFP Section C, Paragraph C.1 Page C- 1, Contract and Task Order Management

This paragraph mentions the use of commercially available automated tools for contract and task order management. What automated project management tools will be provided by the Government or are available for use at on-site locations?

The Government will not provide automated tools. The Government encourages the use of automated tools to manage the contract.

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23 RFP Section C, Paragraph C.1, Pages C-1 & C-2

The Statement of Work is extremely broad and brief which makes the gathering of relevant Past Performance a hit or miss exercise when trying to provide the most relevant detailed experience (as required by the J-5 form). It is respectfully requested that the Government provide a more detailed description for each of the Functional Category tasks.

Without that information it is difficult to understand how the Government will be able to equitably evaluate the qualification of each contractor during both Phase I and Phase II evaluations. The incumbent has a distinct and unfair advantage as the current Solicitation exists.

The description of each Functional Category is based on the NAICS code. This allows the Government to procure a broad range of services, as described for each NAICS code. The Government will evaluate Past Performance based on projects of similar size and scope. Therefore, if you have contracts that fall within the specific NAICS code that you’re bidding on, you should submit those projects. This incumbent does not have, in anyway, “a distinct and unfair advantage.”

24 Section C, Paragraph 1, Page C-1

How many multiple awards do you anticipate in each functional area? Will Task Orders be competed between awardees? How will Task Order assignment be handled between awardees?

Please refer to Sections L.3 and M.2 of the RFP.

25 RFP Section C.1, Paragraph 1 “Objective”, Page C-1

We understand in reading this section that OJP’s objective is to have a schedule of services from which to order from, thus the IDIQ; however since this is an on-going current contract for FC2 and FC3, can you please provide historical data providing us with the following:

a. number of task orders issued for the life of the contract

b. were the task orders issued for long term ongoing work or temporary assignments, i.e. 6 month or less assignments or one year or greater assignments?

c. what is the dollar value of all task orders issued for the life of the contract?

This information is necessary so that contractors can properly approximate their staffing needs to fulfill the requirements of this contract.

a. There were 17 task orders issued under the current IDIQ contract.

b. All task orders were issued for long term, ongoing work.

Some included short term, temporary assignments.

c. Approximately $3.7 million.

As a note of clarification, there is only an on-going current contract for FC2. FC1 and FC3 are new contract requirements.

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26 1) RFP Section C.1, Paragraph 1, Page C-1, Objective;

2) RFP Section L.3, Paragraph 1, Page L-2, 52.216-1 Type of Contract (APR 1984);

3) RFP Section M.2, Paragraph 2, Page M-1, General;

4) RFP Section M.3, Paragraph 1, Page M-2, Basis for Award

Section C.1 refers to a suite of IDIQ contracts. Sections L.3, M.2, and M.3 indicate intent to award only one IDIQ contract for Functional Category 1 and one IDIQ contract for Functional Categories 2 and 3 combined. Will there possibly be more than one IDIQ award per Functional Category, and if so, how will the assignment of Task Orders be determined?

No.

27 1) RFP Section C.1, Paragraph(s) 7, Page C- 1, Functional Category 1 – Program Management;

2) Reference: RFP Section G.8, Paragraph 1, Page G-3, Task Order (TO) Procedures

Because the OJP Bureaus’ activities encompass such a wide range of functions and disciplines, individual task orders under Functional Category 1 may call for the services of subject matter experts and technical specialists from any of a very broad array of areas of expertise. Will the holder(s) of the IDIQ contract for Functional Category 1 be allowed to engage subject matter experts and technical specialists on an as-needed basis through subcontracts or other partnering arrangements during the life of the contract? Or, must the offerors on Functional Category 1 present a team covering all potential areas of specialization and expertise that may be required?

Per Section L.11, Tab C, OJP will not allow substitutions of team members or the addition of new members except under extreme circumstances and if approved by the Contracting Officer. Subcontracts may be entered into at any time.

28 RFP Section C (C.1), Paragraph Functional Category 3 – Clerical Services, Page C-2 (Pg.

9 of 109)

Item 3 states typing, word processing or desktop publishing. Desktop publishing entails a far greater skills and knowledge requirement than just knowing how to type, this normally includes additional knowledge of desktop publishing software such as MS Publisher, Adobe Indesign, Adobe Illustrator, Adobe Photoshop, Acrobat Professional, and Visio, are these type of skills expected? If so, this would certainly fall out of the scope of Administrative/Clerk I and II.

The description on the Functional Category is based on the NAICS code description. The OJP does not have the authority to change the labor category this type of work fall under.

U.S. Department of Justice, Office of Justice Programs 8

29 RFP Section C Paragraph C.1 Page(s) C-2

Will the government provide the estimated or anticipated staffing levels for the FC2 – Administrative Services support requirement?

We are unable to make that determination at this time for an IDIQ contract.

30 RFP Section C Paragraph C.1 Page(s) C-2

Will the government provide the estimated or anticipated staffing levels for the FC3 – Clerical Services support requirement?

We are unable to make that determination at this time for an IDIQ contract.

31 RFP Section C Paragraph C.1 Page(s) C-1 & C-2/C-3

Can the government provide the estimated or anticipated contract award value for each of the functional areas of requirement for which it is seeking support?

We are unable to make that determination at this time for an IDIQ contract.

32 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Can the government advise if all Program Management requirements are expected to be performed at the Government’s site(s)?

This information will be specified in the Statement of Work for each task order; however, it is anticipated that work will be performed on-site. Please refer to question #44.

33 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Does the Government require support from an onsite Program Manager for each of the three functional areas of requirement?

This information will be specified in the Statements of Work for each task order.

34 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Can the Government advise how the Program Manager requirement for services such as financial planning, budgeting and records management and physical distribution and logistics, differ from these requirements as addressed within the FC2 – Administrative Services Requirement?

The description of the services is solely based on NAICS code descriptions. These descriptions are not defined by OJP. FC1 is more so for management support where FC2 is to perform day to day office administration services.

35 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Functional Category 1—Program Management indicates that the contractor will provide financial planning and budgeting assistance and services. Can the Government describe in greater detail what this financial planning and budgeting assistance and services consist of?

The description of the Functional Category is based on the NAICS code. Those are the type of services that can be ordered. If the OJP has a need for those services, a Statement of Work will be provided with specific details and tasks.

36 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Functional Category 1—Program Management indicates that the contractor will provide office planning assistance and services. Can the Government describe in greater detail what this office planning assistance and services consist of?

Please refer to question #35.

37 RFP Section C, Paragraph(s) C.1, Page(s) C-1

Functional Category 1—Program Management indicates that the contractor will provide site selection assistance and services. Can the Government describe in greater detail what this site selection assistance and services consist of?

Please refer to question #35.

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38 RFP Section C, Paragraph(s) C.1, Page(s) C-2

Functional Category 2—Administrative Services indicates that the contractor will provide financial planning assistance and services. Can the Government describe in greater detail what this financial planning assistance and services support will consist of?

Please refer to question #35.

39 RFP Section C, Paragraph(s) C.1, Page(s) C-2

Functional Category 2—Administrative Services indicates that the contractor will provide billing and recordkeeping assistance and services. Can the Government describe in greater detail what this billing and recordkeeping assistance and services consist of?

Please refer to question #35.

40 RFP Section C, Paragraph(s) C.1, Page(s) C-2

Functional Category 2—Administrative Services indicates that the contractor will provide physical distribution and logistics assistance and services. Can the Government describe in greater detail what this physical distribution and logistics assistance and services consist of?

Please refer to question #35.

41 RFP Section C, Paragraph(s) C.1, Page(s) C-2

Functional Category 2—Administrative Services indicates that the contractor will provide “personnel”. Can the Government describe in greater detail what this personnel requirement consists of and how it differs from the requirement for “personnel” to be provided under Functional Category 3?

Please refer to question #35.

42 RFP Section C, Paragraph(s) C.1, Page(s) C-2

Functional Category 3—Clerical Services indicates that the contractor will provide postal and mail services along with facsimile. Will the Government provide the equipment necessary to meet their requirements?

Please refer to question #35.

43 RFP Section F, Paragraph F.2, Page F-1

“The anticipated period of performance for the base period is December 28, 2012 through December 27, 2013” The anticipated period of performance for the base period as stated in F.2 seems to be inconsistent with the base year period of performance identified in Section B, Paragraph B.2, page B-1. Please clarify.

Please refer to question #4.

44 Section F, Paragraph 3, Page F-1

What is the anticipated client site level of effort, as the solicitation specifically cites the OJP HQ building?

It is anticipated that work will be conducted at the Government site. However, there may be a need for work to be performed at the Contractor’s site. The specific work site will be listed in the Statement of Work for each task order.

The percentage cannot be estimated.

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45 RFP Section F, Paragraph(s) F.3, Page(s) F-1

This section indicates that the work will be performed at the Government’s facility at 810 7th Street, NW.

Other sections of the RFP suggest that some of the work will be performed at the contractor’s site. Will all work be performed at the Government’s location referenced in Section F.3? If no and some work will be performed at the contractor’s site, does the Government have an estimate on the percentage of work to be performed at the contractor’s site?

Please refer to question #44.

46 RFP Section F, Paragraph F.3, Page F-1

Paragraph notes the place of performance as only US Government spaces. Pricing requires rates for labor at both government and contractor facilities. Accurate pricing of contractor spaces for a small business requires an estimate of the required floor space.

Q7. What is the estimated level of effort (FTE’s) that the Government will specify shall be performed at contractor facilities?

Please refer to question #44.

47 RFP Section F.5, Paragraph (b)(1), Page F-1, Reports

This paragraph includes reporting statistical data on calls received. Please clarify the type of tasks for which this statistical data is required. Does this contract include call center operation?

Tasks will be specified in the Statement of Work for each task order. Statistical data shall be reported, if applicable. This contract will not include the operation of a call center.

48 RFP Section G.1, Paragraph 1, Page G-1, Contract Management Requirements

Numbered items 5 and 6 make reference to a management plan. Is the management plan to be included in the Phase II offer under Factor 3, Program Management and Quality Control? Or, will the management plan be a separate requirement after contract award?

G.1(5) and (6) apply to task orders not the IDIQ contract.

49 RFP Section G, Paragraph G.1, Page G-

Paragraph states that frequency of face-to-face meetings will be determined by the distance between DoJ and the contractor facility.

a. Will meetings be held at both DoJ and contractor facilities?

b. Is there a maximum distance away from DoJ requirement for contractor spaces?

c. How does distance between government and contractor facilities relate to frequency of face to face meetings?

a. No. Face-to-face meetings will be held at the OJP or via video teleconferencing.

b. No.

c. The Government wants to keep the travel cost to a minimum.

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50 RFP Section G, Paragraph G.1.3, Contract Management Requirements

This paragraph states that the “technical assistance provided must be responsive to the directions, as represented by the COR.” Please clarify the requirements for technical assistance.

Technical assistance in this clause refers to the specific tasks for each task order.

51 RFP Section G, Paragraph G.1.5, Contract Management Requirements

This paragraph states that the “Contractor shall be responsible for the effective management of all training under this procurement, and that the management plan must specifically address the special requirements and projects tasks indicated in this procurement request”. Please clarify what training is to be provided, for whom, and what the special requirements and tasks may be that need to be addressed.

Training as stated here refers to the contractor’s responsibility to ensure that their staff has the knowledge, skills, and abilities to adequately perform the functions as outlined in the task order.

52 1) RFP Section G.3, Paragraph 1, Page G-1, OJP 2852.242-76

Contracting Officer

(FEB 2012);

2) RFP Section G.5, Paragraph 1, Page G-2, OJP 2852.242-78

Contract Administration (MAR 2001)

Section G.3 names Katona Bryan as the Contracting Officer and Section G.4 states that the contract will be administered by James Canady. What will be the role and authorities of Mr. Canady with reference to the Contracting Officer authorities and limitations cited elsewhere in the contract (e.g., Section G.6, OJP 2852.242-79 Modification Authority (MAR 2001))?

James Canady will serve as the Contract Specialist. Mr.

Canady will be the point of contact for all contract matters and will be responsible for day-to-day administration.

53 RFP Section G.8, Paragraph 1, Page G-3, Task Order (TO) Procedures

“An individual TO may relate to a single Functional Category or involve services from multiple Functional Categories.” If an offeror receives an IDIQ award for only Functional Category 1, will that offeror be eligible for Task Orders involving services from Functional Categories 2 and/or 3 as well as Functional Category 1?

No. The awardee of FC1 will only be issued task order requests for services that fall under that specific NAICS code.

The awardee of FC2 & FC3 may receive task order requests that may involve one or both (FC2 and/or FC3) Functional Categories.

54 RFP Section G., Paragraph G.8, Page G-

Paragraph states that an individual TO may involve services from multiple FCs. If the selected contractor has not bid (and won) all three FCs then a responsive proposal cannot be developed in this case. Is this idea of an individual TO involving services from multiple FC’s correct?

Please refer to question #53.

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55 RFP Section G.11, Paragraphs (a), (b), and (c), Page G-4, OJP 2852.242-81 Key Personnel-Labor Categories/Hours

(MAR 2001)

Does this Section apply only to each Task Order issued, or to the entire IDIQ contract? If the latter, does OJP expect the contract holder to retain staff in anticipation of receiving Task Orders comprising the designated minimum level of effort for each named individual?

The Contract-Level Program Manager is the key personnel for the IDIQ contract only. Each task order will designate key personnel, if applicable. If key personnel are designated at the task order level, it is expected that the contractor will retain those individuals at the designated minimum level of effort as specified in each task order.

56 RFP Section G., Paragraph G.11, Page G-4

Paragraph states that the Program Manager (contract-level) is designated as Key Personnel and requests the offeror to provide the government with the number of staff-hours that individual will direct towards the PACS effort annually. As contract size generally determines the PM level of effort, to provide a value requires an estimate of the annual total value/size of the contract.

a. What is the annual FTE estimate for each of the functional categories?

b. Since the contract-level PM is not a direct bill to the contract, how does the Government anticipate those hours to be documented?

a. The annual FTE estimate cannot be determined because we do not know how many task orders will be issued or the specific scope of the individual task orders. Therefore, Offerors do not need to provide estimated hours for the Program Manager.

b. The hours shall be listed in the monthly financial report to track the level of effort. However, it should not reflect direct billing. Please refer to questions #13, #14, and #15.

57 RFP Section G, Paragraph G.11 (a), Page G-4

This RFP paragraph identifies the Program Manager as a Key Person and requires that the contractor propose the “No. Of Annual Person Hours.” Will the Government provide an estimate of the work load under this contract upon which to base an estimate of the Program Manager annual person hours or consider eliminating the requirement to specify annual hours?

Please refer to question #56.

58 Section G, Paragraph 11 (a,b,c), Page G-4

There is no indication of a base award or Task Orders that will be negotiated at the time of award, yet the Offeror is required to list the critical personnel and hours. If there are no Task Orders at the time of award, how can an Offeror guarantee how many hours will be billed?

Please refer to question #56.

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59 Section G, Paragraph 11, Page G-4

Section states that, “the key personnel to be assigned to perform hereunder and minimum level of effort of their respective assignments are follows:” it gives only one Labor Category, and no No. of Annual Person Hours. Do you anticipate that the Offer will propose the No. Of Annual Person Hours by labor category, as well as any additional key personnel?

Please refer to question #56. No additional key personnel shall be designed at the contract level. The Statement of Work for each task order will list the key personnel, if required.

60 Reference: RFP Section G. Paragraph(s) G.11

Only the Program Manager is listed. There are no annual hours listed.

Please refer to question #56.

61 RFP Section H.2, Paragraph 1, Page H-1, OJP 2852.222-70 Wage Rate Determination

(APR 2012)

Will the applicable wage rate determinations be added to this Section before award?

The wage determination (attachment J-10) will be incorporated in the resulting contract.

62 RFP Section H.3, Paragraph 1, Page H-1, OJP 2852.222-71

Nondisplacement of Qualified Workers

(JAN 2009)

If an offeror is awarded an IDIQ contract for Functional Category 1 only, will that offeror be required to offer employment to predecessor contractor employees whose duties relate to Functional Categories 2 and/or 3?

Yes. The current employees may have the knowledge, skills, and ability to perform work under FC1. However, if they do not meet the minimum qualifications for the position, you are not required to extend employment to them.

63 RFP Section H, Paragraph H.8(c), Page H-3

This RFP paragraph states “The Contractor shall provide a statement in its Proposal …” regarding potential organizational conflicts of interest. Within which Tab of the proposal should this statement be included?

If an Offeror has a potential organizational conflict of interest, please provide under a separate individual Tab.

64 RFP Section H, Paragraph H.13 Contractor Parking, Page H-5 (Pg. 22 of 109)

Are there government parking facilities available or just commercial parking?

There are commercial parking garages in the area. The OJP is also conveniently located near the Gallery Place/Chinatown metro station.

65 RFP Section I.3, Paragraph (a) (2), Page I-3, 52.216-7 Allowable Cost and Payment (JUN 2011)

Will Alternate I to 52.235-1 be included in the awarded contracts (i.e. will the interest penalty provisions of the Prompt Payment Act be applicable to interim payments)?

There is no 52.235-1 in the FAR.

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66 RFP Section I, Paragraph I.6, Page I-7

“…the Contractor shall not be required to make any deliveries under this contract after December 26, 2017.” The date of December 26, 2017 seems to be inconsistent with the anticipated period of performance identified in Section B, Paragraph B.2, page B-1. Please clarify.

Please refer to question #4.

67 RFP Section I, Paragraph I-18, Page I-

Paragraph requires application of the Service Contract Act of 1965. The Government has well defined the qualifications for all labor categories and noted the Administrative/Clerk (I/II/III) as the only position no having potential supervisory responsibilities.

a. Do employee classes 01311, 01312 and 01313

(Secretary I/II/III) correspond to the Administrative/Clerk (I/II/III) labor categories respectively?

b. Are these the only government defined labor categories expected to be regulated by the Act?

a. Yes.

b. Yes.

68 RFP Section I, Paragraph I.26, Page I-

Properly cleared people are critical to the submission of a responsive and responsible proposal. Security requirements weigh heavily in the hiring process.

When will the government align the duties associated with each position with a designated risk level (high, moderate or low) for the purposes of determining hiring requirements, background investigation needs and timelines?

The OJP requires a Minimum Background Investigation (MBI) with a moderate risk level.

69 RFP Section I, Paragraph I.26.1(c), Page I-15

This RFP paragraph defines three designated risk levels and associated investigation requirements.

What risk level(s) are associated with the work efforts that Contractor personnel will be performing on the PACS contract?

Please refer to question #68

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70 RFP Section I.

Paragraph(s) I.27

a. If an individual has a current Security Clearance, does the Contract Officer still need ALL Security Forms that are listed?

b. What if the contractor is an incumbent?

a. No. Only the DOJ e-qip form, resume, and pre-screening form will be required if the current background investigation meets the minimum requirement for the position security level and if the pre-screening does not disclose actionable issues.

b. A basic review of each file will be conducted to determine if a new investigation is needed.

71 RFP Section I, Paragraph I.27, Page I- 16 (Pg. 39 of 109)

Is the highest level of clearance required for all positions a Public Trust Investigation (PTI)?

Yes.

72 RFP Section K, Paragraph K.1, Page K-

Since neither CCR or ORCA exist as separate data portals it is our understanding that Offerors can provide the certification that the representations and certifications is current and in System for Award Management (SAM).

Yes.

73 RFP Section K, Paragraph 2, Page 33

Section reads, “If the clause at 52.204-7 is not included in this solicitation, and the offeror is currently registered in CCR, and has completed the ORCA electronically, the offeror may choose to use paragraph (d)…” Will a copy of the offerors SAM profile be sufficient?

Yes.

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74 a. Is there an incumbent?

b. If so who is the current incumbent?

c. Are they eligible to re-bid?

d. Can you verify for us the incumbent contract number or numbers?

e. Can the incumbent personnel be retained for this contract?

f. If incumbent personnel are retained, will they need to be re-badged?

a. H.10 OJP 2852.242-92 Identification/Building Pass (APR 2012) The Contractor shall coordinate with the COR to assure that any employee requiring access to any Office of Justice Programs building has a contractor identification/building pass before the employee enters on duty under this contract. The COR shall complete appropriate forms specified for security clearance requirements. The Contractor shall see that all passes are returned to the Government as employees are dismissed, terminated or when the need for the employee to have access to any of the Office of Justice Programs building no longer exists.

a. There is an incumbent for FC2 only

b. The incumbent is Aspen of DC.

c. The incumbent is eligible to bid.

d. The incumbent’s contract number is 2010C_10007.

e. Please refer to Section H.3 of the RFP.

f. Please refer to question #70.

75 RFP Section L, Paragraph 1, Page L-1, Instructions, Conditions, and Notices to Offerors

Will there be an opportunity for Phase II offerors to submit additional questions and receive answers before the Phase II offers are due?

No. This was your opportunity to submit all questions regarding the entire RFP.

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76 RFP Section L, Paragraph L.2 (b)(1)(i), Page L-1

This RFP paragraph requests “… a complete breakout of the cost items that make up the fully-burdened labor rates proposed for Section B for the entire sixty

(60) month ordering period.” No template is provided indicating the nature or format for this information. To ensure that the Offeror provides the information the Government is seeking, will the government please clarify whether it is looking for a description of the types of costs included in the components of the fully burdened labor rates or a numerical (dollar or percentage) representation of these costs? Would the government consider providing a template for this information to ensure consistency in format and content among Offerors?

The Government is looking for the description of the cost (i.e.

fringe benefit, salary, insurance, etc), how it was calculated and applied to the fully burdened labor rate. A template will not be provided.

77 RFP Section L, Paragraph L.2, Page L- 1, Requirements for Pricing Data. Paragraph (1)(i)

Is there a preferred format for the complete breakout of the cost items that make up the fully burdened labor rates proposed for Section B for the entire sixty month ordering period?

There is no specific format to demonstrate the calculation but please ensure that it easy to follow. Please refer to question #76.

78 RFP Section L, Paragraph L.2, Page L- 1, Requirements for Pricing Data. Paragraph (1)(i)

What level of effort for direct labor should the contractor assume in developing its rate to accommodate the cost of the contract level program management specified in section B.4.1?

The level of effort should be based on the level of effort the Offeror deems sufficient and reasonable to perform the duties outlined in Section C and Attachment J-7 of the RFP.

79 RFP Section L, Paragraph L.2, Page L- 2, Requirements for Pricing Data. Paragraph (1)(ii)

Is there an estimated dollar amount of ODCs for the base period and each option period that should be used by the contractor in developing its mark-up rate for ODCs? In other words, just as it is difficult to respond to the RFP without knowing the level of effort / estimated labor hours required, it is difficult to develop a materials handling rate for ODCs without knowing the estimated value of ODCs. And we would need to know that for each year to be bid.ODCs?

Please refer to question #10. The ODC markup rate should reflect a ceiling rate. Each task order will reflect the ODC markup rate applicable for the tasks to be performed.

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80 RFP Section L, Paragraph L.5, Page L-

Paragraph provides overview of the proposal submittal and review timeline.

a. What is the government estimated date of the issuance of invitations to qualified contractors to submit Phase II proposals?

b. Will debriefs be provided to those not invited to submit Phase II proposals?

a. The Government anticipates issuing requests for Phase II proposals within two weeks after the submission of Phase I proposals. However, evaluation of Phase I proposals could take more or less time depending upon the number of offers received.

b. Debriefs will be provided upon request.

81 Section L.5 on page 58 Phase I will end on 7 December and Phase II will begin upon notification of offers to proceed to Phase

II.

a. Does the government have an estimated time for when Phase II will begin?

b. Does the government have an estimated time for how long Phase II will last once it begins?

c. When can final award be expected?

a. Please refer to question #80.

b. The timeframe for each Phase is dependent upon the number of offers received.

c. Please refer to question #4. Please refer to Section B.2 of the RFP.

82 RFP Section L, Paragraph(s) L.10, Page(s) L-4

Can the government advise the timeframe it estimates will elapse between the submission of Phase I responses and notification of selection for Phase II response?

Please refer to question #80.

83 RFP Section L, Paragraph(s) L.10, Page(s) L-4

There are likely to be a number of questions raised during Phase I and the responses may require additional clarification for those contractors chosen to provide Phase II submissions. Will the government consider allowing an additional period for Q&A for Phase II proposals prior to the submission of a Phase II proposal response?

Please refer to question #75.

84 RFP Section L.10, Paragraph 3, Page L-4

The Government notes that the anticipated Phase II due date will be approximately 15 days after eligible Offerors have been notified of their selection after Phase I. Can the Government please consider providing an approximate date of when Offerors can expect to hear back about Phase I given the contract’s base period beginning date of January 22, 2013?

Please refer to question #80.

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85 RFP Section L.10.2, Paragraph 2, Page L-4

The instructions for electronic submission state that “document size shall not be larger than 8MB for successful delivery.” Can the Government please state what type of document is acceptable (i.e. PDF, Word, Excel, etc.)? If a document is larger than 8MB, can it be broken up and submitted as two clearly labeled documents?

The Government does not have a preferred document type.

The submission may be broken up in separate emails if necessary.

86 RFP Section L.10.2, Paragraph(s) #2, Page(s) L-4

The last sentence reads: A table of Contents, if included, will not be evaluated and will not be included as part of the page count

Correct.

87 RFP Section L, Paragraph L.10.2, Page L-4

“Offeror’s proposals shall not exceed the page limitations.” For those Tabs which need to be submitted for each Functional Category being proposed, do the page limitations apply to each the Tab submitted for one Functional Category? For example, if an offeror submits a proposal for two Functional Categories, is the page limit for Tab F seven (7) pages for each Functional Category proposed?

The page limitations apply to each FC.

88 Section L10.2 on page

The first paragraph of Section L10.2 on page 60 seems to suggest the government is looking for a hard copy and electronic copy of our proposal. Would you confirm that the government is looking for both a hard copy and electronic copy, OR either a hard copy or an electronic copy?

Please refer to Section L.5.2 of the RFP.

89 RFP Section L.11, Tab B – Factor 1, Page L-5

Does the Government intend to have the contract-level Program Manager be dedicated, full-time, and billable personnel on this contract?

Please refer to questions #13, #14, and #15.

90 RFP Section L, Paragraph L.11 – Tab C, Pages L-5

The Government is requesting Teaming Agreements/ Letters of Commitment that detail the division of tasks. Since the SOW does not provide specific Tasks in any of the FC, does the Government intend to waive this requirement or will a general statement that all members of the Team will support the requirements in the issued Task Orders as needed be sufficient?

No, the Government will not waive the requirement. It should describe the type of services and/or functional category(ies) the team member will be participating in to accomplish the requirements under the contract. For example, if you’re teaming with a vendor to provide administrative services and your organization will provide clerical services, the teaming agreement should detail only the team member’s role in providing administrative services.

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91 Section L.11 Format instructions for proposal submission;

Paragraph Tabs A and C; Page L-5.

How would the government like us to note differences between team compositions in Tabs A and C? For example, could vendors submit 2 separate cover pages in Tab A for FC1 and FC2/3 teams? Or could vendors submit 2 separate packages for FC1 and FC2/3. For example, FC 1 package would include TAB A, TAB B, and TAB C and the same for FC2/3?

As stated in Section L.11 Tab A, “Tab A information shall be submitted once, regardless of the number of Functional Categories to which the Offeror is proposing.” As stated in Section L.11 Tab C, “Tab C information shall be submitted for each Functional Category to which the Offeror is proposing. Each section shall be clearly marked with the name and number of the Functional Category.”

92 Section L.11 Format instructions for proposal submission;

Paragraph Tabs A and C; Page L-5.

Since awards will be made for FC1 and FC2/3, would the government consider allowing vendors to submit one complete package for FC1 and another complete package for FC2/3?

No.

93 Section L.11 Format instructions for proposal submission;

Paragraph Tabs A and C; Page L-5.

How would the government like us to present the different capabilities of our team relative to each Functional Category?

Please refer to question #90.

94 RFP, Section L, Paragraph L.11, page L-6

Does the “desired” number of forms represent the maximum number of form permitted, the minimum number of forms required, or simply guidance which permits the Offeror/team to determine the number of forms it wants to submit not to exceed 10 forms?

The desired represents the minimum number of forms the Government would like to receive; however, the Offeror may submit up to 10 forms.

95 RFP Section L.11, Paragraph(s) 4, Page(s) L-6)

Will a prime contractor that does not have 3 years of relevant/recent experience be determined by DoJ to be unqualified even if the prime contractors subcontract team members do have the 3 years of relevant/recent experience?

Yes.

96 RFP Section L-11, Paragraph(s) 13, Page(s) 61

Is the contract Program Manager position billable or non-billable?

Please refer to questions #13, #14, and #15.

97 RFP Section L-11, Paragraph(s) 13, Page(s) 61

Can we submit more than one resume for the Program Manager position?

There should be one resume for the Contract-Level Program Manager.

98 RFP Section L.11 Factor 2, Page L-6, paragraph 4

Section states, “Three (3) years experience relevant/recent to the proposed Functional Category is desired for the prime or component…..” For clarity, is this statement saying that in total we must have three years of experience in the functional area or that each experience we use should have lasted for 3 years?

The total of experience for the prime or component must be at least 3 years.

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99 Section L.11, Format instructions for proposal submission;

Paragraph Tab C; Page L-6

The sixth full paragraph on this page states that the desired number of experience forms for an Offeror with team members is three for the prime and one from each team member. Is this one desired experience form from the team members a minimum or a maximum number?

Please refer to question #94.

100 Section L.11, Format instructions for proposal submission;

Paragraph Tab C; Page L-6

How is the DoJ distinguishing a subcontractor from a team member?

For the purpose of this requirement, a teaming arrangement means an arrangement in which two or more companies form a partnership or joint venture to act as a potential prime contractor.

101 RFP Section L.11. Tab C – Factor 2:

Experience Paragraph 4, Page 51

The first sentence reads, “Offerors shall provide experience information for active or complete “relevant/recent” contracts/task orders and subcontracts (including Federal, State, and local Government and commercial) directly related to each of the proposed Functional Categories.”

a. How can offers gauge if their experience is relevant without understanding the size of proposed efforts?

b. Will the Government Issue the anticipated staffing/contract value for this RFP?

a. This is an IDIQ contract. Therefore, task orders can vary in size and scope. Offerors shall provide experience related to any contract or task order relevant/recent to the functional category proposed. We are unable to accurately anticipate the staffing levels for an IDIQ at this time.

b. The contract value will be determined as the time of award.

102 RFP Section L, Paragraph L-11, Tab C Factor 2, Page L-5

Are the teaming agreements excluded from the page count?

Please refer to Section L.11, Tab C Heading, Page L-5, of the

RFP

103 RFP Section L.11, Paragraph “Tab C – Factor 2: Experience”, Pages L-5 & L-6

Please clarify the following: The subtitle for Tab C identifies a maximum of 10 Experience Forms, however paragraph 8 under the Tab C Subheading provides for a maximum of 10 Experience Forms for each Functional Area. Is it the government’s intent to allow a maximum of 10 experience forms or a maximum of 30 experience forms (10 per functional area)?

Maximum of ten (10) experience forms per functional category.

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104 RFP Section L, Paragraph L-11, Tab C Factor 2, Page L-6

RFP states “The desired number of experience forms for an Offeror with team members or subcontractors is three (3) for the prime Offeror and one (1) from each team member or subcontractor for each proposed Functional Category.