ATTACHMENT_I_QUESTIONS_AND_ANSWERS__CLARIFICATION.pdf

CLARIFICATION TO

QUESTIONS AND ANSWERS-

OJP RFP # DJO-OCFO-15-R-0125

RECORDS MANAGEMENT- CONTROL DESK SUPPORT SERVICES

26. Question-Schedule of Supplies provides columns for On-site and Offsite rate with a column for extended price, which extended price, is applicable or is it okay for bidders to create an extension price for off-site?

Clarification- The Schedule of Supplies and Services in the solicitation was revised for Offerors to propose one (1) blended rate for on-site or off-site support.

112. Question-Please describe the make-up of the “Conference Team, and the Finance and Award Team.”

Clarification- The Conference Cost Team is composed of quantity four (4) labor categories which includes quantity one (1) Task Lead and quantity three (3) staff. Three (3) of the staff (one (1) Task Lead, one (1) General Clerk III and one (1) Accounting Clerk II) can work off-site the entire year, while quantity one (1) Accounting Clerk III must work on-site the entire year. Conference Cost Team provides support to the Grants Financial Management Division (GFMD) analysts, the Program Offices, and grantees, in the collection, analysis, and dissemination of information associated with the approval and monitoring of conferences supported, in whole or in part, by OJP funds. In so doing, the Conference Cost Team manages the life cycle of each conference request submission, from prior approval to post reporting. The team undertakes quality control measures for all portions of the Conference Cost process that involve the Control Desk so as to assure accuracy; and the Team manages the several Conference Cost e-mail service accounts and databases.

The Award and Finance Team is composed of quantity six (6) staff which include quantity one (1) Task Lead and quantity five (5) staff. All six (6) staff can work off-site from October to mid-July. This team includes quantity one (1) Task Lead, quantity two

(2) Accounting Clerk III, and quantity three (3) Accounting Clerk II. The Award and Finance team is responsible for the financial entry of information into the FMIS2, pre and post award processing, award close-out processing, and invoice tracking.

113. Question- Please describe the “Reception Team.”

Clarification- The Reception Team is composed of quantity five (5) labor categories which include quantity one (1) Task Lead and quantity four (4) staff. All five (5) staff must work on-site. The staff includes quantity one (1) Task Lead, quantity one (1) General Clerk III, quantity one (1) Accounting Clerk II, and quantity two (2) General Clerk II. All are responsible for the general operations of the CD, mail receipt, and date stamping control, vendor control issues; ACH control, processing grant acceptances and grant research except for the General Clerk III.

The General Clerk III provides administrative support for GFMD financial monitoring tasks.

Also, the Records Management Team is composed of quantity four (4) staff which includes quantity one (1) Task Lead and quantity three (3) staff. All four (4) staff must work on-site. The staff includes quantity one (1) Task Lead, quantity one (1) General Clerk III, quantity one (1) Accounting Clerk II, and quantity one (1) General Clerk I.

The Records management team is responsible for receiving electronic paper documents relating to grants, managing files sent to off-site storage and provide administrative support to OCOM.

116. Question-Where is the place of performance?

Clarification- Clause OJP 2852.242-73 PLACE OF PERFORMANCE (FEB 2012) was revised to state the following: On-site shall be performed at: 810 7th Street, NW, Washington, DC 20531. Off-site shall be performed at the Contractor’s site or the contractor can make the determination if the tasks can be performed remotely via their home or at a primary site provided by the vendor.

119. Question-Please provide the number of FTE’s and hours that will be required to work off-site.

Clarification- There are a total of twenty-one (21) FTE’s.

A total of eleven (11) FTE’s will be working off-site. The Project Manager and Assistant Project Manager will alternate days on-site/off-site to ensure there is a manager on-site at all times.

During redbook season, the Award and Finance Team six (6) FTE’s will be working off-site from October through mid- July. Those positions are quantity one (1) Task Lead, quantity two (2) Accounting Clerk III, and quantity three (3) Accounting Clerk II.

During redbook season, the Conference Team three (3) FTE’s will be working off-site the entire year. Those positions are quantity one (1) Task Lead, quantity one (1) General Clerk III, and quantity one (1) Accounting Clerk II. However, the one (1) Accounting Clerk III must work on-site the entire year.

121. Question-The Schedule of Supplies or Services tables (page 2 of 73 – page 6 of

73) show a column for Estimated Hours, a column for on-site rates, a column for off-site rates and a column for Extended Price. Is the Extended Price a blend of on-site and off-site price and, if so, can you provide a breakout of the Estimated Hours by on-site hours and off-site hours?

Clarification- The Schedule of Supplies and Services in the solicitation was revised for Offerors to propose one (1) blended rate for on-site or off-site support.

169. Question -Page 2, Section 3.0 of Attachment V - Hours of Operations, last paragraph indicates “Specific tasks listed in the contract will be performed at an off-site location.” Does this mean these tasks are performed at the Contractor’s facility, or an alternative Government facility?

Clarification- Off-site shall be performed at the Contractor’s site or the contractor can make the determination if the tasks can be performed remotely via their home or at a primary site provided by the vendor.

170. Questions-Attachment V – Statement of Work, will task 4.1 and its subtasks (4.1.A to 4.1.D) be performed at the off-site location?

Clarification- The Statement of Work was revised to include the Team Structure. The Team Structure specifies which team can work on-site or off-site. Also see clarification to question # 112 and 113.

174. Question -Which labor categories are required to be on-site and which ones off- site?

Clarification-

See clarification to questions # 112, 113 and 170.

179. Question- Can the government please confirm that in lieu of completing and submitting the reps and certs provided in the solicitation, we can include in our cover letter a statement noting that we have reviewed the System for Award Management (SAM) database information and we verify by submission of our offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months and are current, accurate, complete, and are applicable to this solicitation?

Clarification- Completed Rep’s and Certs shall be submitted under a separate cover. Reps and Certs are not included as part of the page count. Any documents that are submitted in a separate cover can be considered Volume III.