SIs-QnA-SOL10033-1of2--9202017.pdf

F17SOL10033

Smithsonian Institution’s

Answers to Questions Submitted

Solicitation No. F17SOL10033

September 20, 2017

Q&A Number

Submitted Questions Smithsonian’s Answers

1 Attachment J.5— Is the program currently fully staffed and covering all posts?

Yes all post reference in attachment J.B. are fully staffed at this time.

2 Attachment J.4— Can the Government provide what type of alarm monitoring system it uses?

Can the Government please confirm that SI is responsible for providing training to alarm monitors?

J.4. is intended as a reference that SI may utilize in the future but does not currently intend to staff this function under this contract.

Second part of this questions is moot due to the above answer.

3 C.1 (Page 4)— Can the Government provide the actual seasonal increase in hours for 2016 and 2017 to-date?

FY 16 is not indicative of current seasonal increases. FY 17 is estimated at 54,000 hours.

4 C.3.11 (Page 13)— Could the Government please provide its process for how the COTR approves a Supervisor?

SI will rely on the service provider to staff supervision as identified in the RFP and through on the job observations to ensure standards are maintained for consistent service.

5 C.3.13 (Page 15)— Are there Guard offices located at each site?

Where possible SI has made desk space available in several facilities, however, this is an as available basis and is not guaranteed in this contract.

6 C.3.13 (Page 15)— Are there Guard lockers located at each site?

Where possible SI has made lockers available in several facilities, however, this is an as available basis and is not guaranteed in this

7 C.3.17 (Page 16)— In accordance with the OPS 12 policy, are there any limitations or guidelines on tattoos?

SI has no limitations beyond professional appearance in reference to tattoos.

8 C.3.18 (Page 17)— Could the Government confirm that all incumbents are compliant with the qualifications, requirements, and background investigation standards outlined in the RFP?

Yes.

9 C.3.2 Scope of Services (Pages 5&6)— Can the government provide the potential number of Control Rooms for which it may need Alarm Monitors?

Control rooms are intended as a reference that SI may utilize in the future but does not currently intend to staff this function under this contract.

10 C.3.5.1 (Page 7)— What FIS Tier level of Background Investigation is required? Tier 1, Tier 2, Tier 3, Tier 4, or Tier 5?

Can the Government provide the current time it takes for the background investigation and adjudication process to be completed?

For individuals that do not require adjudication and punctually complete their EQIP the average time is 5 working days.

SI cannot estimate times for individuals who do not fall within these parameters.

11 C.3.5.2 (Page 8)— Does a Collective Bargaining Agreement currently exist for the workforce. If so, can the Government please provide a copy of it?

Yes.

We anticipate providing the selected Contractor to a copy of this Agreement. (Subject to the current Bargaining Unit approving that a copy of their Agreement be provided to said selected Contractor.)

12 C.3.7 (Page 9)— What is the wavier process that enables a guard to work more than 12 hours in a 24 hour period?

The contract administrator/liaison must request in writing any waiver of performance via email to the COTR or an appointee designated by

COTR.

13 C.3.9.c.2 (Page 11)— Can the Government provide the actual hours for special events and escorting in 2016 and 2016 to-date?

No. As FY 16 is not indicative of current special events and escorts increases.

With that being said, FY 17 is estimated at 60,000 hours.

14 G. 52.215-S0063 (Page 35)— Please clarify which positions the Government considers Key.

All management level personnel assigned to or involved with the SI contract to include but not limited to project managers, assistant project managers and alternates.

15 L.1 (Page 101 of 110)— Can the Government please expand upon all Section L RFP submittal Instructions to include guidance on the Page Count of each Volume; margins; page

Regarding “Page Count of each Volume;

margins; page numbering, font, font size, and graphic font size requirements,” there are no specified parameters.

Submitting Offerors are to use their own best judgement in the preparation of their Proposal in numbering, font, font size, and graphic font size requirements?

order to fully provide the required information and be clear, concise, and persuasive in showing that they would be the best choice to be Selected by the Smithsonian Institution.

16 L.2 (Page 102 of 110)— Should the Minimum Capabilities statement be submitted as part of the Technical Proposal or as a separate stand-alone document (i.e. in a separate binder and on a separate CD)?

The minimum capabilities statement should be submitted as a standalone document.

17 L.2 (Page 102&103)— Are there any page limitations associated with Volume I – Technical Proposal?

Regarding “Page limitations,” there are no specified parameters.

Submitting Offerors are to use their own best judgement in the preparation of their Proposal in order to fully provide the required information and be clear, concise, and persuasive in showing that they would be the best choice to be Selected by the Smithsonian Institution.

18 M.3.3.1.1 (Page 106)— Could the Government please provide the duration of the Transition Period? Is it 60, 90, or 120 days?

SI considers this part of the contractor's effort to identify and should be detailed as part of the response to the RFP.

19 M.3.3.1.3 (page 107)— C.3.22 (page 21) is the Contract Administration Section of the SOW.

Should this be section C.25 (page 23)?

C.25 is the correct reference for M.3.3.1.3.

20 Section M Eval Factors for Award (Page 109)— Can the Government rank the evaluation factors as they pertain to the order of importance that will be given when evaluating the proposals?

As all of the Evaluation Factors are important, no.

Submitting Offerors are to use their own best judgement in the preparation of their Proposal in order to fully provide the required information and be clear, concise, and persuasive in showing that they would be the best choice to be Selected by the Smithsonian Institution.

21 H-Special Contract Requirements (Pages 36 through 38 of 110)— Question 1: All these clauses are related to construction activities and equipment installations but not guard services. Can SI provide clarifications?

All requirements that are limited to construction related activities will not be part of the Awarded Contract.

22 I-Contract clauses (Page 58)— Question 1: It appears that the bid guarantee required in 52.228- S0014 is pertaining to construction

A Bid Guarantee is not required.

alteration or repair activities. Can SI specify if such bid guarantee is required for security services?

23 I-Contract clauses (Page 58)— Question 1: All the specified limits/amounts provided in this section appear to be related to construction, alteration or repair activities. Can SI provide the limits/amounts for guard services?

All requirements that are limited to construction related activities will not be part of the Awarded Contract.

24 I-Contract clauses (Pages 60 through 91 of 110)— Question 1: These clauses are related to construction activities and equipment installations but not guard services. Can SI provide clarifications?

All requirements that are limited to construction related activities will not be part of the Awarded Contract.

25 Is a bid bond required for this solicitation?

No.

26 (Is a bid bond required for this solicitation?) If so, is there a specific bid bond form that is required? We located SF 24, but are not certain if it is the correct form.

No Bid Bond is Required.

27 Please confirm Section 52.228- S0014 on page 58 is actually intended to apply to this solicitation. Note the parenthetical reference to “(Construction, Alteration or Repair)” on the third line of the cited section.

Bid Guarantee is not required.

28 If Section 52.228-S0014 does in fact apply, is the bond amount to be calculated based on pricing for the maximum 10-year term, or just the pricing for the initial base year.

Please clarify that the Performance Bond is for Base year only and then will be renewed annually thereafter

Pricing is for the bond for intital base year.

29 Can you clarify which training requirements must be completed pre-assignment?

All elements under on-boarding training are considered pre-assignment training.

30 What percentage of security professionals must receive the full X-Ray Training?

All officers who will act as a screening capacity or relief as a screening capacity must receive x-ray training.

31 Will Smithsonian continue the current practice of conducting some of the training themselves

Yes, as specified in the RFP.

(for example, the Visitor Experience class)? If yes, could a list be provided of the training you will provide?

32 At the start of each duty day there will be an SI initiated Guard Formation for program training and daily announcements. Is this Formation mandatory and considered as productive man-hours to be included in the Security Guard’s Work schedule.

Yes, as specified in the RFP.

33 Please clarify how sick days will be handled –bill as incurred (currently after 90 days) or should they be built into bill rates?

Built into the bill rate, as specified in the RFP.

34 Please clarify Management/Supervision (C.3.11)-are these positions billable or do they need to be included in bill rates? These are currently billed separately.

These are non-billable positions as specified in the RFP.

35 We accept SI’s prerogative in Section C.3.11.2 on page 14 to require removal of any Security Guard deemed to be unsuitable and assume that SI will exercise that prerogative in accordance with applicable law. Will SI clarify that specification by insertion of the following sentence after the word “requests” on line 6? “No such request shall be made for reasons that would violate applicable law”.

At this point in the process, this is a moot issue.

36 We note the restrictions on facial hair in Section C.3.17.d and Section C.3.17.f on page 17 and assume that the Contractor must comply with those requirements in accordance with applicable law.

Will SI clarify those specifications by insertion of the following sentence to the end of each specification? “The foregoing requirements are subject to legally mandated exceptions for medical and religious reasons.”

Pls see the Solicitation’s recent attachment, entitled “OPS-Guidelines.

37 Is SI exempt from payment of State and local sales and use taxes?

“Yes, SI is exempt from state and local sales and use taxes…[H]owever, [] this does not necessarily mean that contractors doing work for

SI are exempt from those taxes on purchases made in connection with their work for SI.

Typically they are not, although some states do “extend” the exemption to contractor by law.”

38 We note SI’s prerogative in 52.232- S0065 Progress Payments on page 69 to deduct 10% retainage from all invoices. Retainage is not a practice within the security services industry. Will SI delete the second and last sentences from the cited section?

The “Progress Payments” requirement is anticipated to be deleted from the Awarded Contract.

39 Can we get a copy of the collective bargaining agreement?

We anticipate providing the selected Contractor to a copy of this Agreement. (Subject to the current Bargaining Unit approving that a copy of their Agreement be provided to said selected Contractor.)

40 What was the last winning bid price?

As the last winning bid did not initially encompass a Bargaining Unit Agreement, that information is now moot.

41 B.2, C.4.1, F.1— The solicitation contradicts itself in the reference sections above.

Please clarify how many options years are included.

This Contract will be for ten (10) years. There will be a Base Year and nine (9) Option Years— totaling ten (10) years.

42 C.3.17 b) & e)— Please provide the Uniform and Appearance Guidelines (OPS 12) policy.

Pls see the Solicitation’s recent attachment, entitled “OPS-Guidelines.

43 L - Instructions, Conditions, and Notices to Bidders— Is there a page limit and font specification for the Technical Proposal?

Regarding page limit and font specifications, there are no specified parameters.

Submitting Offerors are to use their own best judgement in the preparation of their Proposal in order to fully provide the required information and be clear, concise, and persuasive in showing that they would be the best choice to be Selected by the Smithsonian Institution.

44 M.3.3.1. 1.— What length of time will be provided for transition? What are the expected start and end dates?

SI considers this part of the contractor's effort to identify and should be detailed as part of the response to the RFP.