AMENDMENT 2 - Questions and Answers - Solicitation FA558725Q0057.pdf

BEST-HRSM ReAcq - Solicitation FA558725Q0057

Questions and Answers

Question: Does the Government require the Offeror to submit Reps & Certs as an attachment or part of one of the Volumes? If so can the Government clarify in what format they would like the Reps & Certs?

Answer: Offerors shall provide FAR 52.212-3, Offeror Representations and Certifications— Commercial Products and Commercial Services (May 2024), as a separate section within their proposal submission.

• If the Offeror has completed the annual representations and certifications electronically in the System for Award Management (SAM.gov), the Offeror need only complete and submit paragraph (b) of the provision.

• If the Offeror has not completed the annual representations and certifications in SAM.gov, the Offeror shall complete and submit paragraphs (c) through (v) of the provision.

This document should be included as a distinct part of the proposal volume (not embedded within other volumes), clearly labeled as “Reps & Certs.”

Question: The solicitation requires a Contract Manager and an alternate to direct all performance for these mission-essential services. To ensure management stability and mitigate performance risk, would the Government consider designating these as Key Personnel positions?

Furthermore, to ensure the proposed management team is sufficiently qualified, we suggest amending the evaluation criteria for the Contract Management Plan (CMP) to include an assessment of the proposed Key Personnel's qualifications, such as requiring a minimum of eight years of relevant experience managing HRSM and/or BEST programs.

Answer:

To ensure management stability and mitigate performance risk for these mission-essential services, we request consideration for designating the Contract Manager and Alternate Contract Manager as Key Personnel, further suggesting the Contract Management Plan evaluation criteria be amended to include an assessment of their qualifications, specifically requiring prior relevant experience managing HRSM and/or BEST programs; this focused approach guarantees experienced leadership from the outset, minimizing disruption and ensuring consistent, high-quality performance for the Government. Prior to being hired, the PSM should have extensive experience with MilPDS, MPF Operations and functions, there is no way for HQ AFPC or the local MPF to train PSMs on how to be HR experts. If they do not have MPF work experience, there is little chance for them becoming effective PSMs. They must already know MilPDS and Air Force military HR programs. At a minimum, they should be familiar with the responsibilities in Table 4 of the FSS PSDG.

Question: The PWS requires extensive, hands-on expertise with a wide array of specialized Air Force systems, including MILPDS, CMS, PRDA, and OAS. Successful performance is directly dependent on the qualifications and prior experience of the personnel performing these technical duties. To ensure the contractor's team possesses the required day-one expertise, security clearance, and proper credentials to work in the United Kingdom, would the Government consider amending the technical evaluation to include a subfactor for Proposed Technical Staff Experience? This would provide greater assurance that an offeror has the necessary skills to meet the PWS requirements without a lengthy learning curve or risk to data integrity.

Answer: The Government appreciates the concern regarding personnel qualifications and recognizes the importance of day-one expertise with the systems identified in the Performance Work Statement (PWS). The solicitation requirements, including personnel qualifications and security clearances, are already addressed within the PWS and will be evaluated in accordance with the stated evaluation criteria. At this time, the Government does not intend to amend the technical evaluation to add a separate subfactor for Proposed Technical Staff Experience.

Offerors should ensure their proposals clearly demonstrate how their proposed approach and personnel meet the PWS requirements and are capable of performing the work upon contract start.

Question: This solicitation is a reacquisition of a mission-essential service with a history dating back to 2002. An offeror’s demonstrated history of successfully performing work of similar scope and complexity is a critical indicator of their ability to meet the Government's requirements. Under the current Lowest Price Technically Acceptable (LPTA) methodology, this key information cannot be considered. To better mitigate performance risk, would the Government consider changing the source selection methodology from LPTA to a Best Value Trade-Off that includes Past Performance as a significant evaluation factor?

Answer: The Government acknowledges the importance of demonstrated experience and past performance in mitigating performance risk. However, the acquisition strategy for this requirement is to use the Lowest Price Technically Acceptable (LPTA) source selection methodology. The solicitation is structured so that technical acceptability will ensure Offerors demonstrate the ability to perform the requirements as outlined in the PWS. Therefore, the Government does not intend to amend the evaluation approach to include a Best Value Trade- Off.

Question: Under Appendix C of the PWS paragraphs 4.2.1 and 4.3.7 are mentioned but do not exist within the PWS. Could the Government clarify what PWS paragraphs these requirements are IAW?

Answer:

• The contractor must designate employees to become qualified to instruct the Air Force Training Course (AFTC) during the contract 30-day transition period to include the duration of this contract.

• The contractor shall provide a roster of all employees working under this PWS to the CO no later than 10 working days prior to contract start.

Question: Are there margin or font requirements for proposal volumes?

Answer: Unless otherwise specified in the solicitation, the Government does not prescribe specific margin or font requirements for proposal volumes. Offerors should ensure their submissions are legible, professionally formatted, and easily reviewable by the Government evaluation team. If formatting requirements are later determined to be necessary, they will be issued via amendment to the solicitation.

Question: Does the Government want a management structure physically located in the UK?

Answer:

Yes, the Government wants and requires the employees physically present in the UK and embedded in the HRSM and BEST at work centers on both bases.

Question: What software qualifications are necessary for this software maintenance? Will software coding be required, or will the contractor for this effort only be required to install software updates sent by AFPC? If software coding will be required, what level of training will contractor personnel require to be granted system administration access permissions, and how many HRSM personnel require this level of training for all locations?

Answer:

Coding is not required. Software updates are coordinated with HQ AFPC and local IT departments. All HRSM personnel assigned (2 per base) are required to be trained. Prior to being hired, the PSM should have extensive experience with MilPDS and MPF Operations and functions as there is no way for HQ AFPC or the local MPF to train PSMs on how to be HR experts. Without previous MPF work history, there is little chance for them to become effective PSMs. They must already know MilPDS and Air Force military HR programs. At a minimum, they should be familiar with the responsibilities in Table 4 of the FSS Execution PSDG. Upon appointment, they will have access to a library of resources and will have to take the initiative to review these resources.

Ongoing training consists of:

• Recurring IHT with DPOBS (currently 2d\4th Wednesdays at 0800\1700CST via the PSM Team

• Recurring Boot Camps o OAS – Training for new OAS users, this is offered 3-4 times a year o MilPDS Print – Training is for any PSM who wants to use M365 resources to deliver MilPDS print, relieving them from having to manage EOM o Ad Hoc Training – When necessary AFPC\DPOBS will offer on-demand training when required due to significant system or policy changes

Question: How many personnel at each location will require a Secret Clearance to satisfy mission requirements? Will all BEST positions require Secret Clearance?

All positions advertised in this contract will require a Secret Clearance.

Question: Does the Government envision an Economic Price Adjustment clause to address potential significant changes in the exchange rate, minimum wage rates, or inflation?

Answer: The Government is not including an Economic Price Adjustment (EPA) clause in this acquisition. This requirement will be awarded on a firm-fixed-price basis only.

Question: Is there a minimum time before backfill needs to be provided? Can personnel provide cross-coverage services?

Answer:

At a minimum backfills need to be provided within 60 days. Cross-coverage between RAF Lakenheath and RAF Mildenhall’s HRSM personnel is authorized only for short periods as directed by MPF Leadership and discretion when agreed between MPF leadership at each base and on a case-by-case basis typically not to exceed 14 working days.

Question: Can the Government clarify that work hours should not exceed 40 hours a week?

Yes, normal hours should not exceed 40 hours a week. Under special circumstances they may be asked to carry out mission essential tasks outside of normal hours on a case-by-case / emergency basis.

Question: Given the solicitation is FFP, can the Government add a not-to-exceed travel CLIN so travel may be billed separately as appropriate? Or can the Government confirm the current CLIN pricing should not include travel expenses?

Travel expenses are the responsibility of the company.

Question: Section 1.2.2 requires contractors to account simultaneously for holiday hours, annual leave, and sick leave for all positions. This appears to require duplicate staffing or bench personnel to ensure uninterrupted coverage, which significantly impacts cost and seems inconsistent with an LPTA award strategy. Can the Government please clarify whether the intent is truly 100% simultaneous coverage at all times, or if the requirement is simply to ensure services are not interrupted? We recommend clarifying the language to state that the contractor shall ensure uninterrupted services, with reasonable accommodations for standard annual leave, holidays, and sick leave, provided mission requirements are met in coordination with the Government. If the latter, can the Government specify the allowable backfill timeframe for contractor personnel absences?

Answer:

Yes, the Government expects simultaneous support at both RAF Lakenheath and RAF Mildenhall within HRSM and BEST. At each base, both HRSM support members should not be out at the same time to ensure services are not interrupted.

Question: The scope states that personnel will be provided for HRSM services at RAF Lakenheath and RAF Mildenhall and for BEST services at RAF Lakenheath. However, the pricing schedule lists both services at both bases. Would the Government clarify which services will be needed at which base?

Answer: The services of the BEST and HRSM positions will be required at both RAF Lakenheath and RAF Mildenhall.

Question: Section 1.3.1.6 requires that new PDS accounts be established only for authorized users, with no unauthorized users on the system, and sets the AQL at 100%. While we understand the requirement for strict account management, contractors do not oversee IT system security or external cyber threats. Can the Government please clarify whether this requirement is limited to contractor-controlled account management actions?

Answer:

Yes, this HRSM requirement is limited to the contractor supported Personnel Systems management. IT support is a separate function outside of this contract.

Question: Section 1.3.1.14/1.3.1.15 requires the contractor to ensure PDS availability during duty hours or immediately notify the MPF/CC or designated representative of system non-availability, with an AQL of 95% of the time. However, contractors do not control network or system availability and therefore cannot immediately correct outages caused by factors outside of contractor control. Can the Government please clarify whether the contractor’s responsibility is limited to timely notification and coordination during outages, rather than correction of network/system issues?

Yes, timely notification is expected rather than correction of network / system issue.

Question: Section 1 requires the contractor to perform significant IT/system administration functions within PDS, MILPDS, vOP, CMS, and related systems, including privileged access to DoD networks. However, the PWS does not identify required contractor KSAs or certifications (e.g., DoD 8570/8140 baseline certifications). For accurate pricing and staffing, can the Government please clarify the minimum KSAs/certifications required for contractor personnel performing tasks for both HRMS and BEST services?

Answer:

HRMS: Prior to being hired, the PSM should have extensive experience with MilPDS and MPF Operations and functions, there is no way for HQ AFPC or the local MPF to train PSMs on how to be HR experts. If they do not have previous MPF work experience, there is little chance for them to become effective PSMs. They must already know MilPDS and Air Force military HR programs. At a minimum, they should be familiar with the responsibilities in Table 4 of the FSS

PSDG. Upon appointment, they will have access to a library of resources and will have to take the initiative to review these.

Ongoing training consists of:

- Recurring IHT with HQ AFPC/DPOBS (currently 2d\4th Wednesdays at 0800\1700CST via the PSM Team

- Recurring Boot Camps o OAS – Training for new OAS users, this is offered 3-4 times a year o MilPDS Print – Training is for any PSM who wants to use M365 resources to deliver MilPDS print, relieving them from having to manage EOM o Ad Hoc Training – When necessary AFPC\DPOBS will offer on-demand training when required due to significant system or policy changes

Question: How many FTE are currently supporting this contract?

RAF Lakenheath: 2 HRSM FTE / 1 BEST FTE

RAF Mildenhall: 2 HRSM FTE / 1 BEST FTE

Question: Appendix C requires a list of employees to become qualified to instruct AFTC. Will the Government provide and pay for this training?

All training required for the employee is covered by the company.

Question: Volume III, Price, requires all-inclusive pricing but provides no CLIN for travel.

However, Section 3 of the PWS requires the contractor to invoice for travel outside the immediate area in support of PWS tasks, reimbursable in accordance with the JTR. Can the Government please clarify how travel should be addressed in pricing? Specifically, will a separate reimbursable CLIN for travel be provided, or should travel costs be included in the firm-fixed price CLINs? If travel is to be included in the firm-fixed-price CLINs, can the Government please provide estimated quantities, locations, and frequency of required travel for pricing purposes?

All required travel is the responsibility of the company. Travel for HRSM professionals is rare.

Most re-occurring training is accomplished virtually.

Question: Could you kindly confirm whether offerors that do not currently hold an active FCL, but are eligible and prepared to obtain one immediately upon award through government sponsorship, will still be considered for this requirement?

Answer:

For this requirement, an active Facility Clearance (FCL) at the appropriate level is a mandatory prerequisite at the time of contract award. It is the responsibility of the offeror to possess the required clearance prior to award. Offerors that do not currently hold an active FCL will not be considered eligible for this procurement.