QandA HRMPF 27 June 2023.pdf

N o.

Document

RFP Section/

Paragraph Narrative (if applicable) Question Response

If Revision Required, Solicitation

Amendment Included

On

1 PWS 5.6 Please confirm that the IPT meeting notes are due 1-2 business days post-meeting. PWS did not specify, revised section 5.6 Amendment 01

2 PWS 10.1.2 Does consumable office supplies supplied by the contractor include paper? Paper will be provided by the Government. Section 10.1.2 updated Amendment 01

3 PWS 4.5.1.2.11 Since the number (4.5.1.2.11) is lined out, is this section meant to be removed? This was an error, the solciation posted on May 26th included the revised

PWS where this was corrected

4 PWS 6.2 Please clarify the difference between an overtime request versus a surge request. Surge is when additional hours are required and the process outlined in section 6.2 must be followed. References to overtime have been removed.

Amendment 01

5 PWS 6.2 Is there an anticipated number of surge requests per year? No. A surge CLIN is part of the contract and will be negotiated as needed.

6 HR+MPF+PWS+5+

May+23+-+DRAFT

(PWS)

page 25, section 8.2 Security Clearances: The Contractor must possess or obtain a facility security clearance at the level SECRET prior to performing contract work

If an offeror responds to this solicitation and they are lacking a security clearence, will this be evaluated as unfavorable by the Government?

52.212-1 Addendum, Section 9.6 states "Offerors shall possess or acquire a facility clearance equal to the requirement on the DD254 without additional authorization (i.e. National Interest Determination (NID)) by the proposal due date. If an Offeror does not have the required clearance at the time of proposal submission, the proposal will not be evaluated and is not eligible for award."

7 PWS page 25, section 8.2 Security Clearances: The Contractor must possess or obtain a facility security clearance at the level SECRET prior to performing contract work

If an offeror does not currently possess a facility security clearance at the level SECRET, will the government provide sponsorship to an awarded offeror?

See question 8 response

8 General Question 4.0 Task Requirements (Roles) Are all 61 positions listed considered to be full time positions that work 40 hours per week?

All positons are full time. The PWS, section 7.16, states operational hours and work week requirements.

9 General Question 4.0 Task Requirements (Roles) Are any of the 61 positions listed considered part-time? See quesiton 10 response

10 PWS page 3, section 4.0 Table 1.0 Core and Optional FTE The OC Code 14160 is titled "Personnel Computer Support Tech/Cyber Liason8". Can the government please clarify the reference to numeral 8?

The number 8 is a typing error.

11 PWS page 3, section 4.1 .2. Requirements for all Contractors. Contractor personnel sh Section refers for Contractor to contiplate surging customer loads and other unanticipated constraints not within the control of the Contractor. Can the government please provide an inclusive list of the "other unanticipated constraints"?

No, the Government cannot anticipate all "unanticipated events."

12 PWS page 13, section 4.5 4.5.1.9. Section refers to Contractor providing system administration support and troubleshooting of all components. Can the government please define the tasks associated with the "system administration support and troubleshooting of all components"?

A system administrator maintains, installs, and upgrades computer software programs and ensures that these programs function within an organization's information technology (IT) network, perform testing, routine quality analysis of computer systems and are also responsible for implementing security protocols as required. System administrators also respond to client queries and help customers troubleshoot and resolve computer and network issues.

13 PWS page 22, section 7.0 7.13.1. Transition-In Section refers to a transition period of 30 calendar days for Contractor personnel asign to all locations listed in this task order. Can the government please clarify if the incoming Contractor will have the ability to invoice for the 30 calendar day Transition-In period?

Yes, CLIN 0010 accounts for the 30 day transition.

14 PWS page 24, section 7.0 7.17. Operational Hours The PWS provides an example that states "the MPF may close one weekday afternoon but open

Saturday morning. Surge compensation does not apply to these flexible hours that take place within a

40-hour workweek". Can the government please clarify the Saturday morning working hours?

Additionally, this section refers to "surge compensation". Can the government please clarify when

"surge compensation" is applicable?

See Revisions to PWS, sections 7.17 and 6.2

15 PWS page 24, section 7.0 7.18. Emergency or Special Event Services Section 7.18. refers to additional workload shall be necessary when coordinated through the COR and

CO. Can the government please provide examples of "emergency or special event services" that may be required by Contractor personnel?

No

16 PWS page 29, section 10.0 10.2.2. Office Supplies Section 10.2.2. refers to the Contractor shall provide all consumable office supplies (pencils, pens, staplers, etc.). Can the government please provide an inclusive list of the consumable office supplies that

Contractor is required to provide?

No.

17 PWS page 31, section 11.0 11.3. In-House Training Section 11.3. refers to the Contractor shall attend and conduct in-house training to all Contractor employees during the regularly scheduled training session for those activities/duties that are the sole responsibility of the Contractor. Can the government please provide the curriculum that Contractor is required to provide training to Contractor personnel? Additionally, can this "In-House Training" be conducted virtually and will this "In-House Training" be billable by the Contractor and paid by the government for each employee's training participation?

The contractor is responsible for deciding how to conduct in-house training. The costs of the training is not a separate billable CLIN.

18 PWS page 34 ppendix B Monthly Metrics Report (MMR) Deliverable CriteAppendix B includes multiple tables that represent "Customer Service Outputs" with the respective

"Performance Requirement". The "Performance Requirement" in certain instances, represents same day to a range of within 1-10 business days or a certain number of hours/duty hours. In certain instances circumstances may occur outside of Contractor personnel's control, such as reliance on information by other third parties, which would hinder Contractor's personnel meeting certain "Performance

Requirements" in specific instances. Therefore, can the government please clarify the performance requirement that would be required by Contractor's personnel when such instance may occur?

Performance requirements are as stated and were dervied to meet mission requirements.

19 PWS page 3 Table 1.0 Core and Optional FTE Will the Governemnt please clairify or further explain the "Optional (unexercised) per location" FTE noted in Table 1.0 Core and Optional FTE? PWS revised at section 4.0 Amendment 01

20 PWS page 3 Table 1.0 Core and Optional FTE Table 1.0 lists the number of Full-time Equivalent (FTE) positions, will the Governemnt allow these positions to be filled by part-time employees?

No.

21 PWS page 2 2.0 Scope and Objectives Can the Government provide estimates on the volume of transactions for each system (DEERS, RAPIDS, ARMS, DCPDS, CAC, and Awards programs) by location?

This data is not avaialble.

22 PWS page 9 1.26 Military Awards and Decoration Administration SubtaskWill the Government clarify any differences in 4.4.1.26 Military Awards and Decorations Admin.

Subtasks and Section 4.3.22 with the same title?

Both PAI and PAII are responsible for this task and listed under both positions.

23 PWS page 10 4.4.1.28 Site Security Manager Subtasks

Section 4.4.1.28 Site Security Manager Subtask notes that two (2) site security managers for each

RAPIDS site are required. Will the Government clarify if each (of the 2) site security managers is to be a

PAII, as this is listed under section 4.4 for PAII and only one PAII is listed in Table 1.0 per site.

Additionally, will the Government clarify if both shall be on-site or is the second position utilized more as a backup role?

IAW PWS section 4.3.1.25 the PAII is the Primary SSM and the PAI shall be a back-up. IAW PWS Section 4.4.1.28 "One SSM must be physically avilable on site at all times during RAPIDS operations…"

24 PWS page 10 4.4.1.28. Site Security Manager Subtasks

Section 4.4.1.28 requires site security managers for all RAPIDS operations. Will the Government clarify which locations/sites are RAPIDS operations, or how/when RAPIDS operations take place? All locations have RAPIDS stations.

25 PWS page 11 4.5.1.2.7 MilPDS Subtasks

Section 4.5.1.2.7 notes accuracy percentages, will the Government clarify any penalties or needed actions if percentages fall outside the desired levels? Refer to PWS section 9.0

26 PWS page 18 5.6 Integrated Progress Team (IPT) Minutes

Section 5.6 Requires a Program Manager, will the Government clarify if this position is in addition to the

FTEs in Table 1.0? If so, is this Billable?

Section 5.6 revised to include "Contract Program Manager" - the offeror should decide how this requirement will be fulfilled and propose accordingly. Amendment 01

27 PWS page 19 5.8 Trip Report

Section 5.8 requires trip reports due in 2 business days, would the Government consider extending this to 5 business days to accommodate the completion and/or review before submittal? Yes, PWS section 5.8 has been revised Amendment 01

28 PWS page 19 5.9 File Plan

Section 5.9 File Plan requires the management of inherited/transferred records. Please confirm that these are electronic files and that no proprietary software is needed, or that appropriate access will be granted to the contractor.

The Government confirms these are electronic files and require no software. Contractors will be granted access by the Government.

29 PWS page 19 5.9 File Plan

Section 5.9 Identifies a Record Manager, will the Government clarify if this position is in addition to the

FTEs in Table 1.0? If so, is this Billable?

Section 5.9 was updated to specify that a records manager need to be appointed for each site.The offeror should decide how this requirement will be fulfilled and propose accordingly. Amendment 01

30 PWS page 22 7.12 FTE at Contract Start

Section 7.12 FTE at Contract Start, requires the contractor to have all personnel available at the contract start date. However, Section 5.2 Hiring Status Report appears to outline a hiring process after the contract start date, please clarify.

PWS 7.12 reference the expectation that the contractor will have all positions filled on the start date of the contract. Section 5.2 is in reference to vacant positions and the timeline it takes to fill.

31 PWS page 23 7.17 Operational Hours

Please confirm the Operational Hours, Section 7.17 are 7:30 am to 4:30 pm local time for each location and time zone?

Section 7.16 speifices operation hours and is according to each location and time zone.

32 PWS page 25 8.8 Security Manager Appointment

Section 8.8 Identifies a Security Manager, will the Government clarify if this position is in addition to the

FTEs in Table 1.0? If so, is this Billable?

PWS revised to specify "Security Assistant." Paragraph 8.6 states " … may be a fulltime position or an additional duty position." Offerors should decide how this requirement will be fulfilled and propose accordingly. Amendment 01

33 PWS page 30 11.1 RAPIDS Training

For the RAPIDS Training, Section 11.1, requires personnel to attend. Please clarify if it is personnel from all locations that hold that title or just the location holding the training? Just the location holding the training is required to participate.

34 Draft RFP page 2 Section 4.0 How many of each of the 4 positions are currently vacant and at what locations? Due to the contract type, the Governemnt does not have this information.

35 Draft RFP Page 14 Section 4.5

Does the current contract require a secret clearance and if so what positions? If not, are we correct in assuming only the Computer Systems Analyst II and the Personal Computer Support Tech/Cyber

Liason are the only positions requiring a secret clearance?

See PWS Section 8.2 for security clearance requirements

36 Inquiry regarding incumbent/contract number

Request identity of current/incumbent contract number(s) under which the subject services are performed

Current contract number is FA489019CA004 with Red River Science and Technology

37 Attachment 3PPQ

The following note is included on attchment 3: "Note: If offeror holds or has held other contracts with your agency/organization in the last three (3) years, please complete separate Past Performance Questionnaire forms for those contracts as well."

Can the Government provide clarity regarding the PPQs requested from potential offerors? Per the note captured in the Past Performance Questionaire, is it the Government's intent to request additional past performance questionaires for all contracts for an offeror/team member that have been held with a particular agency/organization, even if those contracts were as a subcontractor to the same prime contractor?

PPQ's are meant to support the past performance information being submitted by the offeror. Request PPQ's be used to support the PPI information being submitted with a proposal. The attachment has been revised to remove the note. PPQ's do not have to be redone, based on this revision to the form. If the customer or agency has more than one contract they are providing a PPQ for, each contract must have it's own

PPQ.

Amendment 02

38 PWS 4.0 Page 2 Historically speaking, how many hours/months are the optional FTE's exercised per year on average?

Once an optional FTE is exercised, it stays on contract through the end of the current performance period it was exercised in as a full time employee.

No historical data is available.

38 PWS

Addendum to 52.212-

2- Instructions to offeror Paragraph 8.2

Could the governemnt clarify if the prime offeror must submit (2) reference or the (5) maxium reference total as a team?

Offerors shall provide no less than two (2) and no more than five (5)

PPI references. Offerors MAY proivde up to three (3) PPIs for EACH proposed subcontractor, proposed partner and/or proposed joint venture.

Attachment 5 MPF Base Year; MPF

Option Year 1

The period of performance for the MPF Base Year noted in row 4 and the MPF Option Year 1 row 3 overlap.

Would the government please amend?

Revision has been made with updated form attached to Amendment 3 Amendment 3

ITO 9.1 The offeror shall provide the proposed price for all Firm

Fixed Price (FFP) CLINs, Base, and all Option Periods, listed in Section 3 of the solicitation (Schedule of Supplies and Services (CLINS)). This section shall include all unit prices (if applicable) and extended amounts for all FFP

CLINS. Each offeror shall provide price data in the attached excel spreadsheet (Attachment 5).

Are offerors required to complete and submit both Attachment 5 and Solicitation Section 3?

Offerors are not required to fill-in section 3 of the solicitation, pricing is submitted on attachment 5.

ITO 9.5 The offeror shall provide information regarding the general financial condition of the firm and specific plans for financing the proposed contract. The offeror shall provide previous three (3) fiscal year-end financial statements.

In the event our JV has not had any contracts to date; is the JV still required to provide 3 years of financial statements or would it be preferred to have the managing partner of the JV provide 3 years of financial statements?

Unpopulated JV must submit 3 years of financial statements for all JV members. Amendment 3

ITO 8.8 The offeror shall provide an original consent letter for each proposed critical Sub-contractor or Teaming/Joint

Venture Partner using the format provided.

Is an unpopulated JV required to submit consent letters from the JV members?

Refer to Instructions to Offerors, Section 8.8, which provides that consent letters must be provided for JV members. Amendment 3

Solicitation

FA489023R0032

Page 26 FAR 52.232-18 Availability of Funds (Apr 1984)

Funds are not presently available for this contract. The

Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

The Solicitation says "Funds are not presently available for this contract…" Is this still true?

The Government is requred to add this clause when funds from the upcoming fiscal year (FY24) will be used to fund it and have not yet been appropriated.

Performance Work

Statement For Air

Combat Command

Human Resources

(HR)/Military Personnel

Flight (MPF)

Solicitation:

FA489023R0032

April 2023 and

ADDENDUM TO

52.212-1 -

INSTRUCTIONS TO

OFFERORS –

COMMERCIAL ITEMS

(Jan 2017)

PWS paragraph 4.0

TASK

REQUIREMENTS

(ROLES) and

INSTRUCTIONS TO

OFFERORS page 4, paragraph 5.7. Page

Limit.

N/A To adequately address each task and subtask listed in paragraph 4.0 of the PWS it will take more than the

15 page limit in our Volume I: Technical - Management Approach as required by the Instructions to

Offerors document. Does the Government expect each Task & Subtask to be individually addressed in

Volume I?

No. Please submit in accordance with the Instructions for Volume I -

Technical/Management Approach.

52.12-2 Addendum

Evaluation

3.2.3. Table 2 The NAICS code for this aquicition is 561110 , Office Administrative Services has been assigned for this opportunity. This NAICS code has a dollar threshold of 12.5 Million Dollars. In the evaluation

Criteria document, 52.12-2 Addendum Evaluation, it states that in order to score “Very Relevant”, you must have a contract of 10 Million or more. Seems as though this would restrict many credible and viable

Small Businesses. We respectfully request that the Government lower the $10 Million threshold for the

“Very Relevant” evaluation criteria to $5M.

No, the threshold will not be revised.

52.12-1 Instructions to

Offerors

8.2 Offerors shall provide information on a maximum of five

(5) contract references and no less than two (2), each with a separate PPI Sheet (Attachment 2), each no more than 5 pages, identifying active or completed contracts, either

Government or commercial, for each as prime.

In light of GAO rulings, please confirm that the Government will permit the use of sister, affiliated companies experience and past performance if a meaningful relationship is documented in a commitment letter?

The PPI Summary shall describe the role of offerors (Primes) and all subcontractors, teaming partners, affiliates, and/or joint venture partners deemed to be critical to the successful performance of this requirement. If submitting a reference for a subcontractor, teaming partner, joint venture, or a corporate division or affiliate related to the Prime, describe the nature and portion (percentage) of the work to be performed by the company referenced on the PPI, clearly define the relationship and how the company is critical to the successful performance of this requirement. For purposes of this evaluation, the "offeror" includes any joint ventures, subcontractors, affiliate, and/or teaming partners proposed as part of the prime contractor's team under this effort.

Amendment 3

Would the Goverment please exclude the meaningful letters from page count in the Past Performance volume? Dependent on question 46

52.12-1 Instructions to

Offerors

5.5 Font Size: Microsoft Office Word, Times New Roman, 12-

point font

Would the Government exclude the font requirements in the header and footer.

Please use the requirements in 5.5 for proposal formatting

52.12-1 Instructions to

Offerors

7.3.2.a The Offeror shall present a transition timeline Would the Government consider excluding the transition timeline from page count?

No, the transition timeline will be included in the page count.

PWS Section 4.1 What is the longevety (length of employment supporting this effort) of each employee at each site?

This information is not available to the Government.

51 PWS Section 4.0 What is the annual turnover rate at each site? This information is not available to the Government.

PWS Section 4.3 Has there been a Department of Labor Audit with the SCA Labor Categories and the requirements listed for each labor categories in the PWS? No, no audit has been performed.

Addendum

Evaluation.pdf

3.2.3 Relevancy for this solicitation is defined IAW with Table

2.Recommend the government accept customer service support from systems similar to DEERS, RAPIDS, ARMS, or DCPDS, i.e. personnel systems or systems handling

PII.

Considering the potential impact on competition, could you elaborate on the rationale behind the government's decision to require customer service experience specifically with the DEERS, RAPIDS, ARMS, or DCPDS? Are there alternative ways to ensure effective customer service without potentially limiting the pool of eligible contractors? The contractor believes this requirement unduly restricts competition and disproportionately favors incumbent contractors who have worked with these systems. This would allow the government to benefit from a broader pool of contractors.

The Government strategy will remain the same.

Addendum

Evaluation.pdf

3.2.3 Relevancy for this solicitation is defined IAW with Table

2.The past performance evaluation criteria including the minimum contract value thresholds, staff location requirements, and system requirements unnecessarily restrict competition and strongly benefit the incumbent.

Will the Government consider revising the relevancy evaluation criteria to create a more open and competitive environment?

The Government strategy will remain the same.

Addendum

Evaluation.pdf

3.2.3 In order to achieve "Very Relevant" rating, must the contractor meet four (4) of eight (8) reqiurements

AND offer a contract valued at $10M? For example, if the offeror demonstrates 4 of 8 and has a contract less than 10M is the highest rating the offeror can receive "relevant?" Proposals will be evaluated as stated in the solicitation.

Addendum

Evaluation.pdf

3.2.3 There are very few contracts requiring customer service support for the specific systems DEERS, RAPIDS, ARMS, and DCPDS.

Would the government consider accepting experience from personnel systems similar to these systems in lieu of these specific systems?

The Government strategy will remain the same.

57 Solicitation 9

Is it required to complete Supplies or Services & Prices or Costs on pages 3-11 of the Solicitation, or is completing Attachment 5 CLIN Spreadsheet itself sufficient? Please see response to question 40

58 Solicitation

Packaging and Marking

(Pg. 13) The Section Header is Listed, without additional text. The section appears to be blank. Will additional revisions include this section? No revisions are anticipated

59 Solicitation

Inspection and

Acceptance (pg. 14) The Section Header is Listed, without additional text. The section appears to be blank. Will additional revisions include this section? No revisions are anticipated

60 Solicitation

Special Contract

Requirements (pg. 25) The Section Header is Listed, without additional text. The section appears to be blank. Will additional revisions include this section? No revisions are anticipated

Addendum 52.212-1 /

Instructions ot the

Offeror

Standard Form 1449 /

Standard Form 30

Section 3.1 (pg. 2) indicates the offeror should complete

SF 1449 with the submission. Section 1.3 (pg. 1) indicates that the contractor should acknowledge all amendments by signing and dating Pag 1 of each SF 30. Please confirm that both forms are to be submitted in the Volume III - Price. Both forms can be submitted with the price volume

62 PWS 4.4

This paragraph describes the responsibilities of the PA II.

This "Site Lead" has a range of personal contact from within the section and outside the section, to include

Command Group leadership at some installations as well as responding to questions from the COR. The Site Lead is also the sole source of on-site leadership for the each of the

7 locations. Based on the SCA Directory of Occupations, a

PA II is not responsible for engaging anyone outside of their working group, which would eliminate the qualification of their being able to act as the onsite representative for the contractor to address questions by the COR. 4.4.1.1 is in line with either an exempt position or at minimum a PA III. We understand that Site Lead is not an SCA category.

Would the Government allow and consider the offeror technically acceptible if they proposed an alternate labor category that would be more in line with both the SCA Directory, as well as in keeping with the minimum Department of Labor requirments of paying personnel for the work work they are performing?

The Government cannot provide evaluations based on hypotheticals

Please review FAR 52.212-2 Addendum for Evlaution Criteria. Section

3.1 states the evaluation criteria for Factor 1.

63 PWS 4.5 and 4.6

Our team has completed extensive research on tech positions for contracts we currently have and others we have pursued across the country. The market for certified and experienced cyber and IT personnel is growing more competitive everyday. Since COVID the challenge has increased in recruiting and retaining the type of personnel being asked for in this contract. Can the Government tell us the atrition rate for these positions over the past 3 years? This information is not available to the Government.

64 PWS 4.5 and 4.6

Understanding the highly competitive nature for trained and qualified computer technicians and cyber profressionals, is the Government willing to consider alternate labor categories that would allow for greater recruiting and retention options across the 7 locations?

The Government cannot provide evaluations based on hypotheticals

Please review FAR 52.212-2 Addendum for Evlaution Criteria. Section

3.1 states the evaluation criteria for Factor 1.

65 Will the Government consider extending the proposal due date? The propposal due date will not be extended.

66 Attachment (5) Amendment (2)

In the process of filling out the latest attachment (5) amendment (2), the below was noted/ discovered.

In the latest Attachment 5 CLIN Spreadsheet rev 1; under the Summary Tab, Cell B20 is pulling the Base

Year total from the "MPF Option Year 1" Tab instead of the "MPF Base Year" Tab. Would the

Government please advise?

It is the offeror's responsibility to ensure all calculations and formulas are correct, if an error is found, please correct.

67 Attachment (5) Amendmnt (2)

In the process of filling out the latest attachment (5) amendment (2), the below was noted/ discovered.

Additionally in the same rev 1 spreadsheet, all the values are automatically shown to the nearest whole dollar. If the data that is to be entered has 2 decimal places, should the contractor use the increase decimal function in Excel to show the 2 decimal places on Summary tab of the spreadsheet?

As stated in para 9.1 of 52.212-1 "…For ease of administration, offerors shall round all unit prices of proposed FFP CLINs to whole dollar amounts before they are multiplied by the quantity. The unit price multiplied by the number of units shall equal the extended price of each

CLIN."

68 Attachment (5) Amendmnt (2)

Offerors are requied to use this spreadsheet to propose

CLIN pricing and calcuate Total Evaluated Price. Please input all unit costs in sheets 2-6, all others totals will populate, to inlcude the Smmay/Total Evaluated Price Sheet

It is the offeror's responsibility to ensure all calculations and formulas are correct. If errors are found within the form, please make your Contracting Officer aware once discovered. DO NOT ADJUST ANY GOVERNMENT

PROVIDED VALUES. Should the contractor forced / manuliplate attachment (5) in order to be compliant?

It is the offeror's responsibility to ensure all calculations and formulas are correct, if an error is found, please correct.

69 Solicitation Solicitation page (3)

Supplies or Services Costs Supplies or Services & Prices or Costs

Additional Information/Notes. There is no place to capture the option period (6) months price/cost. Could the government clarify?

The Summary Tab includes the six-month option cells that calculate from option year 4 pricing