VTC Support IDIQ QandA_Dtd2Sep2021.docx

VTC Support IDIQ Q&A Q: Would you kindly confirm if this is an entirely new effort or is there an incumbent currently providing these services? If so, would you kindly provide the incumbent contract details (contractor name, contract number)?

A: There is not an incumbent contract for this IDIQ. The current contract covers maintenance only. The new contract expands capabilities to include Design and Engineering, Installation, and Purchase.

Q: What will be the contract value for this opportunity?

A: Up to $7M over the five year contract period.

Q: Will the government consider providing Facility Clearance Sponsorship at time of award to a responsible contractor, taking into consideration that the contractor will provide personnel with active clearance at time of proposal submission and maintain through contract award?

A: GCAs will ordinarily include enough lead-time in the acquisition cycle to accomplish all required security actions. In many instances, advanced planning can ensure that access to classified information will not be required in the pre-award process. This would preclude processing an entire bidder list for FCLs. When access to classified information is not a factor in the pre-award phase, but will be required for contract performance, only the successful bidder or offeror will be processed for an FCL. Before an entity can have access to classified information during its contract performance, it must have an FCL. If the legal entity does not already have an FCL when awarded a classified contract, a GCA must sponsor the entity for an FCL. Or, an entity already part of the NISP (i.e., a prime contractor) may sponsor another entity in order to subcontract part of its classified business. To sponsor an entity, the GCA or prime contractor puts in a request, often referred to as a sponsorship letter, to the appropriate CSA for the entity to access classified information in connection with a legitimate government requirement, which may include a foreign government requirement. With an approved FCL, an entity is then eligible for access to information classified at the level of the FCL (i.e., TOP SECRET, SECRET or CONFIDENTIAL) when competing for a classified contract. Among other requirements, an entity must have sponsorship based on a valid government requirement for access to classified information.

If this response does not satisfying bidders question, please request additional information to clarify question.

Q: In regards to the DD254 Requirement. Will the government consider for award a capable contractor that can provide personnel with SECRET clearance at time of proposal submission, and has the ability of obtain a facility clearance post award?

A: Please see previous answer.

Q: Will the Government please clarify the requirement for Key Personnel resumes?

A: Bidders should provide summaries of key personnel education, certification, and experience. There is no specific format but information should be logically separated by personnel.

Q: Due to the holiday and the short turnaround after the Q&A is provided back to the vendors can this be extended until September 15th to give vendors plenty of time to fully respond to the RFQ after reviewing the Q&A?

A: The government does not anticipate extending beyond the September 8th solicitation deadline due to potential time constraints on the review process and on likely using End of Fiscal Year funding to satisfy the minimum guarantee requirement.

Q: For the Maintenance services. How will new rooms past the initial four be added to the contract and how will they each be priced for the coverage and support services as the number of rooms increases?

A: As we identify additional systems, we will issue a task order under CLIN 0001. Pricing will be based on the hourly figures provided during the proposal process

Q: The PWS states that there are 32 VTC systems that will be supported, however only 4 are listed in Attachment 5 for coverage. Is the AV vendor supporting 4 systems or 32 or some combination of that? Please clarify how many systems we must support at the outset of the contract and when the rest of them will be added to the support contract over time.

A: Hill AFB has identified 32 VTCs but only four are specifically supported under the existing maintenance contract, which did not provide scalability. This new contract is intended to provide support for all compliant systems but participation in this contract is not mandatory.

The initial task order covers the four (4) systems identified and we will add others as necessary using Task Orders against CLIN 0001. Although Hill AFB hosts 32 VTCs, but only 15 compliant systems, those with CISCO codecs, are eligible for maintenance. We will begin discussion with the owning organizations as soon as the contract is awarded.

Non-compliant systems will be upgraded or decommissioned.

Q: How quickly will the additional VTC systems be added to the contract to receive support services?

A: HAFB will begin discussions with organizations hosting compliant systems as soon as the contract is awarded. Successful bidder will be encouraged to visit the site, to identify any potential issues, prior to issuance of new Task Orders against CLIN 0001.

Q: Attachment 6 SOO pricing for the VTC room, there is not enough information to ensure equal systems are priced by all vendors. We need to know more information in order to properly design them. Here are the items we need answers on.

A: Different from previous Hill AFB RFQs, the government is looking for engineering and installation services. The government is seeking engineering expertise to determine the quantity of items and size in order to specify the VTC requirements of the room.

The government purposely did not stipulate quantities as requested in the question since it is specifically looking for a vendor who will provide the engineering services to provide a total solution.

Referencing item E, specifically; Teams is not currently required but future VTC task orders may require a Teams solution. Please provide proposal for AF CHES Teams (software-based codec) capabilities.

Q: It is stated in the Q&A that there is existing equipment in 1209 that can be reused if desired in the design. What is the equipment that can be reused? Please provide a complete hardware list of what is currently in the room.

A: Building 1209 is that which we visited before ending the site walk. Bidders should have made note of the existing equipment to determine what, if any, could be integrated with the proposed design.

Q: Q&A question one stated that there are classified VTC systems used. But the Attachment 6 statement states it is a single non-classified system. Which one is correct so the system designed for the attachment 6 SOO is designed correctly?

A: Hill AFB hosts classified, unclassified, and mixed (class/unclass) systems. Building 1209, the subject of the SOO, is an unclassified system and the proposal should reflect hardware to support unclassified communications.

Q: Item 2.6 in the Attachment 6 SOO for the AV upgrade needs to be removed. This is asking for a paid service to be provided when no purchase has been made. Drawings can be provided after award for any system design that is required, but no prior to contract award since this is a billable activity. Can this be removed?

A: As part of the IDIQ proposal, HAFB is asking bidders to propose a total design for the upgrade of building 1209, the last site visited. The SOO response is intended to provide a sample of the bidders work. If the bidder is successful the SOO response will be used as the basis for a new Task Order against CLINS 0002 and 0003. HAFB would then issue an RFQ for Maintenance services on the upgraded system.

Q: In section 2.13 of attachment 6 SOO, it states the Contractor must provide building modifications including electrical. Does this mean the contractor will provide electrical locations and a Government electrician will install the circuits? If not, can that be the way this is setup to ensure a Government approved electrician is always used as this is a facilities issue that the Government would normally provide.

A: Contractor should provide a total system design proposal, including electrical work, if necessary. Contractor is responsible to provide electrical work which may include a subcontractor. The Government will provide oversight and inspection of any work performed by the contractor or their subcontractor.

Q: How many people are on the contract currently?

A: This is a new requirement and is not a follow-on to an existing VTC Support contract as it includes, per the PWS and Combined Synopsis/Solicitation documents, more requirements than VTC maintenance. That said, for our existing VTC Maintenance (only) contract, there is one full-time employee providing basic maintenance services.

Q: How many separate locations are the VTC support staff located?

A: Under the existing VTC maintenance (only) contract, the organization provides a single desk with computer and phone in one location for the VTC support staff.