Questions-Answers.DOL-MSH-16-R-00004.pdf

Questions/Answers

Solicitation # DOL-MSH-16-R-00004 for Unarmed Guard Services

1) The Performance Work Statement addresses the need for unarmed security guard services to control the Main Gate and the Rear Gate (excluding holidays), additional security guards for the exterior/ interior patrol, a secretary, and supervisory staff.

Please advise what the total hours per week are for the following labor categories:

Security Guards Supervisory staff Secretary

Answer: See Answer to Question #6.

2) a. How are these services currently being performed? Under contract? In-house?

Answer: Under contract.

b. If these requirements are currently being performed under a contract:

a. Who is the Contractor? Martin Edwards &Associates Inc.

b. What is the contract number? DOLj11MR20787

c. When does the contract expire? September 24, 2016

d. What is the current contract value? The contract value may fluctuate due to special events, but the current contract value is approximately $5 million.

3) a) Has a contractor performed similar work to this for the government in the past? b) If available, please provide the incumbent contract number. If you are unable to provide a contract number, is it safe to assume this is a new requirement for the government?

Answer: a) Yes. B) See answer to Question #2(b).

4) a. Does the Government plan to release a Post Exhibit which details the locations, man-hours, hours of operations, and type of Guard Services provided (Access Control, Roving Patrols, Gate Guard, etc.)?

Answer: See the Performance Work Statement

b. Does the Government plan to release a Proposal Submission Requirements document that details Volumes (Technical, Management, Past Performance, Price), Page Limitations, Number of Copies (hardcopy and electronic copy), format requirements, and type of delivery (electronic, hand carry, FedEx/ USPS/UPS delivery)?

Answer See Amendment 2, Addendum to FAR provision 52.212-1.

Is the current incumbent a Large or Small Business?

Answer: Small

d. In the Federal Business Opportunities (w~Tw~.fbo.t~) announcement, this opportunity is listed as Set Aside: Total Small Business. On the Solicitation document SF 1449, it has it identified as UNRESTRICTED. Will the Government clarify if this procurement is Unrestricted or Small Business?

Answer: See Amendment 1 for revised SF 1449, Block 10, clarifying that this is a

100% small business set-aside.

5) I am wondering if an incumbent exists for the UNARMED GUARD

SERVICES requirement and if so, could you please provide the vendor and the corresponding contract number?

Answer: See answer to Question #2.

6)

Number Location/Hours Assignment

1 per shift/3 shifts Interior/Exterior 24/7 Roving

1 per shift/3 shifts Main Gate 24/7 Fixed

1 Back Gate 0630-1530 M-F Fixed

1 0800-1630 M-F Secretary III

1 per shift/3 shifts 24/7 Shift Supervisor

1 0800-1630 M-F On-Site Supervisor

Is this the correct interpretation of the required staffing?

Answer: See PWS Parts 1.2 and 1.5.20. The below chart depicts the minimum required staffing:

Number Location/Hours Assignment

1 per shift/ 2 shifts Interior/ Exterior 24/ 7 Roving/ shift supervisor

1 per shift/3 shifts Main Gate 24/7 Fixed

1 Back Gate 0630-1530 M-F Fixed

1 0800-1630 M-F Secretary III

1 0800-1630 M-F On-Site Supervisor

7) May we please have a seniority list for the Security contract?

Answer: This information will be provided in accordance with FAR 52.222-41(n) and FAR 52.222-17 (d)(1), (d)(2), (e)(1), and (e)(2).

8) Is the Secretary/reception position required for holidays?

Answer: No.

9) I listed below the requirements posted below regarding training. What I did not see was the amount of hours each month or annually required for the training. What are the annually, monthly, etc. requirements for training?

5.14 Monthly Training Sessions: Contractor shall perform monthly training sessions from the topics listed in Paragraph 1.5.23 or other guard services related topics.

Progress Reports: The contractor shall provide a monthly progress report to the CO and COR via electronic mail. This report shall include the Contract number, a brief summary of all Contractor work performed to include response to any incidents, an assessment of technical progress, schedule status, training sessions, and any Contractor concerns or recommendations for the previous month. The progress reports are due five (5) regular work days after the end of the previous month.

5.23 Required Training/Certifications:

The Contractor's employees shall satisfactorily complete all required training and receive certification in AED/CPR and First Aid. Security Guard Officers must demonstrate knowledge of the legal authority and limitations of an unarmed security officer; must be of sound character, integrity and present a neat and professional appearance at all times; exercise judgment and use discretion in dealing with first responder issues; and keep situations under surveillance and report status as required per the contract.

The contractor's employees shall be trained and proficient in the following:

• The satisfactory completion of, at minimum must have completed DHS

64/ 72hr Basic Officer Training

• Legal restrictions on arrest, search, and seizure.

• Training in appearance, attitude, conduct, and discipline.

• Safety on the job.

• Report writing.

• Responding to suspicious package and bomb threats.

• Radio-Telephone techniques.

• Other: i.e. response, preliminary investigation and report writing with regard to the various security-related incidents that may occur at the facility.

• Each employee shall have on-the-job instruction a minimum of 40 hours including but not limited to:

• Performance of post assignments.

• Performance of special assigrunents.

• Emergency procedures, including duties and responsibilities in the event of fire, explosion, natural disasters, civil disturbance, bomb threats, and hazardous material leaks

• Use of communication equipment

• Authorization for and proper methods of search for personnel, containers and vehicles

• Observation and description of incidents, objects and people

• Conducting routine and scheduled patrols

• Communicating with and controlling visitors

• Preparation of written reports and maintenance of logs

• Location and use of basic fire safety equipment

• Conditions which may cause fire and explosions.

• Locations and use of first aid equipment

• Basic Fire Safety

Answer: A routine monthly training session shall be conducted as stated in Paragraph

5.14. The length of time for the training and/ or certification may depend based on the subjects) and number of participants. The length of time needed is decided by the contractor.

10) Can you please provide the annual contract value for the base year and each of the options?

Answer: See answer to Question #2.

11) A) To clarify the requirements, do you want one shift supervisor who performs security work on every shift in addition to the Site Supervisor?

Answer: The roving guard on two shifts will serve as the shift supervisor. The Project Manager/Site Supervisor will serve as the Roving Guard/Shift Supervisor on the day shift Monday -Friday.

B) Also, DHS 64/72hr Basic Officer Training- does the current staff have this qualification as listed as a requirement in the RFP?

Answer: In PWS Part 1.5.23, the requirement that the contractor's employees shall be trained and proficient in the satisfactory completion of, at minimum, the DHS 64/72hr Basic

Officer Training is hereby deleted from the PWS. All remaining training listed under PWS Part

1.5.23 is applicable and remains unchanged.

C) Additionally, the requirements state:

• Each employee shall have on-the-job instruction a minimum of 40 hours including but not limited to:

• Performance of post assigrunents.

• Performance of special assignments.

• Emergency procedures, including duties and responsibilities in the event of fire, explosion, natural disasters, civil disturbance, bomb threats, and hazardous material leaks

• Use of communication equipment

• Authorization for and proper methods of search for personnel, containers and vehicles

• Observation and description of incidents, objects and people

• Conducting routine and scheduled patrols

• Communicating with and controlling visitors

• Preparation of written reports and maintenance of logs

• Location and use of basic fire safety equipment

• Conditions which may cause fire and explosions.

• Locations and use of first aid equipment

• Basic Fire Safety

Do the current staff if hired need OJT? If a new employee is hired can they man the post alone during OJT?

Answer: Current staff is trained and do not require OJT. New employees must have 40 hours OJT, working all shifts and all posts with a shift supervisor. This also includes coverage of the Refresher Training material.

12) Does the On-Site Supervisor work Holidays?

Answer: No.

13)FBO Synopsis Sect. 1.5.23 Required Training/Certifications. The contractor's employees shall be trained and proficient in the following: •The satisfactory completion of, at minimum must have completed DHS 64/72hr Basic Officer

Training.

QUESTION: Have the incumbent personnel completed 64/72hr Basic Training

Course or is this a new requirement?

Answer: See Answer to Question #11(b).

14) FBO Synopsis Sect. 1.6.8 Security Requirements. •Security Training: Any individual who is to have access to DOL data in any form must complete mandatory data security training within 30 days after being granted access to that data, and annually thereafter.

QUESTIONS: Will Security Officers have access to "DOL data" requiring them to complete the mandatory data security training? If so, how many hours is the training and does the government or contractor perform the training?

Answer: Yes. The Government provides the training, which takes approximately 2 hours to complete on the Internet.

15)FBO Synopsis Sect. Part 3.1 and 3.2 Government Provided Equipment

QUESTIONS: Does the government provide the vehicle for mobile security patrols? If contractor provides the vehicle:

a) What is the estimated daily mileage?

b) Is there a minimum model (4x4) age/year or mileage of a contractor provided vehicle?

c) Are there any stipulated equipment for contractor vehicle (radio equipped, first aid emergency kit, etc.)?

Answer: A vehicle is provided by the Government.

16)FBO Synopsis Sect. Part 3.1 and 3.2 Government Provided Equipment

QUESTION: Are radio communication devices required, if so, who provides them?

Answer: Yes, these are provided by the Government.

17) FBO Synopsis Sect. 1.5.18 Bonding and Licensing: The Contractor shall conform to all requirements of the State of West Virginia Chapter 30, Article

18 of the WV Code in respect to bonding, licensing and liability insurance and shall provide evidence of fulfilling these requirements prior to contract award.

QUESTION: Please clarify, since the VW State licensing is required prior to contract award, do you want proof of the license submitted with the Technical proposal?

Answer: Proof of the WV State licensing must be provided prior to contract award. The successful offeror will be notified and given ample time to obtain the license.

18) Solicitation Sect. 52.212-2 Evaluation/Basis for Award/SubFactor 3: Start-up

Plan. The plan shall include a staffing plan including resumes of Key

Personnel.

QUESTIONS: a) Please clarify, are resumes required for 3 positions - On-Site

Supervisor, Alternate On-Site Supervisor and Secretary? b) Is there a page limitation for each resume and is there a specific format for resumes?

Answer: a) Resumes are required for the On-Site Supervisor and the Secretary. b) There are no page limitations or specific formats for resumes; however the resumes should not contain excess information not needed by the Government in order to make a determination that the candidate meets the requirements contained in the PWS.

19)Collective Bargaining Agreement.

QUESTION: Please provide a redacted copy of the Seniority List to ensure proper calculation of vacation benefits in accordance with the CBA and DOL regulations.

Answer: See answer to Question #7.

20)How many men are needed for this contract?

Answer: See answer to Questions #6 and #23.

21) Will we need vehicles for this contract?

Answer: No. A vehicle is furnished by the Government.

22)What are the usual hours of work, how long are shifts, and should the guards be rotated in and out?

Answer: A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints contained within the PWS. See answer to Question # 6 for required minimum staffing.

23)Should the men carry non-lethal weapons such as batons?

Answer: No.

24) Ref: PWS 1.5.11 Background Investigations

Comment: While we have our own stringent hiring criteria, it seems appropriate we should have a copy of the "suitability standard and criteria described in Chapter 3, Section 3 of the DOL Suitability Handbook" to include in our Technical Proposal and to reinforce our recruiting efforts.

Question: May we have a copy of the mentioned standard and criteria?

Answer PWS Section 1.5.11 is deleted in its entirety and re-written as follows:

Background investigations are not required for existing contractor personnel that will be re-hired pursuant to Executive Order 13495. Any new contract employees hired during the contract period cannot begin their work assignment until a background investigation is completed by the Government and the Personnel Security Specialist makes a favorable pre-employment suitability determination.. The contractor shall contact the Academy's Superintendent's Office for the required documents. Once the documents are complete, they are to be returned to the Academy's Superintendent's

Office for submission to the appropriate Government office that conducts the background investigations. Prior to being hired, all prospective new employees will be fingerprinted by a designated official at the Academy. When the Government has completed the contractor employee's background investigation, it will notify the

Contractor of the outcome.

Reference to the DOL Suitability Handbook is removed from PWS Section 1.5.11.

Language concerning security requirements is included in Section 1.6.8 of the solicitation.

25). Ref: PWS 1.5.23 Required Training/Certifications

Question: Regarding certification in AED/CPR and First Aid, which certifying authorities and/ or agencies does DOL or MSHA prefer and/ or recognize?

Answer: Training must be accredited by the American Red Cross.

26) Ref: PWS 1.5.23 Required Training/Certifications

Comment: The Government's Federal Law Enforcement Training Center training catalogue does not list the referenced DHS 64/72 Basic Officer Training Course. A few private companies offer 64/72 or 64/80 courses, however, their legitimacy and credibility is unknown.

Question: What training entities or venues does DOL-MSHA prefer and recognize?

Answer: See answer to Question # 11 (B)

27) Ref: PWS 1.5.25.1 On-Site Supervisor

A member of the regular guard shift who performs guard duties but also acts as a shift supervisor/team leader on the evening (1600-2400) and midnight (2400-0800) shifts.

Question: Are shifts dictated and firm or does the contractor, based upon the government's approval, have the flexibility to change shifts as long as all the hours/posts are covered? And if so, may the contractor propose several shift options in their Technical Proposal?

Answer: The Project Manager/Site Supervisor and the Secretary III position shifts are fixed. Proposal for shift options may be submitted for the Government's consideration.

28) Ref: PWS 1.6.4 Classified Information

Comment: This paragraph mentions 'the proper security clearance' and implies security officers could be intentionally handling classified information; however, there is no DD

Form 254 or Contract Security Classification for this effort.

Question: Will Security Officers be actually handling "Top Secret" or "Secret" level classified material or is the classified information mentioned above simply "Close Hold, not to be released to the public" information?

If Security Guards will not be handling actual classified material will MSHA please clarify (or delete) the personnel security clearance requirements?

Answer: This paragraph refers to "not to be released to the public" information.

29) Ref: PWS 3.2 Equipment

Comment: This paragraph seems dated and is unclear with 'may include' items, making it difficult to accurately price or determine our own capital expenditures.

Question: Can DOL-MSHA please provide a detailed listing of Government Furnished

Equipment (GFE)? For example, are the following items GFE:

- Transportation needs (bikes, electric-carts, ATVs, vehicles)? Vehicle only

- Personal protective gear (helmets, batons, shields)? No

-Communications equipment (bullhorns; radios, cell-phones, Wifi)? Portable radios

-Cordon support materials (barriers, cones, tape, etc.)? Yes

- Emergency Response Kit? Yes

- First Aid Kits/ AEDs? Yes

Answer: Ref: PWS Part 3. The Government will provide a vehicle, portable radios, cordon support materials, emergency response kits, and first aid kits/AEDs. Helmets, batons, and shields are not furnished by the government nor is the contractor required to furnish them.

30) Ref: PWS 3.7 Standard Operating Procedures

Comment: Our technical approach, program management plan, and Quality Control

Plan (QCP) will be influenced and potentially, significantly impacted by the MSHA provided administrative manual and SOPs in the Guard Post Orders and manuals.

Question: Can DOL-MSHA please provide copies of the administrative manual and

SOPs so that the contractor can provide a more complete Technical Proposal?

Answer: Paragraph 3.7, Standard Operating Procedures, is deleted in its entirety and re-written as follows:

The contractor, with assistance from the Government, shall develop Standard Operating

Procedures (SOPs). The SOPs will be owned by the Government upon development and at the end of the contract.

31) Ref: PWS 5.4 Access Control

Question: As above, if the guidance is not close-hold', may we have a copy of the referenced MSHA APPMM Vol II CH 400?

Answer: See answer to Question #28.

32) In section 1.5.23 Required Training/Certifications -For DHS 64/72 hour basic officer training. a) Please site the Standards or reference information that should be used for this training in more detail to ensure that training follows the intended DHS standards.

a) Can this training be provided on site? c) Must the instructor be a federally certified instructor?

Answer: See answer to Question #11(b).

33)Is the Site Supervisor required in Section 1.5.20 Key Personnel functioning in the new contract as the shift supervisor and therefore eliminating the need for a Project Manager and a Shift Supervisor from 8:00 am unti14:30 pm? It is understood in Section 1.5.25 that an On-site Supervisor who acts as the shift supervisor is needed for both shifts of 2400 to 0800 and 1600 - 2400. The confusion is if there will be two positions or only one position required from

8:00 am unti14:30 pm.

Answer: One (1) position is required from 8:00 am - 4:30 pm. Reference Question #11 A and Question # 6 Minimum required staffing chart

34)Factor I. Technical Subfactor 2 -Corporate Experience -Question: Is there a minimum and/ or maximum number of similar nature, scope, complexity, and difficulty projects that should be referenced in this section?

Answer: There is no minimum. The maximum is 5 (five).

35) What is the Current Pay for Officers, Supervisors, and the Receptionist?

Minimum wage? Wage Determination for Guard 1 -Raleigh County?

Answer: This information is contained in the Collective Bargaining Agreement attached to the solicitation. The project manager is not part of the Collective Bargaining

Agreement nor is this position subject to the Service Contract Labor Standards.

36). Is this a Firm Fixed Price Contract?

Answer: Yes.

37) 1.3: Please provide number of posts, post staffing requirements per shift, to include work days, holidays and weekends, and shift hours.

Answer: See the answer to Question #6.

38) 1.5.10 Uniforms: Is there any personal protective equipment (PPE) i.e. hard hat, safety glasses/shoes etc...required? If so, please identify type and quantity of issue.

Answer: See PWS Part 3 and the answer to Question # 29

39)1.5.20 Key Personnel:

A. Is the On-Site Supervisor position back-filled when the On-Site Supervisor is absent for scheduled vacations etc...? When the On-Site Supervisor is back-filled by the Shift Supervisor, is there a requirement to back fill the Shift Supervisor position?

Answer: Another guard shall fill the position of shift supervisor when the shift supervisor is acting as the on-site supervisor. The on-site supervisor shall have an alternate appointed if he/she is absent for the full day or when on leave such as vacation, sick leave, etc. for one full day or more.

B. Secretary III: Is the Secretary III position back-filled when the Secretary is absent?

If so, is a Secretary required to back-fill that position? If not, who is qualified to back-fill the Secretary III?

Answer: The Secretary III position is back-filled by a guard during any absences during duty hours.

40)1.5.22 Qualifications:

A. What drug screening panel is used for pre-employment drug screening?

Answer: The contractor is responsible for having its own drug-free workplace program for screening of new applicants and random drug testing of all staff. The current procedure utilized for random testing is one employee per month.

B. Are retained incumbent personnel required to undergo another drug screen or pre-employment physical?

Answer: No.

C. Is the pre-employment medical reimbursable?

Answer: No. See PWS Part 1.5.22. All contractor personnel shall pass a drug pre-employment and employment testing provided by the contractor.

41)1.5.23

A. What certification agency/organization is accepted for AED/CPR and First Aid certification? AHA? ACR?

Answer: See answer to Question #25

B. Please clarify the DHS 64/72 Basic Officer Training requirement. Please confirm that this is the 64 hour course plus the 8 hour add-on module or is it either the 64 course or the 72 hour course?

Answer: See Answer to Question 11(b).

C. Is completion of the DHS 64/72 hr. course apre-condition for assigned to the academy or can that training be completed during the period of assignment to the academy?

Answer: See Answer to Question 11(b).

D. Section 1.5.25.2 details several levels of acceptable education/experience however no mention is made of the DHS 64/ 72 course. Please detail the prevailing education/experience standards required for the Security Guard

Officer position.

Answer: See Answer to Question 11(b).

42) 1.6.7 Suitability Determination. According to the solicitation, a suitability determination to NACI level is required.

A. Please confirm that retained incumbents are not required to submit to another suitability determination upon reemployment.

Answer: This is confirmed.

B. Since Contractors cannot issue NACI clearances, please clarify how the NACI requirement is to be obtained, particularly for non-retained employees who will be assigned to the academy at the time that the contract is assumed.

Answer: The Government will complete the necessary background investigation at its own cost and determine the type of clearance needed. The type of clearance will depend on the amount of access the employee will require to the Government infrastructure.

C. Per the RFP, "mandatory data security" training is required within 30 days of access to data. Please confirm that DOL is responsible for conducting the mandatory data security training.

Answer: This is confirmed. Also, see answer to Question #14.

43)Part 3 GFE and Part 4 CFE Please clarify whether there is a requirement for a radio network including radios, maintenance and repairs associated with this contract? If there is a requirement, please identify whether this is GFE or CFE?

Answer: See answer to Question #29.

44)Please identify whether vehicles are a requirement under this contract and if yes, are vehicles GFE or CFE? If vehicles are a CFE requirement, what are the vehicle makes, models, quantities etc...required for the performance of this contract?

Answer: See answer to Question # 29.

45)Are flashlights required, and if yes, are flashlights GFE or CFE?

Answer: No.

46) 5.7 Please clarify the manner in which roving patrols are conducted exterior to the buildings i.e. fence line? Is it by foot or by vehicle?

Answer: Foot roving patrols except for the outer perimeter of the complex which will be patrolled by vehicle.

47)Estimated contract award date?

Answer: The Government anticipates award by mid-August; however, this is not a guarantee.

48) Will there be a transition period and if yes, length of transition period?

Answer: Yes, there will be a transition period. Generally, this time is no less than one month prior to the start of contract performance.