SETA solicitation Q and A 12-19-23.xlsx
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- Attached to
- 844 CG SYSTEMS ENGINEERING and TECHNICAL ASSISTANCE (SETA) Follow-On Federal contract opportunity
- Solicitation number
- FA701424R0005
About this file
This document contains questions and answers related to solicitation number FA701424R0005 for 844 CG Systems Engineering and Technical Assistance (SETA) Follow-On services. The solicitation is seeking a contractor to provide technical and engineering support services at various government facilities in the National Capital Region, including Joint Base Andrews and Joint Base Anacostia-Bolling. Services include maintenance and sustainment of network infrastructure, voice systems, cable plants and emergency response. The document clarifies that work will be performed on-site with no requirement for classified storage or work at contractor facilities. It provides historical workload and performance data and answers questions on staffing requirements, key personnel, transition plans, and safety protocols. Pricing will be on a time and materials basis with adjustments permitted to the cost proposal template.
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QA
| ERROR:#VALUE! | |
| The status of issues are classified as follows: |
| Open |
| Closed |
| C/F |
| Issues arising from this review are classified as follows: |
| High |
| Medium |
| Low |
| SETA Q&A 12/19/23 | ||||||
| N | Reference | Question/comment | Answer | |||
| 1 | PWS 6.9.1 | |||||
| DD 254 Block 1b | Will the Government confirm that the storage of classified material is not required at contractor's facility? | No Classified storage will be allowed outside of the government facilities. | ||||
| 2 | PWS 6.9.1 | |||||
| DD 254 Block 1b | Is classified storage is required, can the storage be at a subcontractors facility? | No Classified storage will be allowed outside of the government facilities. | ||||
| 3 | Supplies or Services & Prices or Costs PWS | |||||
| Additional Information/Notes | Can the Government confirm that ODC's and Travel are Time and Materials and not Cost Recoverable? | Yes it will be Time and Materials (T&M) | ||||
| 4 | Task Areas 1 - 5 PWS | Will the Government provide historical staffing levels by Task Area or provide sufficent workload data to enable an accurate labor hour estimate? | Refer to the "Attachment 9_Historical Data SETA (20231218)" | |||
| 5 | page 36 of the PWS | discrepancy in the subject solicitation PWS, and would like to recommend a remedy: | Corrected and saved on PWS version 0.9 dated 14 Dec 23 | |||
| Section 6.7 Mission Essential Services (MES), on page 36 of the PWS, instructs Offerors to describe their ability to provide Network Infrastructure, in particular this section and its sub-sections: | ||||||
| 2.1.2 LAN Voice Systems Maintenance and Sustainment, sub-paragraphs 2.1.2.3 and 2.1.2.11 | ||||||
| However, 2.1.2 of the PWS is actually Provide Legacy Telephone Systems support; LAN Voice Systems Maintenance and Sustainment is actually section 2.1.3 of the PWS. Furthermore, sub-paragraphs 2.1.2.3 and 2.1.2.11 do not exist. | ||||||
| Recommendation - we recommend updating section 6.7 Mission Essential Services (MES) of the PWS to read: | ||||||
| 2.1 Network infrastructure, tasks: | ||||||
| 2.1.1 PDS, sub-paragraph 2.1.1.3 | ||||||
| 2.1.3 LAN Voice Systems Maintenance and Sustainment, sub-paragraphs 2.1.3.3 and 2.1.3.11 | ||||||
| 6 | Instructions to Offerors, paragraph 2.4.1 | Why is there a requirement to store and safeguard classified information at the Secret Level at the contractor’s facility when 100% of the work is being performed at the government site, unless approved for telework? Can this requirement be removed from the PWS and DD 254? | There is no requirement to store and safeguard classified information at the contractor's facility. This requirement can not be removed from the PWS and DD254 | |||
| 7 | PWS paragraph 2.5.1.3 | Third-party Contracts and Warranty Agreements: For each Task Order area, can a full list of the third-party support contractors along with their areas of responsibilities be provided? | See Appendix D of PWS dated 14 December 2024 | |||
| 8 | PWS paragraph 2.5.1.3 | Third-party Contracts and Warranty Agreements: Can the expiring dates of those third-party support contract agreements and warrantieis be provided? | All sustainment agreements are slated to expire 21 April 2024. See Appendix D of PWS dated 14 December 2024 | |||
| 9 | PWS paragraph 2.5.1.3 | Third-party Contracts and Warranty Agreements: Are there any support contracts or licensing agreements that the incumbent prime contractor has in place that are essential to the contract and not owned by the government? If so, can a list of those support contracts and licensing agreements be provided and are they transferrable to the incoming prime contractor? | Support Contracts/service agreements will expire with the current contract and will need to be renewed at the onset of the new contract. The support agreements are: Genetec for the access control and cameras in the Data Center. The Giant Voice sustainment for Bolling. The Giant Voice Sustainment for Anrews. The LMR Trunk sustainment for Bolling. The LMR trunk Sustainment for Andrews. And possibally 1 year of Tellabs MX Agreenment. See Appendix D of PWS date 14 December 2024 | |||
| 10 | PWS page 26, Performance Objectives, SS-22 | Response restoration times per contract year: Can historical data be provided for the number of emergencies experienced monthly/annually over the past three years? | Refer to the "Attachment 9_Historical Data SETA (20231218)" | |||
| 11 | PWS page 26, Performance Objectives, SS-22 | Response restoration times per contract year: Have supply chain delays impacted the incumbent prime contractor’s ability to meet specified standard and emergency response times over the past three years? h. If so, how many incidents and for what Task Order area/support item? | Yes, This is taken into account and no-cost extensions have been given to address issues that arise which are out of the contractors' control. This usually is asociated with Work Orders that are material Purchaces on the Material CLIN. This also has been an issue on Approved Projects CLIN of the current SETA contract. | |||
| 12 | PWS page 26, Performance Objectives, SS-22 | Response restoration times per contract year: Can the government acknowledge that it has taken into consideration the impact of third-party related support and deliverables that may be out of the control of the prime contractor and government? This is especially critical when it comes to supply chain delays or limited support resources related to proprietary equipment, software, and services. | Yes, the government has taken this into account. However, the expectation is that any on site subcontractors are to provide support to the same level as the Prime. | |||
| 13 | PWS page 23, Performance Objectives, SS-13 | Provide sufficient and qualified personnel to perform the requirements: Can a list of equipment and software requiring support be provided so the necessary resources and expertise can be identified and properly vetted to meet contract support requirements? | Refer to SETA Bolling and Andrews Equipment and SETA GFE Tools for Bolling and Andrews | |||
| 14 | PWS paragraph 2.3.2.2 | Protection of cable plant/process dig permits: Are permits required to access, survey, and service manholes and associated utilities? If so, will the cost associated with pulling permits be reimbursable if required? | No, The workcenter is a link in the chain of the excavation permit process run by CE and are required to locate and mark AF owned infrastructure. They may be required to process permits for excavation in the course of regular duties. None of this has an associated cost like pulling building permits. | |||
| 15 | PWS paragraph 2.3.2.2 | Protection of cable plant/process dig permits: Are electrical permits required to be pulled for specific work requiring local electrical permits? | No electrical work is to be done under this task. | |||
| 16 | PWS page 4, line 275 | The contractor shall identify current or anticipated problem areas: Are there Task Order areas that have been more problematic than others? If so, can these Task Order areas be identified along with a brief summary of the type of problematic issues? | Voice systems issues are more prevalent and there have been Life Cycle Management issues with the Public Address GFE. | |||
| 17 | PWS paragraph 6.13 | 6.13 Place of Performance: In addition to telephonic meetings and teleconferences, the place of performance will be at the contractor’s site, 844 CG and other Government facilities within the continental U.S. Question: Per AF SETA Follow-on Q&A, the "Place of Performance" is 100 percent government site, other than telework, is this correct? If so, is it the government's intent to remove "contractor's facility" from the place of performance in the PWS? | The PWS was updated to "In addition to telephonic meetings and teleconferences, the place of performance will be at Joint Base Andrews, Joint Base Anacostia Bolling and other Government facilities within the Air Force National Capital Region." Further, there is no requirement to store and safeguard classified information at the contractor's facility. This requirement can not be removed from the PWS and DD254 | |||
| 18 | Instructions to Offerors, paragraph 2.4.1 | Security Requirements/DD Form 254: Questions: Does this mean the contractor has to be cleared to store and safeguard classified information, at the “Secret Level”, at the contractor facility? Has the storage and safeguarding of classified information, at the "Secret Level" at the contractor's facility been a necessity in the past and will it be a requirement to do so in the future even though the "Place of Performance" is 100 percent at government site, other than telework? Can this requirement be removed? | The PWS was updated to "In addition to telephonic meetings and teleconferences, the place of performance will be at Joint Base Andrews, Joint Base Anacostia Bolling and other Government facilities within the Air Force National Capital Region." Further, there is no requirement to store and safeguard classified information at the contractor's facility. This requirement can not be removed from the PWS and DD254 | |||
| 19 | Instructions to Offerors, paragraph 2.4.1 | Security Requirements/DD Form 254: If the requirement to store and safeguard classified information, at the "Secret Level" is needed at the contractor's facility, can a government storage site be designated for this purpose? In addition, if storing and safeguarding at the "Secret Level" at the contractor facility has not be established and the requirement to do so is still needed, will the government allow the contractor to undergo the process for approval even though 100 percent of the work will be on the government site, other than telework? | The PWS was updated to "In addition to telephonic meetings and teleconferences, the place of performance will be at Joint Base Andrews, Joint Base Anacostia Bolling and other Government facilities within the Air Force National Capital Region." Further, there is no requirement to store and safeguard classified information at the contractor's facility. This requirement can not be removed from the PWS and DD254 | |||
| 20 | Evaluating Factors, page 2, para 1.2.1.2 | States: Offeror shall submit sanitized (redacted of personal information) letter(s) of commitment for each Key Personnel proposed. A plan to recruit, hire, train, maintain and retain qualified staff from contract start and throughout the period of performance to meet the overall PWS requirements. Quetion: Is there a format that is required for this letter of commitment? | There is no specific format that is required for the letters of commitment. | |||
| 21 | PWS, page 37/38, Sect VI | Four positions are listed as Key Positions. Program Manager, LAN Network Specialist III (Master), VIIDS Technician, and Cable Installer (Master). These positions are different then those listed in Appendix C of PWS. Question: Which positions require a letter of commitment? | Key Positions have been aligned with Appendix C. | |||
| 22 | General | I was wondering if it would be possible to obtain a bidders list to offer our services to the Air Force as a sub-contractor, | There is no bidders list to be provided. | |||
| 23 | Attachment 3, Price + Proposal | Please confirm offerors are permitted to add rows to the provided cost proposal template to account for additional labor categories/FTEs. | Yes, additional rows are permitted. | |||
| 24 | Attachment 3, Price + Proposal | As data is entered into the template, the estimated hours calculate in cell C25 include the sample provided hours of “1920” for the Subject Matter Expert II in C5. In cell G25, the corresponding costs do not include the sample dollars present in G5. We believe this is just a formatting error. Will the Government permit offerors to adjust the template so cells C25 and G25 add all applicable data consistently? | Yes, it was a formatting error, the cell C25 on ordering periods 1,2,3,4,5 have been corrected. Please see the revised attachment 3. | |||
| 25 | Attachment 4, Addendum, Instructions to Offerors, 2.1.2 Volume I, Subfactor 2: Staffing/Management Plan | The document indicates “The staffing plan shall include details of recruitment and retention of qualified and certified Key Personnel, and Emergency Support Staffing.” Please clarify if the Government is seeking the staff/roles listed in the PWS, Appendix C, Qualifications Roster, to also be included in the staffing plan. | Yes, the gov't is seeking the staff/roles listed in Appendix C of the PWS | |||
| 26 | PWS, 6.4 Transition-In Plan | The PWS indicates “6.4.1 The contractor shall (1) furnish phase-in transition training; (2) ensure that all Government-provided materials are coordinated with the Government; and (3) exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor without causing a negative impact on Government operations.” Please clarify that this Transition-In Plan’s purpose is to detail how the new contractor will effectively transition into operations per Government requirements and that for this requirement, “successor” refers to the awardee of this contract and does not pertain to a transition out to another “successor” as in section 6.5 Transition-Out Plan. | 6.4 and 6.5 clarified in the PWS | |||
| 27 | PWS, 6.4 Transition-In Plan and SSP 2.1.2 Volume I, Subfactor 2: Staffing/Management Plan | The PWS indicates “6.3.4 Incumbent employees may be interviewed for possible employment by the incoming contractor; however, the employees will have the first right of refusal.” And the SSP indicates “…Offeror shall submit scrubbed (redacted of personal information) letter(s) of commitment for each Key Personnel proposed.” Please clarify the requirement to identify and secure Key Personnel with signed letters of commitment that will be ready to serve on day 1 of the contract if incumbent personnel have first right of refusal and would then assume those roles. | If incumbent personnal opt to remain then the successor will submit letters of commitment for those personnel. If the incumbent personnel refuse to continue in those roles, then the successor should have personnel identified and letters of commitment for them. | |||
| 28 | SSP 2.1.2 Volume I, Subfactor 2: Staffing/Management Plan | The SSP indicates “Offeror shall submit scrubbed (redacted of personal information) letter(s) of commitment for each Key Personnel proposed.” Please clarify if first and last names, and signatures are considered personal information. | No, first and last names and signatures are not PII. PII is home address, SSN, Drivers Licence #, bank information, ETC. | |||
| 29 | PWS, 6.11 Employee Accountability & Turnover | The PWS indicates “Staffing of contractor Personnel. contractor shall provide a stable workforce, throughout the duration of the contract by maintaining a XX% or less employee turnover rate. No positions shall remain vacant for more than XX working days. The Government will not be billed for positions left vacant over XX working days unless the vacancy is due to government delay and otherwise approved by the CO.” Please clarify the workforce requirements currently presented as “XX”. | See the updated PWS version 0.9 dated 14 Dec 23. |
| 30 | PWS, 6.12.5 Safety Concerns | The PWS indicates “The contractor is solely responsible for compliance with Occupational Safety & Health Administration (OSHA) standards for the protection of their employees. The Government is not responsible for ensuring that contractors comply with “personal” safety requirements that do not present the potential to damage Government resources.”Please indicate if the Government provides onsite safety training such as active shooter trainer since employees will be working onsite. | Added..."Contractor is invited to attend institutional training such as: active shooter, fire drill, etc." |
| 32 | PWS 6.11 | Employee Accountability & Turnover. 1) The employee turnover rate is not defined, 2) the number of working days permitted for vacancies is not defined, and 3) the number of working days for which the Government will not be billed is not defined. What are each of these values? | See Q&A #29. |
| 33 | PWS 6.7.1 | The Instructions to Offeror states "The written technical |
proposal shall address the offeror’s proposed approach to performing the requirements set forth in PWS
| 6.7 Mission Essential Services (MES)." PWS 6.7 Offerors are to respond to 2.1.2 LAN Voice Systems Maintenance and Sustainment, sub-paragraphs 2.1.2.3 and 2.1.2.11. PWS 2.1.2.11 does not exist in the PWS. Will the Government please update this PWS reference per the ITO? | Corrected and saved on PWS version 0.9 dated 14 Dec 23 | ||||
| 34 | Volume III - Price Attachment 3 | Tab for Each ordering Period, Column B. In the header for Column B what is being requested for “…summary of functions or tasks associated with this LCAT.”? The example given provides only the PWS paragraph number, but it appears the Government is requesting further information. | Ordering periods 1, 2, 3, 4, 5 have been revised. Please see the most updated version. | ||
| 35 | Attachment 4 - ITO 2.2 | The contractor shall use Attachment 6, Past Performance Information Form to provide past performance information to be evaluated. Offerors will send out the Attachment 6, Past Performance Questionnaire (excluded from page limitation) | |||
| electronically to each reference identified in the Past Performance Volume. The Governement did not provide Attachment 6, Past Performance Information Form. | Attachment 4 ITO 2.2 has been revised to include the information. | ||||
| 36 | Attachment 4 - ITO2.1.2 | Offeror shall submit scrubbed (redacted of personal information) letter(s) of commitment for each Key Personnel proposed. Is the Government requesting both Letters of Commitment and redacted resumes? | Attachment 4 ITO 2.2 has been revised to include the redacted resume requirement. |
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