Atch_8_Questions_and_Answers_Amendment_2.pdf

DEPARTMENT OF THE AIR FORCE

28TH CONTRACTING SQUADRON (AFGSC)

ELLSWORTH AIR FORCE BASE SOUTH DAKOTA

3 April 2018

MEMORANDUM FOR SOLICITATION VENDORS

FROM: 28 CONS/PKA

1000 Ellsworth Street, Suite 1200 Ellsworth AFB SD 57706

SUBJECT: Amendment 2 to Request For Proposal – AFFSC Support Services, FA4690-19-R-0001

A. Amendment 2 is hereby issued for subject requirement to provide answers to questions asked.

B. The following questions were asked and answers are provided:

1. Is there a current incumbent contractor supporting this requirement?

A: Yes, P3S Corporation.

2. What was the prior awarded contract number, awarded price and period of performance?

A: FA4690-14-A-0001

Price: $5,264,390.00 Period of Performance: 26 Mar 2014 – 25 March 2019

3. If there is an incumbent, is the current contract a Women Owned Set-a-Side?

A: The current contract is a Women Owned Small Business set-a-side.

4. The Government lists in the pricing schedule that 252 (Quantity) equals 21 FTE per year (Maximum). Can the Government clarify what the intent is of including “Maximum” in this calculation? Should bidders price 21 FTEs (under the Field Service Technicians requirement) or are bidders allowed to price less than 21 FTEs?

A: The current and projected future requirement is 21 FTEs. This amount of FTEs may vary in future option year requirements but for the purposes of this solicitation and proposal requirement, price 21 FTEs so all vendors’ proposals are on an equal evaluation point on pricing.

5. In Vol 1 the Government requires the bidders to include the Bid Schedule. Does the Government require bidders to provide a detailed pricing file that allows the evaluator to review the direct and indirect cost elements that result in the pricing provided in the Bid Schedule?

A: A detailed pricing file is not required at this time. Pricing should be reflected on the Attachment 4 Bid Schedule and SF1449 solicitation document.

6. Does the Government require bidders to provide a cost narrative as part of Vol 1 that supports the pricing provided in the Bid Schedule and offers explanation on direct labor, indirect rates (OH, G&A, Fee) and other statutory cost (Health & Welfare Benefits, FUI, SUI, FICA, Workers Compensation, PTO, Holiday and Sick Leave)?

A: A detailed pricing file is not required at this time. Pricing should be reflected on the Attachment 4 Bid Schedule and SF1449 solicitation document.

7. The Government requires bidders to propose a resume for a Program Manager. Does the Government require bidders to also include a Letter of Intent executed with the proposed bid Program Manager that indicates if awarded the contract the bid PM will be offered the position and intends to accept it?

A: An executive Letter of Intent is not required, just a resume for a Program Manager.

8. The Government has identified that 21 Field Service Technician positions are to be priced for this effort, as well as a Program Manager position. Does the Service Contract Act (SCA) apply to the 21 Field Service Technician positions?

A: Yes. The Service Contract Act (SCA) is applicable for this requirement for the Financial Service Technicians. The Project Manager is an exempt position.

9. If the SCA applies to the 21 Field Services Technician positions, what SCA Wage Determination should be used to price these positions?

A: Per the solicitation, Wage Determination (WD) 2015-5367 (Rev. 8)

10. If SCA applies, Field Services Technician is not a listed SCA labor (Job) category on any WD. What labor (job) category should bidders use to price the 21 positions?

A: WD Occupation Code 01013 – Accounting Clerk III. Also refer to FAR 52.222-43, Statement of Equivalent Rates, in the Solicitation FA469019R0001 Standard Form (SF) 1449.

11. Does executive order 1370 (paid sick leave – 56 hours per year) apply to this contract?

A: Yes. The EO is 13706 and it does apply to this requirement.

12. What should bidders use as productive hours to price per position? 1920 or 1864 hours?

A: This requirement is a non-personal service. Vendors should determine productive hours by using 21 FTEs, full time at 40 hours per week and taking into consideration Performance Work Statement (PWS) requirements for number of vouchers processed per individual.

13. Does the right of first refusal apply to this contract? In other words, if there are incumbent contractor employees do they have right of first refusal for job preference on the new contract?

A: Yes. Refer to Federal Acquisition Regulations (FAR) 52.222-17-Nondisplacement of Qualified Workers.

14. If SCA applies, then incumbent personnel that are hired by the follow on contractor retain their original SCA contract hire date. That date, drives their PTO accrual rate (in many cases 3 weeks paid leave versus 2 weeks paid leave). Can the Government provide a list of current incumbent contract SCA hire dates? We are not asking for names, or any other info, just the hire dates so bidders can properly price staff PTO accruals.

A: See chart below.

Start Date Years 14-Oct-08 9.46 1-Dec-08 9.33 18-Jun-12 5.78 1-Apr-15 2.99

20-Apr-15 2.94 6-Jul-15 2.73 8-Sep-15 2.56

21-Dec-15 2.27 23-Mar-16 2.02 27-Jul-16 1.67 3-Nov-16 1.41 4-Nov-16 1.40 7-Nov-16 1.39

28-Nov-16 1.34 28-Nov-16 1.34 17-Apr-17 0.95 18-Apr-17 0.95 1-Jun-17 0.83 11-Jul-17 0.72 31-Jul-17 0.66 2-Jan-18 0.24 24-Jan-18 0.18

15. The solicitation call the 21 FTEs Field Service Technician while the PWS calls them Financial Service Technicians. Can the Government clarify the correct labor category description?

A: The support personnel are known as Financial Services Technicians (FST).

Amendment 1 to the solicitation has been posted on FBO to correct this title. The Attachment 4 Bid Schedule, CLINS and corresponding option year CLINS have been revised on the SF30 Amendment correcting the name from Field Service Technican to Financial Services Technician. The corresponding Wage Determination Occupation Code is 01013 – Accounting Clerk III.

16. Can the Government verify the number of current incumbent personnel filling the 21 FST positions? Are all positions filled? If not, how many are?

A: Currently all positions are filled. There are 21 FST contractor personnel filling all the positions.

17. Of the current contractor workforce, how many are considered proficient in performance (120 days of employment as listed in PWS 2.0)? How many are not?

A: 21 are currently considered proficient. 0 are considered not proficient.

18. Of the current workforce, what has been the accuracy standard achieved (average) for the past 12 months? 24 months? (Reference PWS 2.0).

19. What is the current allocation of FSTs supporting the Relocation Division? Support Division?

A: Relocation Division: 15 Support Division: 6

Avg Acc Techs Avg Acc Techs Jan-17 86.34% Jan-16 85.29% Feb-17 76.62% Feb-16 84.85% Mar-17 79.49% Mar-16 85.08% Apr-17 80.60% Apr-16 83.67%

May-17 82.01% May-16 84.33% Jun-17 81.86% Jun-16 85.46% Jul-17 82.92% Jul-16 87.13% Aug-17 84.98% Aug-16 84.95% Sep-17 85.85% Sep-16 83.79% Oct-17 86.06% Oct-16 85.96% Nov-17 85.23% Nov-16 85.58% Dec-17 84.79% Dec-16 79.33%

20. PWS 3.1.2 Financial Services Technician j. lists the basic educational requirement.

However, it also includes the statement “Provide copies of High School diplomas of at least two (2) FST candidates at the time of RFQ submittal”. Can the Government please clarify the intent here? Does the Government require bidders to provide this with our proposal submittal? If so, where? Or, does the Government require this when the awarded contractor provides replacement candidates based on vacancies and departures?

A: The intent was for the vendor to demonstrate they have the capability of securing candidates. This requirement has been eliminated from Paragraph 3.1.2.j of the Performance Work Statement.

21. Page 4 of the Performance Work Statement (PWS) states, “Normal work hours shall be between the hours of 0600-1800”. This requirement reflects a 12-hour work day. Is it the intention of the Government to have Financial Service technician(s) coverage over 12 hours every day?

A: The AFFSC allows flexible schedules beginning as early as 0600 and ending as late as 1800. The expectation is for contractors to work normal 8 hours per day within the time period.

22. If so, would the Government allow for a split shift and/or a mix hour start times such that our employees are not require working 12-hour days?

A: N/A, see answer to #23. Employees are not working 12-hour days.

23. Is it the intention of the Government to have all position filled upon contract award; or will consideration be given to a 90-phase-in period?

A: Expectation is to have all positions filled at the beginning of the contract period.

24. PWS states, training will be complete within a reasonable timeframe from start date.

What does this training entail, and how long should it take to complete?

A: Class room training is provided in-house and is normally completed within 30 days.

On-the-job training continues for another 90 days.

25. PWS states, if the workload at the AFFSC changes, a change in the corresponding contractor personnel may be required by a modification to bring the number of personnel in line with the new requirements. Does this mean the workforce could be reduced, and if so when is this anticipated?

A: It does allow for a reduction or increase in contractor personnel as mission requirements change. However, there are no changes forecasted at this time.

26. If employees work overtime they are expected to process three additional vouchers per over time hour worked. Why are employees expected to process more vouchers during their overtime hours?

A: Employees are responsible to process three vouchers for every OT hour worked.

Minimal distractions (such as managing and responding to email, and ancillary training) should occur during OT hours as the intent of OT is to focus on voucher production. If the employee encounters a document that requires discussion it is to be placed on “HOLD” until the next business day.

27. Who will be completing the voucher inspections, the Government or the Project manager?

A: The Government is responsible for accuracy of payments, therefore vouchers are reviewed for accuracy and proper payment by the government. Voucher inspections will be completed by the Government. The Project manager should also be reviewing the work of contractor personnel.

28. Will government sponsor secret clearance?

A: No, the government will not sponsor secret clearance.

29. Will the government consider relevant commercial past performance for the past performance requirements?

A: Yes. Relevant commerical past performance can be obtained from the public or private sector.

30. Can you confirm the place of performance for the PM and FST? Does this require 100% on site?

A: Place of performance is Building 4040 located on Ellsworth AFB, SD. The PM is normally on site to handle day to day operations and provide oversight of contractor personnel. FSTs are required to be on site in order to have needed discussion with Team Leads, Workflow managers and voucher examiners. Cross feed of information is critical to the successful operation of the AFFSC.

31. Are there existing FTE’s on the incumbent’s contract available for hire?

A: Yes. Refer to FAR 52.222-17-Nondisplacement of Qualified Workers.

32. The yearly overtime of 795 Hours, how may FTE’s is this over? Is this equally distributed to the FTE’s or does this just vary over time during a specific period?

A: Overtime is offered on a voluntary and mandatory basis. Under voluntary overtime each employee decides how many hours they are willing to work. Under mandatory overtime AFFSC management will dictate equally how many overtime hours each employee will work.

33. Is any of the yearly overtime of 795 related to the AFFSC Program Manager?

A: No.

34. Under the Quality Assurance Surveillance Plan (QASP) under the incumbent’s contract, how many surveillance records are there and units were inspected?

A: Surveillance inspections are accomplished on a monthly basis (12 records). During the monthly surveillance 5 service summary areas are inspected.

35. Page 24 of the solicitation Lists the Technical Volume as Volume II and Past Performance Volume as Volume III while on page while on Page 20 Past Performance is listed as Volume II and on page 22 Technical is listed as Volume III. Can the Government please clarify the Volume numbering and titles for bid submittal?

A: The 52.212-1 Addendum has been corrected with the SF30 Amendment 1 as follows:

Vol I: Price Vol II: Technical Vol III: Past Performance

36. Can the Government please provide the average number of travel vouchers processed by FST per day? per month? annually?

Avg # Vch/Per Day Techs Avg # Vch Prc'd Per Day Actual # Prc'd Vch Per Mo Avg # Vch/Per Day Techs Avg # Vch Prc'd Per Day Actual # Prc'd Vch Per Mo Jan-17 27.73 351 6,667 Jan-16 28.61 437 8,308 Feb-17 29.96 343 6,172 Feb-16 27.90 323 6,462 Mar-17 28.87 287 6,609 Mar-16 25.72 400 8,405 Apr-17 29.69 330 6,601 Apr-16 26.02 361 7,574 May-17 29.39 292 5,831 May-16 26.38 371 7,797 Jun-17 28.63 355 7,811 Jun-16 25.77 372 8,179 Jul-17 28.80 396 7,923 Jul-16 26.42 403 8,051 Aug-17 28.45 394 9,058 Aug-16 25.02 333 7,662 Sep-17 27.28 373 7,466 Sep-16 24.46 268 5,634 Oct-17 26.58 390 8,190 Oct-16 24.36 230 4,591 Nov-17 27.01 379 7,587 Nov-16 26.08 228 4,561 Dec-17 26.62 328 6,554 Dec-16 22.99 270 5,137

Annual 86,469 Annual 82,361

37. Can the Government please provide historically the number of accounting lines balanced by contractor personnel per day? per month? annually?

38. If there is an incumbent vendor currently preforming this work, are the incumbent given Right of First Refusal if a new vendor is awarded the contact?

A: Yes. Refer to Federal Acquisition Regulations (FAR) 52.222-17-Nondisplacement of Qualified Workers.

39. How much weight does the “Past Performance” carry in the evaluation of proposal bids?

A: This is a lowest price technically acceptable (LPTA) acquisition. Past performance will be rated on an acceptable/unacceptable basis.

40. Is the Project Manager required to be on site?

A: Yes, the PM is required to be on site. The Project manager should be reviewing the work of contractor personnel.

41. Is the Project Manager full time or part time?

A: Full Time.

42. What is the estimated number of workload hours annually for each labor category?

A: This is a performance based acquisition and the offeror must determine the number of hours per labor category.

Month Daily Acct Trans Monthly Acct Trans Apr-17 618 12,361

May-17 573 11,467 Jun-17 723 14,465 Jul-17 363 7,259

Aug-17 926 18,515 Sep-17 826 16,516 Oct-17 1,226 24,512 Nov-17 739 14,781 Dec-17 576 11,519 Jan-18 529 10,573 Feb-18 597 11,940 Mar-18 510 10,204

Annually 164,112

43. Paragraph (a) of page 21 of 62, entitled Performance Questionnaires, states that "Using the Past Performance Questionnaire (Attachment 6) provide no more than six(6), of the most relevant contracts performed for Federal agencies and commercial customers within the last five(5) years". --Question: What is the minimum number of contracts required by the government for Past Performance evaluation purposes?

A: The Offeror may submit between 0-6 but no more than 6 Past Performance Questionnaires will be considered.

44. Regarding Qualifications of the Program Manager, it is not clear as to the education level required by the government.

--Question: Does the government require the Program Manager to possess a college degree? If yes, please state the level required.

A: No degree is required for the PM. The only prerequisite is minimum of one year Project Management experience.

45. Third paragraph under section 2.1 entitled "Qualified Personnel", page 5 of 13 of the SOW states that "Technicians will receive 120 days of required training, both formal and on-the-job training (OJT) to learn AFFSC operations".

--Comment: It is assumed that the government will pay for all the costs associated with these training requirements. Please clarify or confirm.

A: Yes, the government will pay for all costs associated with training.

46. In section 3.1.1 of the PWS ,page 7, states that "one year of Program Management experience is required" However, the subfactor Two, under paragraph (c) Volume 11, Technical Factor of page 24 of 62, states that " Offeror provides a resume clearly demonstrating the firm's capability to provide one Project Manager with a minimum of three years of experience managing a staff of 18+ personnel in a production based environment."

--Comment: There seem to be a conflict regarding the years of experience required for the Program Manager. Please clarify the government's requirement for the Program Manager.

A: The Program Manger (PM) is required to have 1 year of PM experience. FAR 52.212- 1 Addendum has been corrected to reflect 1 year experience.

47. Relative to the Certs & Reps, will the ORCA entries be sufficient? or does the government require offerors to submit hard copy of Certs & Reps ?

A: Offeror is to submit a filled out hard copy with their proposal submittal. Refer to 52.212-1 Addendum requirements.

48. Incumbent Employees - Is this a new requirement or are there incumbent employee(s) in place?

A: Follow on contract with incumbent employees in place.

49. DOL Service Contract Act (SCA) Wage Determination (WD) Wage Determination is provided as Attachment 3; however, there is no “Financial Service Technician” occupation code for this position.

--Consequently, are these positions to be classified under Accounting Clerks I, II or III?

This information is requested in order to establish a baseline for all prospective bidders.

A: Wage Determination (WD) 2015-5367 (Rev. 8), Occupation Code 01013 – Accounting Clerk III.

50. Executive Order 13706 (JAN 2017) (E.O. 13706) WD states Executive Order 13706 is effective with any contract awarded after Jan. 1, 2017 whereby the contractor is to provide up to 56 hours of paid Sick leave each year.

--Please confirm EO is applicable on this contract.

A: Executive Order 13706 is applicable to this contract.

51. Reference 3.1.1 K. Project Manager Knowledge, Skills and Abilities K. Minimum of one (1) year Project Management experience required.

Reference Instructions to Offerors, Volume II, (b), Subfactor Two: Staffing Plan

(1) It states the Project Manager will have a minimum of three (3) years’ experience managing a staff of 18+ in a production-based environment.

--Does this mean the Project Manager shall have three (3) years of staff management experience with only one (1) of the three years as a Project Manager? Please clarify the experience requirement for this individual.

A: The PM is required to have 1 year of PM experience within the past five years. The 3 year requirement in the FAR 52.212-1 Addendum has been changed to reflect 1 year and is included in Amendment 2 to the solicitation.

52. Reference 3.1.1 L. Project Manager, Knowledge, Skills and Abilities L. Documentation of manager or supervisory training certification.

--Please clarify specifically what kind of certification is required. Are you referring to PMP Certification?

A: Evidence the PM has been a manager and or supervisor in previous experience. This information could be in a resume. No training certificate is required.

53. Reference 3.1.2 L. Financial Services Technician, Knowledge, Skills and Abilities J. Possesses a High School diploma or equivalent, at a minimum.

--Please confirm high school diploma is the ONLY qualification requirement for the Financial Services Technician.

A: Yes, high school diploma is the only qualification requirement for FST.

54. Reference Unique Entity Identifier – pg. 18 of 62

(j) Unique entity identifier. (Applies to all offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The Offeror shall enter, in the block with its name and address on the cover page of its offer. According to SAM, a new unique entity identifier based on FAR Case 2015-022, Unique Identification of Entities Receiving Federal Awards is not needed. We were advised the federal government does not intend to move away from utilizing DUNS Number to uniquely identify entities receiving federal awards.

--Consequently, please confirm such information will not be needed as long as a DUNS Number is provided when submitting proposal.

A: Offors must have and provide their Cage Code, DUNS number from Dunn & Bradstreet, and be registered in the System of Award Management (SAM).

55. Please tell me the response date. In RFP it says March 30th but on Fed biz it says April

27th ?

A: The RFP due date has been extended under Amendment 1 to 11 May 2018, due by 2:00 p.m. MST

56. Is this a new requirement ? If not can you tell us who currently is doing the service ?

A: This is a follow on contract. Current contractor is P3S Corporation.

57. Is the commencement date of contract March 2019 ?

A: Period of Performance will start 26 Mar 2019.

58. Lastly, can our response be done via email? (Hard copies are mention in RFP just wanted it clarified) ?

A: Emails will not be accepted.

59. Page 20, Volume II Past and Present Performance. Q: Will the government accept Contractor Performance Assessment Reporting System (CPARS) evaluations in lieu of Past Performance Questionnaire?

A: No.

60. Page 21 “Provide no more than six (6) of the most relevant contracts performed for Federal agencies and commercial customers within the last five (5) years”. Q: Is there a minimum number of relevant contracts required?

A: No. Submit 0-6 but no more than 6.

61. Page 20, Does the offeror need to include the entire RFP in Volume 1 or just the Form 1449, signed amendments, if any, and the completed bid schedule?

A: Refer to the 52.212-1 and 52.212-2 Addendums for what is required to be included in each Volume. Include the entire RFP.

62. Page 20, If SAM registration is current, is the Offeror required to submit Reps and Certs with the solicitation response?

A: Yes. Offeror is required to submit filled out Reps and Certs and other required documents mentioned in 52.212-1 and 52.212-2 Addendums.

63. PWS, page 4 of 13 states “contractors shall work 8 hours per workday equaling 40 hours per work week. Normal work hours shall be between 0600 and 1800”. Q: Is the Offeror required to provide coverage 12 hours per day?

A: The AFFSC has various schedules beginning as early as 0600 and ending as late as 1800. The expectation is for contractors to work 8 hours per day within the time period.

64. Page 52, 52.222-42 Statement of Equivalent Rates for Federal Hires – Does the Government want the bidder to utilize Accounting Clerk III as the Employee Class or are we free to substitute another employee class that meets the identified qualifications?

A: Use Wage Determination (WD) 2015-5367 (Rev. 8), Occupation Code 01013 – Accounting Clerk III.

65. #2--Security clearance requirements (PWS section 7.2.1, pg 9 of 13). It is not clear if the staff needs an active secret clearance. It says “employees will not be indoctrinated in JPAS”. Please clarify.

A: On-site contractor personnel are required to be able to pass a Secret clearance status but will be granted a Favorable status. Contractor personnel will not be indoctrinated in JPAS showing a Secret clearance status.

66. In working the PPQ Letter to our customer we noticed that the PPQ Letter (Attachment

5) instructs the person completing the PPQ to sign it in the space provided, however, there is no designated place for the signature on the form (Atch 6). Question-Is the signature required from the customer? If so, where do they sign on the form?

A: The Respondent can sign under the Respondent Information as an option for a place for signature. As long as the Respondent fills out the PPQ and emails it to us directly, that will be sufficient.

C. The response date for receipt of proposals and questionnaires of 11 May 2018, 2:00 pm (MST) as revised under Amendment 1 remains unchanged.

D. Per request for proposal requirements, please mail your proposal to reach 28 CONS/PKA no later than 2:00 p.m. Mountain Standard Time on 11 May 2018.

BERNARD CLEMENS

Contracting Officer