ATTACHMENT_I_QUESTIONS_AND_ANSWERS.pdf

QUESTIONS AND ANSWERS-

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

RECORDS MANAGEMENT- CONTROL DESK SUPPORT SERVICES

1. Question-Who is the incumbent contractor currently performing the work?

Answer- The incumbent contractor is Advanced Automation Technologies, Inc.

2. Question-What is the current fiscal year $ value of the contract?

Answer- Please provide a Freedom of Information Act (FOIA) request for this information. This request can be sent to the following:

Office of Justice Programs Att: Dorothy Lee OGC/FOIA Officer U.S. Department of Justice 810 Seventh Street NW Washington, DC 20531

3. Question-Is the work and the volumes described in the current SOW similar/same to the current effort?

Answer-The workload is similar to the current effort.

4. Question-DOJ states in the solicitation that “this acquisition is a 100% Women Owned Small Business Set-Aside. The North America Industry Classification System (NAICS) code is 561110 "Office Administrative Services." The small business size standard is $20,500,000.00.” – however, according to the official SBA NAICS Size Standard Table, NAICS 561110 size standard is $7.5M. Can the Government please clarify what the actually NAICS code and size standard is for this solicitation?

Answer- The business size standard was corrected to $7.5 million. See Amendment A003.

5. Question-Who is the incumbent and what is the contract number?

Answer- The incumbent contractor is Advanced Automation Technologies, Inc. and the Contract Number is DJO2010C_10004.

6. Question- What is the value of most recent completed option year?

Answer- See Question #2.

7. Question- Would the government consider extending the due date for submission of responses?

Answer- The due date for the submission of responses will be extended to Friday September 4, 2015.

8. Question- Per the Solicitation referenced in the subject line, we see the procurement Strategy has changed from a WOSB to EDWOSB. We are wondering why It has changed as we have already begun to prepare our response;

however, We are not an EDWOSB.

Answer- It was recommended by the Office of Small and Disadvantaged Business Utilization (OSDBU) to change the set aside from WOSB to EDWOSB. The NAICS code selected for this requirement is one in which economically disadvantage woman-owned businesses have been found to be under-represented which means an EDWOSB is appropriate. According to Amendment A001, this has been changed to an

EDWOSB.

9. Question- In respect to quality control/quality assurance, the following questions are provided as it relates to data entry quality and the accuracy of completing obligated documents/file folders. Who determines the sample size for data entry, documents and file folders? Contractor or OJP? If OJP how is this determined?

Answer-OJP determines the sample size. It is determined by randomly selecting samples.

10. Question-For data entry is there a priority placed on the accuracy of specific data within new or supplemental awards file?

Answer- Accuracy is placed on the data entered for the begin/end date of the award, commitment number, award amount, grant number, supplement number, if applicable, grant type, and grant status.

11. Question -Has OJP identified critical vs. less critical data fields?

Answer- The most critical data fields are the begin/end date of the award, commitment number, award amount, grant number, supplement number, if applicable, grant type, and grant status.

12. Question-How is the data entry accuracy determined, document level, field level, keystroke level?

Answer-The accuracy for data entry is determined at the field level.

13. Question-Is there a data entry layout document that identifies the fields to be entered for new and supplemental award files? Can we get a copy of each?

Answer- Please see the answer to question #2.

14. Question- Is there a folder data layout.

Answer- This question is not clear.

15. Question -What is the volume of new awards vs. supplemental awards? Daily? Weekly? Monthly?

Answer- This varies by the appropriation received each fiscal year.

16. Question- In respect to quality control/quality assurance, the following questions are provided as it relates to contacts/calls being clear, concise, professional and fully documented: Will the contractor have the ability to monitor phone calls similar to call centers?

Answer- No, the contractor will not have the ability to monitor calls.

17. Question -What is the call volume daily? Weekly? Monthly?

Answer- The call volume is low.

18. Question - In respect to quality control/quality assurance, the following questions are provided as it relates to mail distribution, faxes and email responses: How much mail is received Daily? Weekly? Monthly? What is the source of the mail internal / external sources? If external is it USPS? Overnight Services? How many times a day is mail received? Are there cutoff times for mail received each day to be considered received same day?

Answer- Approximately 100 daily, 500 weekly and 2,000 monthly.

19. Question-Are there set mail delivery schedules for the interdepartmental mail runs?

Answer- No, there are not set mail delivery schedules. We receive the mail from the OJP mailroom and the time varies.

20. Question-What is the volume of faxed inquires received Daily? Weekly? Monthly?

Answer- Approximately 1-2 daily, 10 or less weekly and 40 or less monthly.

21. Question - What is the volume of email inquiries received Daily? Weekly?

Monthly?

Answer- Approximately 75 daily, 300 weekly and 1,200 monthly.

22. Question -In accordance with the SOW, the position of Production Control Clerk is considered key personnel and subject to SCA; however the pay rate for Production Control Clerk is less than the pay rate for Accounting Clerk III ( non-key); would DOJ consider removing SCA attachment to this position so that we can allocate higher pay rate since this position reviews the work of others including accounting clerks?

Answer- The title of the labor category, “Production Control Clerk” was changed to “Task Lead”. Task Lead is no longer a SCA labor category. Also see answers to question #23, 25, 68 and 152.

23. Question -In the SOW, under the Education/Experience, …the remaining two contradicts the number of Production Control Clerk of 4; kindly adjust this statement to reflect the correct number of Production Control Clerk.

Answer- The title of the labor category, “Production Control Clerk” was changed to “Task Lead”. The Education/Experience has been revised to the following:

One (1) Task Lead must have a high school diploma or equivalent, plus a minimum of three (3) years’ experience in the accounting, finance, bookkeeping, or grants-related field. An associate degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution can be substituted for two

(2) Years of experience. The remaining three (3) Task Leads must have a high school diploma or equivalent, plus three (3) years’ experience in a supervisory or team lead position. An associate degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution can be substituted for 2 years of experience.

Also see answers to question #25, 68 and 152.

24. Question -Would the Government consider expanding the set-side to include Small Disadvantaged Business?

Answer- No, the set aside will remain EDWOSB only. See Amendment A001.

25. Question -Under Instructions to Offerors, Volume I, the technical Volume I is limited to a maximum of 42 pages, exclusive of the resumes of the key personnel. However, the proposal organization table below (includes 12 pages for resumes) contradicts this statement; please clarify.

Answer- According to the RFQ, Offerors may submit no more than (3) resumes for the Project Manager position and no more than (3) resumes for the Assistant Project Manager position. Only (1) Project Manager and (1) Assistant Project Manager will be hired. Also, Offerors may submit no more than four (4) resumes for the Task Lead.

(Also, see answers to question #23, 68 and 152)

Resumes shall not exceed two (2) typed pages each. Based on this calculation, this would calculate to 20 pages for resumes. However, resumes are excluded in the revised 32 page count and can be inserted into the Appendix.

The solicitation section, “Proposal Organization” was revised.

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?

Answer- An extension price was created for on-site and off-site rates. See revision on page 2 - 6 of 73.

27. Question -For planning and pricing purposes, can DOJ provide specific information about off-site and DOJ-site activities? For example, determination of price for considerations of 5 personnel to be located at the contractor’s site will be different from 10-21 personnel to be located at the contractor’s site. Please clarify?

Answer- The activities for off-site and DOJ-site activities are the same.

28. Question- What is the value of the contract for the last option year exercised?

Answer- See Question #2.

29. Question -Who is the incumbent on this contract?

Answer- See Question #1.

30. Question -Will there be a site tour of the DOJ-DJO-OFCO location?

Answer- There will be no site tour.

31. Question-Who is the current contract holder?

Answer- See Question #1.

32. Question -Is the current contract holder eligible to bid?

Answer- All certified EDWOSB vendors are eligible to bid.

33. Question -How many floors are occupied by OFCO staff?

Answer-One floor is occupied by OCFO staff.

34. Question -How many designated mail drops are there?

Answer- There are four (4) mail drops.

35. Question -How many mail drops per floor?

Answer- There are four (4) mail drops.

36. Question - "stamps and process documents" -- Is this time stamping?

Answer-Yes, it is date and time stamping.

37. Question -What is the volume of mail received and distributed Monthly?

Answer- There is an estimated amount of 72 received and distributed monthly.

38. Question -Are the Grant documents that are received in paper form converted into electronic format?

Answer- Yes, they are scanned into electronic format.

39. Question -If Grant documents are converted into electronic format, where and when does that process happen?

Answer-Post award processing begins immediately after the grantee receives notification that their grant has been awarded. For the Control Desk (CD), this includes receiving and controlling Acceptances, quarterly Financial Status Reports, bi-annual Progress Reports, Grant Adjustment Notices and Close-outs.

40. Question -Is the procedural manual available for review?

Answer- No, the procedural manual is not available for review.

41. Question - Please describe the check out procedure for paper grant file requests.

Answer- Check-in file to remove the file from the OC control Desk File log binder the request must initial the file log. 2) All information in the file log binder is track in an electronic file.

42. What system is used to track and manage the paper and electronic files?

Answer- Grant Management System (GMS), FAAD Electronic and Management System, FMIS2, and JPAMS.

43. Question- What is the process for sending files off-site?

Answer-The Control Desk complete a Standard Form 135 (SF135), Records and Transmittal and Receipt if files are being transferred to the Washington National Records Center. The CD contact the OJP Business Resources Division (BRD) for an accession number. CD complete the description, disposal authority, and disposal date.

In column 6(f) of SF135, statement: A complete box listing has been prepared and a copy is placed in box #1 of the Accession. CD retain a copy along with the catalog listing from each box. Contact OJP BRD for pick-up of the boxes.

44. Question- What is the process for retrieval of files sent off-site?

Answer-The Control Desk contact BRD via e-mail by providing the files accession number, the barcode, box number, name and year of the file for retrieval.

45. Question -Is there a retention/destruction schedule in place?

Answer-Yes, OCFO will follow the policy described by the National Archives and Records Disposition Handbook for the classification, labeling, filing, storage, retrieval and retention of all official financial and accounting documents and records.

46. Question -Where is the offsite storage?

Answer-The offsite storage is in the DC Metropolitan area.

47. Question -Is the Grant Process Form based?

Answer-No, grant processing is not a Form based.

48. Question -If form based would the Government outsource any of the grant processing process?

Answer-No

49. Question -Is the Government interested in automating the grant processing process?

Answer- OJP grant processing is automated. We used the Grant Management System (GMS) for our grant processing.

50. Question -On page 6, under 6.0(a) it states: “Access to OJP facilities or OJP systems will not be authorized until clearance has been processed and approved.” Will personnel be authorized to work with an interim clearance prior to obtaining a final clearance?

Answer- All personnel must be approved through security before working on-site or having access to OJP systems.

51. Question -If final clearance is required prior to personnel beginning employment, can you provide an estimate as to how long it normally takes to achieve this clearance?

Answer- The estimated timeframe is 30-45 days depending on the candidate’s last background investigation.

52. Question -Can the submission of proposals be extended to August 25, 2015?

Answer- See answer to questions #7.

53. Question -What company is currently providing the services?

Answer- See answer to question #1.

54. Question -In accordance to FOIA what were the bid prices for the labor categories?

Answer- See answer to question #2.

55. Question -Will there be telework only for the project managers or the clerical staff?

Answer-It depends on what Team they will be assigned.

56. Question -The prices for off-site services are generally higher than on-site?

Answer- The cost for off-site is based on the rate submitted by the Offeror.

57. Question -How many employees are on the contract?

58. Question -Will this be multiple awards?

Answer- This requirement will be awarded as a Single award.

59. Question -Would you direct award to a 8(a)?

Answer- See answer to question #24.

60. Question -Could you please provide me with the name of the incumbent contractor and the contract number?

Answer- See answer to question #5.

61. Question- Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

Answer- See answer to question #5.

62. Question -I'd like to ask if the RFP released was a final version or a draft version--the file name is labeled draft. If so, when will the final RFP be released?

Answer-According to Page 1 of 73, this announcement constitutes the only solicitation; proposals are being requested, and a written solicitation document will not be issued. “Draft” is for the Zip file name only.

63. Question -Kindly provide the rationale for classifying this as “100% Women Owned Small Business Set-Aside”. Government will be better served through a more competitive value added, cost saving Records management and support services if more participation were encouraged through a more open competitive bid because it will increase the depth, quality and value of responses with a resultant positive impact on the services provided to the government. Government should reconsider this classification status.

Answer- This requirement will be a competitive solicitation. According to Amendment A002, the set aside has been changed to 100% EDWOSB. Also, see answer to question #8.

64. Question-Who is the incumbent and since when have they been performing on this contract?

Answer- The incumbent contract was awarded to Advanced Automation Technologies, Inc. on May 05, 2010.

65. Question- What is the incumbent contractor's annual pricing on their contract and what is OJP's current annual spend with the incumbent?

66. Question-Is the incumbent eligible to bid on this solicitation considering that it is now set aside for Economically Disadvantaged Woman Owned Small Business?

Answer- See answer to question # 32.

67. Question-For the Technical Proposal are the cover page, preamble, table of contents, list of figures included in the 42 page limit?

Answer- No, the cover page, preamble, table of contents, and list of figures are not part of the revised 32 page limit.

68. Question- As per SOW page 9, the two key personnel are the Project Manager and the Assistant Project Manager. Are these the only resumes that need to be submitted as part of Technical Proposal?

Answer- The key personnel on this contract are the Project Manager, Assistant Project Manager, and the Task Lead.

The Offeror shall submit resumes of proposed key staff members to be assigned work resulting from this solicitation. Key personnel include the following labor categories:

a. Project Manager (1 Each)

b. Assistant Project Manager (1 Each)

c. Task Lead (4 Each)

Note: Offerors may submit no more than (3) resumes for the Project Manager position and no more than (3) resumes for the Assistant Project Manager position. Only (1) Project Manager and (1) Assistant Project Manager will be hired.

Offerors may submit no more than four (4) resumes for the Task Lead labor category.

Volume I - Technical Proposal, shall address technical factors as set forth in the RFP.

Volume I is limited to a maximum of 32 pages, excluding the resumes of the key personnel. Resumes may be submitted in the Appendix.

Clause OJP 2852.242-81, SOW, Schedule of Supplies and Services, Instructions to Offerors and Evaluation Factors have all been revised to reflect the three (3) key personnel labor categories. Also see answers to question #23, 25 and 152.

69. Question- Can the Government clarify if there is any effort/ amount of work required to be performed off-site? Question-Section 3.0 of SOW indicates that specific tasks listed in the contract will be performed at an off-site location. Those task will include: Conference Team, the Finance and Award Team. Can the Government clarify scope of work for off-site tasks?

Answer- The task for on-site and off-site will be the same.

70. Question- Section 6.2, Page 8 of 11 mentions the Education/ Experience of Production Control Clerks. One of the Production Control Clerks must have a high school diploma or equivalent, plus a minimum of three years’ experience in the accounting, finance, bookkeeping, or grants-related field. The remaining two Production Control Clerks must have a high school diploma or equivalent, plus three (3) years’ experience in a supervisory or team lead position. Can the Government clarify what are the Education/ Qualification requirements for the 4th Production Control Clerk?

Answer- See answer to question #23.

71. Question- Will OJP provide training to new employees on FMIS2 as this is an OJP system and only the incumbent employees will have the knowledge of this system?

Answer- During the transition period, OJP and the incumbent will train the new employees on the various systems used by OJP.

72. Question- Will the Government consider submittal by a team of Economically Disadvantaged Woman Owned Small Business (EDWOSB) and a MBE business?

In accordance with 52.219-29 the teaming agreement specifies that the EDWOSB will perform at least 50% of the cost of the contract.

Answer- The clause states for: Services (except construction), the concern will perform at least 50 percent of the cost of the contract incurred for personnel with its own employees. For Joint Ventures, there are additional criteria that must be met as described in 52.219.29 is solicitation is set-aside for EDWOSB.

73. Question- We request extension of the due date for the RFP response submittal.

Answer- See answer to questions #7.

74. Question-Is this a new request or is there an incumbent? If so how long have they been performing?

Answer- See answer to question #2 and #4.

75. Question- Isn't the NAICS code size standard for 561110 $7.5 million. The solicitation shows $20.5 million.

Answer- See answer to question #4.

76. This email is a follow-up to a voicemail I left you earlier today. Would you please clarify the NAICS code and/or size standard for the subject Solicitation? According to the SBA Table of Small Business Size Standards, NAICS Code 561110 has a $7.5M size standard. The FBO announcement references that NAICS Code but lists the size standard as $20.5M. We are an Economically Disadvantaged Woman- Owned Small Business and qualify under the $20.5M size standard but not the $7.5M. As the Solicitation calls for Accounting support we had thought it was possible the NAICS code was meant to be 541219, Other Accounting Services, which has a $20.5M size standard. Companies such as ours would spend a great deal of time and effort in preparing a response to the Solicitation so I am respectfully requesting a clarification as soon as possible. We are very excited about the opportunity and want to participate but simply would not qualify if it being procured under a $7.5M NAICS code.

Answer- See answer to question #4.

77. Is this a re-compete? If it is, please provide name of incumbent and amount of contract.

Answer- See answer to question #1 and #2.

78. Question- Reference Combined Synopsis/Solicitation, Schedule of Supplies or Services, Pages 2 through 6 a. Should the Extended Price column be calculated by multiplying the Hourly Rate On-Site by the Estimated hours?b. Is another Extended Price column required for Off-Site using the Hourly Rate Off-Site and the Estimated Hours column?

Answer-See answer to questions #26.

79. Question- Reference Combined Synopsis/Solicitation, Page 7. Paragraph (a)(2) Contractor Site Rates, indicates that the selected vendor is responsible for providing “personal computers” and “ordinary business software.” Does OJP have any minimum requirement specifications for any hardware or software used by the vendor (i.e., security software, level of security)?b.Will OJP make any OJP “required” systems/software available to the vendor? If so, how will that software get installed on the vendor’s computers and how will the software be maintained/updated?

Answer- OCIO recommends the use of OJP’s remote access solutions to support off-site connectivity requirements. The contractor’s desktop or laptop must support a Citrix Receiver application that facilitates VDI access.

80. Question-Reference Combined Synopsis/Solicitation, Clause 2852.204-75, Page 58 and Statement of Work, page 6. Clause 2852-204-75 does not indicate the risk level of the contract positions. However, the Statement of Work specifies a moderate risk security clearance is required. Would a moderate risk or low risk security clearance be required for the individual contractor staff of the winning offeror?

Answer- Yes, all contractor personnel shall obtain and maintain a moderate risk security clearance from OJP.

81. Question-Reference Combined Synopsis/Solicitation, Clause OJP 2852.242-75 Deliverables (Mar 2001), Page 51 Is there a section reference that was omitted on the next to the last line, between “located in” and “hereof.”

Answer- Clause OJP 2852.242-75 was modified to read:

“Deliverable items required hereunder are specified as to the item number, item description, and quantity in the description, and quantity in the Description of Items/Prices located in the SOW. All deliverables shall be submitted to the Contracting Officer's Representative.”

82. Question-Reference Combined Synopsis/Solicitation, Clause OJP 2852.242-81 Key Personnel-Labor Categories/Hours (Mar 2001), Page 53; Paragraph 2a. Sub-Factor 1- Key Personnel and Professional Staff, Page 69; and Statement of Work, Paragraph 7.0 Key Personnel, Page 9 Paragraph 2a. Sub-Factor 1- Key Personnel does not list the Production Control Clerks as key personnel. The other sections referenced above include Production Control Clerks. Should resumes be submitted for the Production Control Clerks since they are key personnel?

Answer- See answer to question #68.

83. Question-Reference Combined Synopsis/Solicitation, Paragraph 2a. Sub-Factor 1- Key Personnel and Professional Staff, Page 69 It appears that the page limitation for the response to 2a is 12 pages. Are resumes excluded from the number of pages for the response?

Answer- See answer to question #25.

84. Question-Reference Combined Synopsis/Solicitation, Paragraph 2a. Sub-Factor 1- Key Personnel and Professional Staff, Page 70; Paragraph 2b. Sub-Factor 2- Quality Control, Page 70; Paragraph 3. Corporate Experience, second paragraph, Page 70 The sections referenced above specify that experience is required by the offeror in customer service center support, customer service outreach, and call center. Additionally, Paragraph 2b states that narrative should contain a statement on how the offeror’s firm will execute multiple services for the OCFO Customer Service Center’s required tasks simultaneously, if applicable. Since there are no customer service center services outlined in the SOW, is the offeror required to address this type of experience?

Answer- The Control Desk does not perform any type of call center support functions.

The Evaluation factor for Corporate Experience will be revised.

85. Question-Reference Statement of Work, Page 8, Paragraph 1 Information provided for the education and experience includes three Production Control Clerks. How should the fourth Production Control Clerk be included in this paragraph?

Answer- See answer to questions #23, #25 and #68.

86. Question-Reference Statement of Work, Paragraph 8.0 Administration and Management, paragraph 2, Page 10 Should the reference to Section C31 stated in the last sentence be OJP 2852.242-74 Reports?

Answer- Yes, the reference should be OJP 2852.242-74 Reports.

87. Question-Is the incumbent a WOSB or EDWOSB?

Answer- See answer to question #32.

88. Question -Can you provide a highlight of the incumbent’s award fees?

89. Question -Is this a recompete, or are you choosing not to exercise an option year?

Answer- This is a recompete.

90. Question -Do you have a defined customer service approach for finding and applying financial administrative support?

Answer- No, we do not have a defined customer service approach for finding and applying financial administrative support.

91. Question- Are contractors responsible for maintaining control over the federal grant awards?

Answer-No, they are not responsible for maintaining control over the federal awards.

92. Question- Is it to be assumed that the quantities of labor categories requested are included in parenthesis ( ) e.g. *Production Control Clerk (4) translates to four Production Control Clerks are required for this Statement of Work? Please clarify the intent of the Extended Price Column. What calculations comprise the Extended Price Column? Is the Extended Price to include total number persons per labor category or a single person’s rate at an hourly onsite rate, offsite rate?

Answer- See answer to questions #23, 25, 26, and 68. Also the data in the parenthesis is the quantity of personnel per labor category.

93. Question- Schedule of Supplies or Services General Notes: Page 6 - “2. *The above referenced labor categories are subject to the Service Contract Act (SCA) and the Wage Rate Determination” And 52.212-5 CONTRACT TERMS AND

CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL ITEMS (MAY 2015) [X] (3) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C.

chapter 67). Page 25 “The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:” And ATTACHMENT IV Wage Rate Determination. Please confirm the occupation code for the position(s) requested as there appears to be a discrepancy in the labor category/ employee class codes listed in the contract terms and conditions and Attachment IV Wage Rate Determination.

01270 - Production Control Clerk

01012 - Accounting Clerk II

01013 - Accounting Clerk III

01111 - General Clerk I

01112 - General Clerk II

01113 - General Clerk III

Answer- Clause 52.222-42 was revised based on the new Wage Determination 2005- 2103 Revision No. 16 Revision Dated 7/08/2015. Also, see answer to question #23.

94. Question-Please confirm that the Project Manager and Assistant Project Manager do not fall under the SCA and Wage Determination.

Answer- No, the Project Manager and the Assistant Project Manager do not fall under the SCA and Wage Determination.

95. Question-52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (APR 2014) 11e page 8 Multiple offers And f 5h – Multiple Awards page 9 Is it the intent for DOJ OJP to award to multiple vendors?

Answer-No, this will be a single award.

96. Question-ATTACHMENT IV Wage Determination. Would DOJ OJP accept personnel outside of MD/VA/DC e.g. PA?

Answer- The wage determination is based on where the services are to be performed, not where the employees reside. OJP does not object to personnel that live outside the Washington, DC metropolitan area as long as they are to perform the required services during the hours required by the contract.

97. Question-Page 1 - “The anticipated performance start date is September 21, 2015.

“ And OJP 2852.204-76 OJP SECURITY SCREENING PROCESSING

REQUIREMENTS AND SUITABILITY DETERMINATION FACTORS FOR

CONTRACTOR PERSONNEL PURSUANT TO HOMELAND SECURITY

PRESIDENTIAL DIRECTIVE (HSPD-12) (JUN 2006)- Page 34 Because the processing time for security clearances is typically 45-60 days, the forms must be submitted at least sixty (60) days before the contractor plans to assign the employee to work on the contract And 5. Transition Plans. Page 72 – “Phase-In/Start-Up

Plan: The Contractor shall propose a Phase-In transition of operations plan to ensure that uninterrupted services are rendered while the transfer of knowledge and files (and existing personnel as appropriate) is accomplished. The Phase-In plan shall begin no less than 45 days before the end of the current contract, or as specified by the OJP Contracting Officer, and be accomplished in 45 calendar days.

The tasks will commence after the 45 days transition period. Transition activities will include:” Please confirm the anticipated award date and start date.

Answer- The anticipated start date will remain the same.

98. Question-Is there an incumbent? If so, who is it?

99. Question- Are incumbent personnel transferable to new awardee?

Answer- The Service Contract labor categories have the first right of refusal.

100. Question: Are the names, positions, and pay rates of current incumbent personnel available for disclosure? If yes, can you please disclose?

Answer- No, see answer to question #2.

101. Question: Please confirm estimated hours for each labor category.

Answer- Estimate hours are listed on the schedule as 42,000 hours per year and 200 hours for overtime per year.

102. Question- Please confirm the positions requiring named key personnel.

Answer- See answers to question number #23, 25 and 68.

103. Question- Please confirm the positions requiring resumes.

Answer- See answer to question #23, 25 and 68.

104. Question- Please describe the assignment of the clerks to the office and divisions.

Are the clerks to be divided amongst Office of Communications (OCOM), OCFO’s Grants Financial Management Division (GFMD) with designated duties or are the clerks to be considered part of a pool of resources with shared duties supporting the Office of Justice Programs (OJP) Control Desk?

Answer- The clerk(s) that provide support to the Office of Communications (OCOM) and the Grants Financial Management Division (GFMD) have designated duties.

They are not a part of pool of resources. The vendor will hire to fill those positions.

The 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 Control Desk 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 OCOM clerk provides administrative support to OCOM for the role in processing awards by issuance of notifications to Congressional offices, State/Local governments concerning announcements of grant awards. In addition, the clerk will provide back-up receptionist/phone support to OCOM, as needed.

105. Question-What labor category of clerks are anticipated to be assigned to OCOM?

Answer- The Accounting Clerk III labor category will be assigned to OCOM.

106. Question- What labor category of clerks are anticipated to be assigned to OCFO/GACSB/Control Desk?

Answer-The Labor Category of clerks assigned to this requirement are: Accounting Clerk III, Accounting Clerk II; General Clerk III, General Clerk II and General Clerk I

107. OJP 2852.242-87 METHOD OF PAYMENT (MAR 2001) –Page 54

(a) Payments under this contract will be made by the Government by Electronic Funds Transfer (EFT) through the Automated Clearing House (ACH), unless it is determined that other payment methods are more advantageous. If the Contractor declines use of EFT, the Contractor must submit to the Contracting Officer a written statement citing the reasons for such. The Government reserves the right to mandate payment by EFT, if the reasons provided are not acceptable to the Government.

(b) The Office of Justice Programs, shall make payment via information provided through the Electronic Funds Transfer payment information derived from the Central Contractor's Registration (CCR) data. Questions regarding the payment information required by the CCR are located at the CCR website:

http://www.ccr.gov/handbook.asp#gen.

(c) It is the Contractor's sole responsibility to assure that data in the CCR is current, accurate and complete. Failure to provide accurate financial information may result in late payments

(d) Payments will not be sent to alternate financial institutions. Any changes in financial institutions must be made through CCR.

(e) The documents furnishing the information required in this clause must be dated and contain the signature, title, and telephone number of the Contractor Official authorized to provide it, as well as the Contractor's name and contract number.

(f) Contractor failure to properly designate a financial institution, in the CCR, or to provide appropriate payee bank account may delay payments of amounts otherwise properly due. Question- Did the Contracting Officer intend for the vendors to use SAM https://www.sam.gov vs CCR?

Answer- According to FAR 4.1102, Prospective contractors shall be registered in the SAM database prior to award of a contract or agreement or to receive any payments. The System for Award Management (SAM) is the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. You can register at www.sam.gov.

108. Question-INSTRUCTIONS TO OFFERORS – Page 63 “Offeror shall be required to provide a written proposal. Written proposals shall be comprised of two volumes. Offeror shall submit one (1) original, four (4) hard copies and one (1) electronic version (Microsoft Word format) of each.” Does the Contracting Officer have a preferred version of Microsoft Word?

Answer- Microsoft Office 2013 is preferred but not required.

109. Question-52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (APR 2014) – Page 8 (b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation AND INSTRUCTIONS TO OFFERORS – Page 63 If the vendor is submitting a written proposal, is a SF1449 required? If so, what volume should a vendor attach the SF1449?

Answer- A SF1449 or letterhead stationery along with an acknowledgement of each Amendment may be submitted under a separate cover.

110. Question- ATTACHMENT V SOW – Page 2-3” Remote access will be available for this contract. Specific tasks listed in the contract will be performed at an off-site location. Those task will include: Conference Team, the Finance and Award Team.

Either the Project Manager or the Assistant Project Manager will remain on-site with the Reception Team, OCOM and GFMD support. Please describe technical requirements for remote access e.g. connections and network connectivity.

Answer- For remote access OJP utilizes VDI “Virtual Desktop Infrastructure” that allows the OJP software to run on a remote server instead of the physical laptop or PC.

111. Question-Is the “off-site” location a DOJ site or a vendor location?

Answer- Off-site is the contractor’s location.

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

Answer-The Conference Team is composed of one (1) Team Lead and three (3) staff.

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 Control Desk 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 Finance Team is composed of one (1) Team Lead and three (3) staff. The 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.”

Answer-The Reception Team is composed of one (1) Team Lead and two (2) staff.

They 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.

114. Question- The RFP documents included Wage Determination No. 2005-2103, Revision No. 15, Revision Dated 12/22/14. A new revision, Revision No. 16, Revision Dated 07/08/15 has been issued. Will the RFP be amended to incorporate the latest revision of Wage Determination No. 2005-2103?

Answer- Wage Determination No. 2005-2103 Revision No. 16 Revision Dated 7/08/2015 will be amended into this solicitation.

115. Question-Who is the current incumbent on this contract?

116. Question-Where is the place of performance?

Answer- See Clause OJP 2852.242-73 PLACE OF PERFORMANCE (FEB 2012) The effort required under this contract shall be performed at: 810 7th Street, NW, Washington, DC 20531.

117. Question-Has there been any RFI/Market Survey or Industry Day for this effort?

Answer- Yes, a Sources Sought was posted on eBuy on May 07, 2015.

118. Question- On page 50 of the solicitation, OJP 2852.242-73, Place of Performance, it is stated “ The effort required under this contract shall be performed at: 810 7th Street, NW Washington DC 20531.” However, on page 6 of Attachment V, The Statement of Work it states “The Project Manager is expected to be available on-site/off-site for a minimum of a 40-hour work week.” Can you please clarify the definition of “off-site”? Is it meant to be contractor site or a secondary govt. site?

Answer- Off-site means the Contractor’s site.

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

Answer-A total of nine (9) 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. During redbook season, the Award and Finance Team (5 FTE’s), the

Project Manager and Assistant Project Manager will be on-site. The estimated hours for each FTE’s to work off-site under the Award and Finance Team is 1,408.00 hours while the Conference Team is 1,920 hours for each FTE’s during redbook season.

120. Question-Per Page 2 of the solicitation, the contractor is instructed to provide on-site and off-site rates. Can you please clarify how many FTE’s are expected to work at the contractor site?

Answer- See answer to question #119.

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?

Answer- See answer to question #26. The government is looking to receive best value whether the contractors will be on-site or off-site.

122. Question-The RFP documents included Wage Determination No. 2005-2013, Revision No. 15, Revision Dated 12/22/14. A new revision, Revision No. 16, Revision Dated 07/08/15 has been issued. Will the RFP be amended to incorporate the latest revision of Wage Determination No. 2005-2013?

Answer- See answer to question #114.

123. Question-The instructions state that the key personnel are the Project Manager and Assistant Project Manager positions and up to three resumes are required for each position. Then Section 7.0, Key Personnel of the SOW states, “The key persons on this contract are the Project Manager, Assistant Project Manager, and the Production Control Clerks. Individuals hired for Key positions shall be subject to COR approval prior to appointment to the position." Are the Production Control Clerks considered key personnel, and if so, will resumes be required since they would be subject to COR approval?

Answer- See answers to questions #68.

124. Question- Are the PM or Asst PM eligible for teleworking or is this option just for the lower position?

Answer- Yes, the PM and APM are eligible for telework. They can alternate their days to ensure that at least one of them are on-site working.

125. Question-The SOW states that the Project Manager and Assistant Project Manager will be responsible for performing part of the daily work for this project. What approximate percentage of the work will they be responsible to perform?

Answer-The PM and APM’s percentage of time spent on the daily work will vary.

During redbook season, the percentage will be approximately 30% - 40%. In addition, support for the Conference Team will be approximately 20% when the volume of requests are high.

126. Question-What System SW is used for processing applications / Grant activities?

Will the Government provide training on this system for new employees?

Answer-Grant Management is used for processing grant applications. OCFO will provide the training.

127. Question-Will any portion of the time during the phase -in / start up phase, coincide with the operations of the incumbent contractor.

Answer- The new vendor will start by providing phase-in while the incumbent phase-out. After transition, the new vendor will solely perform tasks on the requirement.

128. Question-For the OJP control desk SOW, what is the volume of daily emails, faxes, phone calls.

Answer- See answer to question #17.

129. Question-Please provide a copy of OJP 2852.209-70 (Deviation 2015-02) (March

2015) Will there be a transition period? If yes, how long? What documents will be provided by the incumbent? Will a transition meeting be setup with the incumbent?

Answer- Yes, there will be a transition period. The task will commence after the transition period. The incumbent will provide a copy of the Control Desk manual that outlays the step by step process for each function. A transition meeting will be setup by the Contracting Officer and/or the COR.

130. Question-How long will it take contract staff to get badged?

Answer-Lead time of approval depends upon the background of the proposed staff, if they have a current security clearance and are clear of financial issues they may be approved earlier than staff who may have discrepancies.

131. Question- How long will it take contract staff to get access to the client network?

Answer- Contract staff will get access once they are approved through security.

132. Question-In section 6.0e of the SOW, software to be used by staff is specified. What version of Microsoft Office will be provided? What version of Microsoft Access will be provided?

Answer-Microsotf Office 2013.

133. Question-Will contractor staff be allowed to recommend and use additional office automation tools?

Answer- Standard office automation tools will be provided on OJP systems. Any additional automation tools will have to be approved by the Office of the Chief Information Officer (OCIO).

134. Question-Are metrics available regarding the tasks in section 4.0? How many new or supplemental awards are processed per week/per month? How many awards are distributed and awards accepted per week/per month? How many post-awards are processed per week/per month? How many post-awards are processed in support of conferences and financial monitoring per week/per month? How many visitors arrive to the Control Desk per week/per month? How many e-mails and faxes are received and responded to at the Control Desk per week/per month? How much mail is received and distributed to the OCFO staff? How many electronic/paper documents are received for the Official Grant File per week/per month? How many notifications are issued by OCOM per week/per month? How many emails and faxes are received regarding GFMD Conference Cost and Financial Monitoring per week/per month?

Answer-TOTAL OF OBLIGATIONS PROCESSED FOR FY14: 3201. Supplemental awards are processed the same as NEW awards so there is no difference. However, on average OJP can expect to obligate between 3,000 and 5,000 grants per year (9,000 grants were obligated during the FY 2009). Most grants are obligated between July and September, thus, daily, weekly, and monthly volume is highly variable and volatile, however, during that time high-load peaks might be 150 obligations daily, 600 weekly, and 2,400 monthly.

135. Question: How many post-awards are processed in support of conferences and financial monitoring per week/per month?

Answer: An average of 52 per month.

136. Question: How many visitors arrive to the Control Desk per week/per month?

Answer: The Control Desk does not receive many visitors. They receive an average of ten (10) visitors (OJP program office staff) per month. They do not receive visitors from non OJP staff.

137. Question- How many notifications are issued by OCOM per week/per month?

Answer-It varies per month but the total notifications received/processed for FY 15 Oct 2014 thru July 2015 is 1,340.

138. Question- How many e-mails and faxes are received and responded to at the Control Desk per week/per month?

Answer: On average, approximately 100 pieces of mail is received daily, 500 weekly, and 2000 monthly. On average approximately 1-2 faxes are received daily, 10 or less weekly, and 40 or less monthly.

139. Question-Page two of RFP has the estimated hours as 2000 hours per year, should that not be 1920 hours per year. Because 80 hours are used for 10 Federal Holidays and another 80 hours are used as vacation hours. Are you expecting the contractor to provide replacement employee for a vacationing employee? Most small businesses do not keep cleared and trained employees on overhead waiting to replace an employee on vacation.

Answer- The hours will remain 2,000. However, the Offeror should propose a staffing solution that aligns with the expected labor hours listed or may propose a different balance to provide the best solution. Offerors are cautioned that proposing fewer labor hours than suggested will impact the technical evaluation board’s assessment. Please provide an explanation of your proposed staffing if it varies from the labor hours presented.

140. Question-Is this a new requirement or is there an incumbent on this? Is the incumbent eligible to bid on this? Is the incumbent a small, woman owned, disadvantage business? Will you provide the resumes for the incumbent employees to the winner of this contract? Do we need to submit resumes for all positons or only for Project Manager and Assistant Project Manager?

Answer- See answers under question # 1, 2, 23, 25, 32 and 67.

141. Question-You are requesting both onsite and offsite rates. For Extended Price, you did not specify whether you want onsite or offsite prices. Do you want us to make two columns for Extended Prices and propose both onsite and offsite Extended Price?

Answer-See answer to question # 26.

142. Question- Instructions to Offerors states “An official authorized to bind the offeror’s organization must sign the proposal.” Where should this be placed: the Letter of Transmittal (LOT), cover letter on Volume I and II, or an attachment within Volume II?

Answer- See answer to question #109.

143. Question- Is a complete copy of the solicitation required in our proposal; if so, do we include it in Volume II or is just the pricing information from pages 2-6?

Answer- A copy of the solicitation is not required in Volume II only the cost proposal.

144. Question- Because there are other provisions/certifications that must be included in our proposal; is it OK to put all under one tab in Volume II?

Answer- Letter of Transmittal, additional provisions, compliance requirements and certifications will be excluded from the page count…