Atth_7,_Awds_&_Decs_Questions_and_Answers_12_May_17.docx

FA4803-16-R-0005

Amendment 2 Attachment 7

QUESTIONS WITH ANSWERS

12 May 2017

Questions and Answers: USAFCENT Awards and Decorations Services

Question 1: What is the Government’s estimate regarding Level of Effort on program?

Answer: Appendix 5 of the Performance Work Statement (PWS) provides an estimated workload.

Question 2: How many FTE’s and what are the associated labor categories on the current contract?

Answer: This is proprietary information. However, you may contact the incumbent, Alutiiq Diversified Services, LLC.

Question 3: The Evaluation Factors include “Sub-Factor 1. Personnel Qualifications and Management Plan”, but no key personnel are identified nor are any resumes requested. What personnel does this refer to and how will it be evaluated.

Answer: The Government is not requesting resumes due to the fact that the Government is not directly hiring contractor personnel—this is a non-personal service. The Management Plan should address the general qualifications for hiring of personnel to staff the Decorations Processing Unit.

Question 4: Has a contractor performed similar work to this for the Government in the past?

If available, please provide the incumbent contract number.

Answer: The service is currently being provided by Alutiiq Diversified Services, LLC under a Bridge contract number FA4803-17-P-0005. The previous (expired) contract was also performed by Alutiiq Diversified Services, LLC under contract number FA4803-11-C-0006.

Question 5: If you are unable to provide a contract number, is it safe to assume this is a new requirement for the Government?

Answer: This is not a new requirement.

Question 6: What is the name of the incumbent contractor, the contract number, contract value and period of performance for the current contract?

Answer: The service is currently being provided by Alutiiq Diversified Services, LLC under a Bridge contract number FA4803-17-P-0005. The contract value is $679,698.94 for a 3-month base and a 3-month option period (6-months total). The previous (expired) contract was also performed by Alutiiq Diversified Services, LLC under contract number FA4803-11-C-0006. The contact value was $6,786,439.00 at time of award. The performance was for a base plus four (4) option years.

Question 7: Section 1.2.1 of the PWS calls for a “contractor procured and maintained database program certified for use on Government computer networks”. Two questions: 1) Can the government provide a list of certified database programs that would be acceptable for this requirement? 2) Will the Government install this database program on computers used by the contractor?

Answer: The Government will provide the database. All updates relative to the database will be provided by the Government.

Question 8: Section 3.3.3 of the PWS states that the “Government shall provide twenty-three (21) regular telephone lines. Please verify number of regular telephone lines provided for this effort.

Answer: This is an error in the PWS that will be corrected in the forthcoming Amendment 0002 to the solicitation. The Government shall provide the necessary number of phone lines relative to the number of contractor employees.

Question 9: Section 8.2.5.1, page 19 of the RFP states “this sub-factor further examines the contractor’s proposed manning levels for Senior Controllers and Technical Controllers (Reference PWS Section 1)”. These titles do not appear in section 1 of the PWS. Please clarify.

Answer: This is a typo in the RFP, these titles do not appear in the PWS. The RFP will be updated in the forthcoming Amendment 0002 to the solicitation. Note: This information is necessary for the Government to evaluate your proposed staffing approach.

Question 10: What are the labor categories and mixture of personnel currently being used to provide these services?

Answer: This is proprietary information. However, you may contact the incumbent, Alutiiq Diversified Services, LLC.

Question 11: DD Form 254 indicates that this is not a follow-on requirement. However, PWS Section 1.4 indicates that a thirty (30) day phase-in period will be included for this effort to allow the incumbent contractor and the incoming contractor to coordinate activities. Please clarify.

Answer: The DD Form 254 is in error which will be corrected in the forthcoming Amendment 0002 to the solicitation. This is a follow on contract. The 30-day transition period is necessary to ensure a smooth transition between incoming and outgoing contractors.

Question 12: With regard to past performance relevancy & recency, will the Government accept personnel experience as a citation in lieu of company past performance?

Answer: Past performance is the collective experiences and knowledge of the company overall.

Question 13: Attch_1_PWS Pg. 3 Section 1.1 – Can the Government clarify what is meant by the requirement “establishing a customer service capability”?

Answer: Per the PWS, 1.1, the Contractor shall establish the capability to provide the necessary customer service (both internal and external to the Decorations Processing Unit) with the ability to answer decoration processing questions.

Question 14: Attch_1_PWS Pg. 3 Section 1.1 – Historically, how many internal and external communications are received per day? How long does it take to process a communication?

Answer: A specific number of daily incoming communications cannot be stated with any accuracy. The numbers are relative to the rotation schedule in the Central Command Area of Responsibility (CENTCOM AOR). Historically, the number of communications have been higher during the months of Jan, Apr, Jul & Oct. Although each communication is different all communications will be answered in a timely manner, usually within 24 hours from receipt.

Question 15: Attch_1_PWS Pg. 3 Section 1.1.1 and 1.1.4 –

a. What consumable supplies and materials will the contractor need to provide?

Answer: Per the PWS, Sections 1.1.1, the Contractor will provide administrative office supplies and materials to include, but not limited to: copier paper, toner, staples, tape, envelopes etc.

Answer: Per the PWS, Sections 1.1.4, the Government will reimburse the Contractor for all decoration elements, certificates and binders per the PWS.

b. Historically, what are the quantities needed of each item?

Answer: A definitive number is not available. It differs based on the daily workload.

c. To enable offerors to prepare quotes, please provide a list of items and quantities provided by the contractor that are not included as part of CLIN 0002 Reimbursable.

Answer: A definitive number is not available. It differs based on the daily workload and because these are provided by the Contractor, it is not be known by the Government.

Question 16: Attch_1_PWS Pg. 3 Section 1.1.2 – “Stock of blank forms” –

a. Does the Government provide the blank paper forms?

Answer: No, the Contractor is responsible for maintaining an appropriate number and type of blank forms. Unfortunately, a specific number is not available but may be estimated using the workload estimates.

b. If not, please provide details of requirements for forms, i.e. paper quality, paper size, paper color, etc.

Answer: All required forms will be reproduced from standard copier paper (8.5x11) using white & yellow stock.

c. Historically, how many forms does the contractor need to provide per period of performance?

Answer: The number of required Certificates and Citations is relative to the total amount of decoration submissions, to include any waste from making corrections of errors.

Question 17: Attch_1_PWS Pg. 3 Section 1.1.3 Product Support – “Table 3.1” – We cannot find Table 3.1 in the PWS or RFP. Can the Government please provide Table 3.1?

Answer: Table 3.1 in the PWS is erroneous and does not apply to this solicitation. This reference to Table 3.1 in the PWS will be removed in the forthcoming Amendment 0002 to the solicitation.

Question 18: Attch_1_PWS Pg. 13 Section 4.1.14.1 – “The contractor shall immediately report to the COR or Program Manager any occurrences of lost or duplicated keys.” Is the referenced Program Manager a Government Program Manager or Contractor Program Manager?

Answer: The Government Program Manager.

Question 19: Attch_1_PWS Pg. 14 Section 4.3.1 – Training Table – Course Length for Information Assurance refers to “2 hours annually via CBT.” Can the government clarify what “CBT” stands for?

Answer: Computer Based Training. This acronym will be added to Appendix 1 of the PWS in the forthcoming Amendment 0002 to the solicitation.

Question 20: Attch_1_PWS Pg. 16 Section 4.4.3 – “(including possible overtime)” – In the event there is overtime required, how will this cost be handled? Is overtime authorized for this contract?

Answer: Overtime will not be required. The PWS will be updated in the forthcoming Amendment 0002 to the solicitation.

Question 21: Attch_1_PWS Pg. 27 Appendix 5 – Workload estimates do not provide sufficient information to determine level of effort needed to support the work. Also, the workload estimates amounts are down in 2015.

a. Can the Government provide the workload estimates for 2016? And expected workload estimate changes for the period of performances in the solicitation?

Answer: The workload estimate(s) are approximately the same.

b. Are workload estimates expected to stay at 2015 levels or increase during the contract period?

Answer: The Government cannot provide a definitive answer due to changing mission requirements.

c. Can the Government provide the historical level of effort (full-time equivalents) to perform the work?

Answer: The level of effort is relative to the number(s) of decoration submissions. The Government is unable to provide a number of full-time equivalents because this is proprietary information. However, you may contact the incumbent, Alutiiq Diversified Services, LLC.

d. How will the cost of handling any surge or increase in Boards be handled?

Answer: Historically this has not been an issue. The award resulting from this solicitation will be a firm-fixed price contract.

Question 22: Attch_1_PWS Pg. 28 Appendix 5 - Assuming that the second table listed on Appendix 5 page 28 of the PWS lists the Impact Decorations mentioned in PWS 1.3.3, are these submitted and approved numbers included in the first table of logged and processed? Or are these in addition to?

Answer: They are included in the Workload Estimates.

Question 23: RFP Pg. 3 CLIN 0001, 1001, 2001, 3001, 4001 “The Contractor shall furnish nonpersonal services to include personnel, supervision, management, transportation, and materials….” The PWS Section 3.3.7 Transportation states “The Contractor may use Government base transportation, i.e. taxis, buses, are available, to conduct business required by this contract.”

a. What transportation will the Contractor need to provide to support the PWS?

Answer: The Contractor does not need to provide any transportation.

b. Are vehicles required? If so, please provide details for required vehicles.

Answer: No, there is no need for the Contractor to provide any transportation vehicles.

c. Will the contractor be required to transport Government personnel?

Answer: No, the Government will provide transportation as needed.

Question 24: RFP Pg. 4 CLIN 0003, 1003, 2003, 3003, 4003 – Refers to PWS paragraph 4.4.4.3. – The PWS does not contain a paragraph 4.4.4.3 – Can the Government please provide?

Answer: This is an error in the Solicitation, Standard Form 1449. The correct PWS reference should be paragraph 4.4.4.2. The affected CLINs on the Standard Form 1449 will be corrected in the forthcoming Amendment 0002 to the solicitation.

Question 25: RFP Pg. 17 Section 7.3 Proposal Format – Does the Font Size apply to tables?

Answer: No, the font size does not apply to charts, i.e., Workload Manning Charts, etc. However, the font size must be reasonable and easily readable as specified in the RFP.

Question 26: RFP Pg. 18 Section 8.2.5 Can the Government provide clarification on what is meant by “The offeror shall describe the performance standards that have been established in each area and explain how performance standards will be met”? Since the Government provides performance thresholds in the Service Summary, what does the offeror need to establish?

Answer: Each offeror shall describe how the performance standards will be met based upon the performance thresholds as specified in the SS of the PWS.

Question 27: RFP Pg. 19 Section 8.2.5.1 “This sub-factor further examines the contractor’s proposed manning levels, for Senior Controllers and Technical Controllers (reference PWS Section 1), personnel mix, and the duties and responsibilities of the Site Manager/Team Lead.” There is no reference to Senior Controllers and Technical Controllers in PWS Section 1.

1. Can the Government provide clarification on which subsections of PWS Section 1 these labor categories apply to?

1. Answer: This is a typo in the RFP, these titles do not appear in the PWS. The RFP will be updated in the forthcoming Amendment 0002 to the solicitation. Note: This information is necessary for the Government to evaluate your proposed staffing approach.

2. Can the Government provide the mapping to the Service Contract Act labor category for these positions?

2. Answer: The titles do not apply, therefore the labor categories are not applicable.

Question 28: RFP Pg. 19 Section 8.2.5.2 Sub-factor 2 requires offerors to provide a preliminary service interruption approach. Can the Government clarify if all positions on this contract are considered essential services?

Answer: Yes, but it depends on the type of interruption(s), i.e., natural disasters, equipment failures, employee disputes, etc., to include solutions to resolve them.

Question 29: RFP Pg. 35 52.222-42 Title – Can the Government provide the Service Contract Act Department of Labor categories that map to the Title and Employee Class listed?

Answer: This Clause is for informational purposes only and identifies the classes of service employees expected to be employed if they were employed by the contracting agency.

Question 30: Will the Government extend the due date by at least 5 business days to allow time for answers to questions and to allow offerors to prepare compliant responses?

Answer: The Government will extend the proposal due date. The forthcoming Amendment 0002 to the solicitation will include the new due date and time.

Question 31: RFP Pg. 18 Section 7.5 Copies and Page Limit - Will the government consider accepting electronic submissions in lieu of offerors sending paper copies?

Answer: No, electronic submissions will not be accepted.

Question 32: What is the number ‘processed’, as stated in Appendix 5, that the contractor must agree to process per year?

Answer: The workload estimate is approximately 30,000 annually.

Question 33: Will the Government consider adding an optional CLIN for additional manpower if the number ‘processed’, appendix 5, exceeds some threshold?

Answer: The award resulting from this solicitation will be a firm-fixed price contract based on the anticipated level of effort (workload estimate).

Question 34: Appendix 5 refers to number ‘processed’ as descriptive of workload without ever stating what ‘processed’ refers to explicitly. Can the Government please define ‘processed’ in terms of specific number of awards and decorations processed and number of specific awards and decorations processed.

Answer: The workload estimate is approximately 30,000 annually.

Question 35: Attch_1_PWS Pg. 4 Section 1.2.1 - In 1.2.1 what ‘contractor procured database’ is being referred to here?

Answer: The Government will provide the database. All updates relative to the database will be provided by the Government.

Question 36: Is the offeror required to price the ‘contractor procured database’ as stated 1.2.1?

Answer: The Government will provide the database. All updates relative to the database will be provided by the Government.

Question 37: Will the contractor be reimbursed for acquisition of the database as stated in 1.2.1?

Answer: The Government will provide the database. All updates relative to the database will be provided by the Government.

Question 38: Will the Government consider establishing a cost reimbursable CLIN for purchase of the database as stated in 1.2.1?

Answer: The Government will provide the database. All updates relative to the database will be provided by the Government.

Question 39: Can the Government assure offerors that the database can be acquired, purchased, licensed or otherwise be obtained?

Answer: Yes, the Government will provide the database. All updates relative to the database will be provided by the Government.

Question 40: The number of AFCAMs/AMs/BSMs/& Higher ‘approved’ as stated in appendix 5 has declined significantly in 2015 compared to earlier years. Has the number of individuals that need to have travel and visit arranged, 1.3.2 also declined?

Answer: Yes, the number of AFCAMs/AMs/BSMs/& Higher have declined and this has resulted in a decline in the number of boards which has reduced the number of individuals requiring travel arrangements. However, this is driven by the mission requirements in the AOR.

Question 41: What is the number of awards and decorations of each type in appendix 5, AFCAMs/AMs/BSMs/& Higher ‘approved’ for each period listed in the table?

Answer: The types of awards/medals is insignificant (and will fluctuate) it is the estimated numbers of all awards/medals that drives the workload.

Question 42: Attch_1_PWS Pg. 4 Section 1.2.2- In 1.2.2 The contractor is stated as having to ‘create’ a website. Does this mean that significant redesign of the entire website is part of the work contemplated here? How many times per month or per quarter is the website to be updated?

Answer: The Government has already created the website. The Contractor is responsible for maintaining and updating the website based only on changes, which could be daily, monthly or semi-annually as applicable.

Question 43: Reference: RFP 7.5 Copies and Page Limit. Discussion: Executive Summary shall be included in Vol I - Technical - limit is 2 pages.

Question: Please confirm the 2 page limit for the Executive Summary is in addition to the 25 pages for the Technical Volume?

Answer: Yes, the total number of pages is 25, which includes the 2-page Executive Summary.

Question 44: Reference: RFP 8.2.1. Table of Contents and RFP 9.5.1. Table of Contents. Discussion: A table of contents shall be included and each factor/subfactor shall be clearly marked and tabbed for easy reference.

Question: Please confirm that the Table of Contents does not count against the page limitations for their respective volumes.

Answer: No, the table of contents does not count against the page limitations.

Question 45: Reference: RFP 8.2.4 Cross Reference Matrix. Discussion: The offeror shall fill out the cross reference matrix indicating the proposal reference information as it relates to the RFP, PWS, and CLIN references found therein.

Question: Please confirm that the Cross Reference Matrix does not count against the page limitations for their respective volumes.

Answer: No, the cross-reference Matrix does not count against the page limitations.

Question 46: Reference: 10. Price Proposal (Volume III). Discussion: Instructions for Price Proposal.

Question: The instructions for the Price Proposal do not specifically request a Table of Contents, Glossary of Abbreviations and Acronyms, or Cross-Reference Matrix. Are those required/desired for the Price Proposal? If so, please confirm that they do not count against the page limitations for their respective volumes.

Answer: A Table of Contents is not required for the Glossary of Abbreviations and Acronyms, Cross-Reference Matrix or the Price Proposal. The Price Proposal shall include the Standard form 1449 and the Continuation Sheets.

Question 47: Reference: 14.8 Proof of Insurance. Discussion: Submit Copies of Proof of Insurance.

Question: Please clarify what Volume Copies of Proof of Insurance should be submitted.

Answer: The Proof of Insurance is a deliverable and will be a stand-alone document.

Question 48: Reference: RFP 8.2.5.1. Sub-factor 1. Discussion: This sub-factor further examines the contractor’s proposed manning levels, for Senior Controllers and Technical Controllers (reference PWS Section 1), personnel mix, and the duties and responsibilities of the Site Manager/Team Lead.

Question: Please clarify the reference to Senior & Technical Controllers?

Answer: This is a typo in the RFP, these titles do not appear in the PWS. The RFP will be updated in the forthcoming Amendment 0002 to the solicitation. Note: This information is necessary for the Government to evaluate your proposed staffing approach.

Question 49: Page 18, 8.2. Technical Contents, Will the Government please confirm that the Table of Contents described in 8.2.1, and the Cross Reference Matrix described in 8.2.4 do not count against the page limitation for the Technical and Past Performance Volumes?

Answer: The Table of Contents does not count against any page limitations.

Question 50: Attch_1_PWS Pg. 8 Section 3. 3. General states "Copying services shall be provided by the Contractor." Appendix 4 does not list copy machines as part of the Government provided equipment.

a. Is the contractor required to provide copy machines?

Answer: No, the Government will provide the copiers.

b. If so, what are the historical number of copy machines that need to be provided?

Answer: The Government will provide the copiers.

c. Is the cost of copy machines and cost of providing copies (paper, toner, etc.) included in the Reimbursable CLINS?

Answer: The Government will provide the copiers. The office supplies will be provided by the Contractor. The Government will reimburse ONLY for all decoration elements, certificates and binders per the PWS.

d. If not, can the Government provide historical estimates on the number of copies to be processed each 12 months and how many are black and white and how many are colored?

Answer: The Government will provide the copiers.

Question 51: Appendix 5 Workload Estimate Appendix 5 includes data from August 2011 through July 2015.

a. Can the Government provide the data from August 2015 to present?

Answer: The numbers are very close to the same.

b. Also, please clarify how the Government defines “logged” versus “processed”?

Answer: “Logged” is a submission received that needs to be returned for corrections. “Processed” is a submission that is worked through to completion.

Question 52: Section 3.1, Submission of Proposals, page 16 Will the Government accept electronic submissions of proposals or is hard-copy submission the only option?

Answer: No, electronic submissions will not be accepted by the Government.

Question 53: Section 5.1, Partner Arrangement, page 17:

a. Please clarify if a total of (4) past performance references are required for a joint venture or if (4) past performance references are required for each joint venture partner?

Answer: Offerors who intend to use a joint venture shall provide a list of four (4) references for each joint venture to include the contract number, point of contact (POCs) names and phone numbers. If this is the first time each party has been in a joint venture together then each must submit the four (4) references.

b. We assume this list is separate from the past performance information requirements detailed in section 9. Factor 2: Past Performance. Is that correct?

Answer: Yes, this is separate from the Past Performance (Volume II).

c. Where should this requirement to provide a list of contracts be included in the proposal submission? If this is required in Factor 2, will you please allow for additional pages to provide this information?

Answer: All documentation for joint venture references shall be a separate document.

Question 54: Section 9.4, Past Performance Relevancy This requirement states, “Offerors shall submit performance information on contracts they consider relevant to this effort. This information should include rationale supporting their assertion of relevance. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate.” Please clarify where offerors are to include this relevancy narrative in the PPI submission. Currently, no allotment for a narrative is provided in section 9.5, PPI Contents. If offerors are required to provide this narrative along with the Table of Past Performance Information Contract References required in section 9.5.3, can the Government please allow for additional pages in Volume II?

Answer: Offerors are to include PPI relevancy narrative in Volume II. Additional pages will not be accepted. Note: The Past Performance Questionnaires are not part of the page count.

Question 55: Section 9.5.4, PPQs: If CPAR or similar reports are available, and offerors are using these reports instead of a PPQ, should the CPAR and/or reports be included in the proposal submission? If so, are these items excluded from the page count for Volume II?

Answer: Offeror’s may submit copies of their CPAR Reports in lieu of PPQs. The CPARS do not count against Volume II page count.

Question 56: Section 14.8, page 22: Is the proof of insurance required to be submitted along with the contractor’s proposal or prior to the start of actual contract performance?

Answer: Proof of Insurance is required to be submitted along with the offeror’s proposal. This is a deliverable and will be a stand-alone document.

Question 57: Section 10.1 Instructions for Price Proposal and 10.1.1 Supporting Price Backup Data. The two referenced sections contain conflicting instructions on whether to provide the Support Price Backup Data. Please clarify if offerors should provide the Supporting Price Backup Data with their proposal submission or if the Government will request the data at a later date?

Answer: The offeror is not required to submit Cost and Pricing Data with their proposal. However, per Section 10.1.1, Supporting Price Backup data, the Government may request this information after receipt of proposals to verify pricing balance IAW FAR 15.404-1(g).

*End of Questions and Answers*