Final_RFP_Q_and_A_050515.pdf

Final RFP FA8630-14-R-5030 PROS V Questions & Answers

Index:

Section H Section J

Section L Section M

Other

Section H # Question/Comment Response

1 Section H, OPI This was all that was submitted; there was no question that we could identify.

Please resubmit.

2 Objective Performance Incentive-SDR Prevention: We understand the OPIs are designed to incentivize the contractor for outstanding performance, however, less than 10 valid SDRs per year on a projected 18,000 orders seems unachievable. This equates to a rate of approximately .0005. We also recognize that the categories identified (incorrect items, wrong quantity, or unacceptable substitutes) are a subset of the total SDR population, but based on our experience these categories result in the majority of SDRs from foreign customers.

Would the Government consider a percentage for this OPI versus a flat number of SDRs?

The OPI related to SDR Prevention will remain as a flat number of SDRs (no more than 10 valid SDRs per year).

Based on historical requisition counts and SDRs related to incorrect items, wrong quantity, or unacceptable substitutes, the OPI number is challenging, yet achievable. Please note, this OPI is not measuring total SDRs submitted for these categories, only those determined to be valid.

Section J

1 PWS, Paragraph 3.1 and 3.2, pages 8 & 9, Paragraph

3.1 states USG will provide contractor direct access to AFSAC Online and SAMIS. Contractor shall use AFSAC Online for processing all customer requisitions. Paragraph 3.2 Activities Common to Supply and Maintenance and subparagraphs state that contractor will enter information directly into SAMIS.

Question: Will the contractor be entering information into AFSAC OnLine and SAMIS individually or both?

The only USG system that the contractor will be accessing is AFSAC Online, which we have generically referred to as the “USG IT system”. The contractor will process transactions and narratives within AFSAC Online; it will push the applicable data into SAMIS for customer visibility. The contractor will not require or be provided direct access to SAMIS.

Section J (continued) # Question/Comment Response 2 PWS, Section H, Paragraph 4.9, page 35, Reference states “This includes processing all remaining requisitions (including those requisitions submitted in final ordering period which cross into the initial year of the closeout period. [CDRL A010, Phase-Out Transition Plan, Transition Closeout Plan DI-MGMT- 81945].”

Question 1: Does this include spares and repairs?

Question 2: What guidelines and costing instructions are applicable to those requisitions crossing into the initial year of closeout?

Question 3: What fill rate structure will be used in that initial year of closeout?

Question 4: How will OPI be evaluated during the initial year of the closeout since Section H OPI guidelines only describe SDR?

Question 5: Will there be a degradated fill fee during the initial year of closeout?

Question 1: Contractor is responsible for processing all requisitions received until completed (contract awards, shipments, and/or cancellations). This includes all service areas (supply, maintenance, task orders, etc.) & all requisitions received (even those received on the last day of the ordering period). Requisitions crossing into the closeout period will be retained by PROS V contractor until completed.

Ex.: If a customer submits a requisition on the last day of the ordering period, the PROS V contractor has 150 contractor days to award the contract. It will be CG cancelled on contractor day 151.

Question 2: The same guidelines & pricing instructions in the final option year will apply until those requisitions are completed (awarded or cancelled).

Question 3: The fill fee structure in the final option year will be used for those requisitions that cross into the closeout period. The determining factor of which ordering period a requisition belongs in and which fill fee structure used is based on the BD (requisition submitted) date.

Question 4: During the initial year of closeout the only OPIs evaluated are related to SDRs (Prevention & Status); on an annual basis. The evaluation period for the other OPIs will end on the final day of the ordering period.

Question 5: Yes, the fill fees will be reduced IAW the PWS Paragraph 2.1.1.

The fill fee structure from the final option year will be used for those requisitions that cross into the closeout period.

# Question/Comment Response 3 PWS 1.2.2, 3.7.2; and Section L, 4.2.2.1.1, The contractor is required to acknowledge the requisition.

Question: How will the contractor be notified of a requisition?

Question: How will the contractor acknowledge receipt of the question?

The contractor will be notified when new requistions are available for processing within the USG IT system; the system will identify all requistions which are ready to be received by the PROS contractor.

For the second question, the assumption is being made that the question is referring to how to acknowledge receipt of a requisition, not “question”. The contractor shall acknowledge receipt of a requisition in accordance with PWS Paragraphs 1.2.2, 3.7.2.1, and 3.7.2.2.

4 Contract Award Objectives: Based on the type of material being procured (non-standard items & “hard to support” standard items) and the historical performance of the PROS III and PROS IV contractors, the HLS Level of Service (LOS) contract award objectives of 21 days for supply items and 24 days for maintenance items appears to be unachievable on greater than 70-90% of awards. Missing contract award objectives impact both fill fees as well as incentives and will significantly impact the potential revenue to be earned by the contractor if not achieved.

Did either the PROS III or PROS IV contractor achieve these contract award objectives 80% or greater of the time? What is the historical average contract award time through the history of all PROS programs?

The contract award objectives are considered to be a requirement range.

The HLS objectives are listed in PWS Paragraph 2.1, but the contractor has up to 150 days to award contracts. The current contract only consists of two levels of service, Urgent and Routine.

The objectives established in PROS V for the Routine and Urgent categories are based on historical data. Using those figures, the USG arrived at the HLS objectives and determined them to be reasonable. The intent is for HLS to be used on an exception basis, meaning the USG expects a small percentage of overall requisitions to be submitted in this category; therefore, revenues and risks need to be spread across all requisition types (Supply, Maintenance, Task Orders) and categories (HLS, Urgent, Routine).

5 Section J, Attachment 5 – Pricing Matrix: The published historical number of requisitions from PROS III and PROS IV appear to be much lower than the stated quantities in Section J, Attachment 5. Based on US Government published numbers for historical orders processed and breakout of orders as well as our own knowledge of number of orders, Attachment 5 estimated requisition quantities are 10-15% higher for supply requisitions and 50-60% higher for maintenance requisitions. And maintenance cancellations are also approximately 60-65% higher.

While the Attachment 5 estimates are for evaluation purposes only, the requisition projections significantly impact the required staffing and projected revenue from fill fees. Does the Government anticipate an increase during PROS V in the overall number of requisitions as Attachment 5 suggests?

The USG is unaware of any published historical requisition counts that are available to the public. The requisition counts contained in the Pricing Matrix are consistent with the current flow of requisitions. Please note the pricing matrix does not take into account requistions that the contractor is unable to support resulting in cancellations (CGs/CUs). The USG based estimates on our current volume.

6 Can the government please provide the instances in which contractors will be required to use WebSDR vs

SDR-A?

As currently used, all official SDR replies such as, but not limited to, 'Valid', 'Not Valid', 'Exhibit Request', 'Correction', etc., will be input to WebSDR or SDR-A.

An important contractor function of SDR- A is to monitor status and "follow-ups" in the "SDR Dates" tab and input remarks in the "Remarks" tab. This is accomplished to update status of an SDR such as noting to customer if the SDR is under investigation and approaching 30 days since last process change/status update (see SDR Status OPI.)

SDR-A is a single-point tool for SDR tracking and report generating. Details of both system uses will be addressed during awardee training.

7 Can the government please clarify which levels of clearance are required when and for which systems?

The draft RFP Q&A, Section J, question 62 provides that a successful NACI background check is the minimum requirement for access to unclassified USG IT systems, and secret security clearance is only required for personnel who process classified material.

However, the Pre-Proposal Conference Q&A, Segment 5, excel row 22 responses states that "All contractor personnel who access the USG IT system will be required to have a secret clearance or acceptable NACI."

A successful NACI background check is the minimum requirement for access to unclassified USG IT systems. A final Secret security clearance is only required for personnel who handle classified material. For contractor personnel who posses a Secret security clearance, they will not need to obtain a NACI to access the USG IT system.

# Question/Comment Response 8 Can the government please confirm the contract award objectives as they relate to fill fees?

• PWS 2.1 states that "Contractor shall award contracts to vendors IAW objectives established in Table 2.1.A, but no later than contractor day 150."

Table 2.1.A provides Supply Contractor Days to Award, for instance, as 21 days for HLS, 40 days for Urgent, and 60 days for Routine. It makes no mention of the 150 day maximum threshold.

• PWS 2.1.1 states that "Fill fees shall be based on contractor's ability to meet the contract award objectives as listed in Table 2.1.A... If contractor does not meet the contract award objectives, fill fee will be IAW Table 2.1.B." Table 2.1.B provides fill fee percentages as 90% for 1-15 days late, 75% for 16-30 days late, etc.

• However, Table 6, Service Summary, SS-5, gives the Performance Threshold as "within 150 days" for those same fill fee percentages. Do contractors have within 150 days or within 60 days (for a Routine Supply requisition, for instance) to achieve a 100% fill fee?

Maximum fill fee amounts are achieved when contracts are awarded within the contract award objectives listed in PWS Table 2.1.A. Fill fees will be reduced IAW PWS Table 2.1.B when those objectives are not able to be achieved.

The contractor has up to 150 days to award contracts, but will receive a reduced fill fee IAW PWS Table 2.1.B.

For instance, if the contractor receives a urgent supply requisition and awards the contract on contractor day 30, the contractor will receive 100% of the fill fee. However, if the contractor is unable to meet the objective but is able to award on contractor day 140, the contractor will receive 60% of the fill fee.

Section L

1 Section L, Attachment 2, Scenario Matrix, Step-by-step process column has been formatted to "wrap text' on line

1. However, following lines are not formatted in that manner. Request all other lines be "wrap text" formatted.

Noted. This has been corrected and the revised file will be re-posted to FBO as an RFP amendment.

2 Section L, Page 4, Para 3.0, Table 1 Proposal Organization, Volume IV states “the Cost Volume response to is limited to Attachment 5 – Price Matrix.”

However, Limited to Attachment 5 – Price Matrix;

states “This section is to assist the Offeror in submitting information other than cost or pricing data that is required to evaluate the reasonableness and balance of the Offeror’s proposed price.”

Volume IV is the “Price” Volume.

There is no “Cost” Volume.

The only price information the USG requires at proposal submission is Section J, Attachment 5. If other pricing information is needed (for example—in the case there is only one offeror), additional pricing information will be requested by the USG through an Evaluation Notice (EN).

3 Section L, Paragraph 4.3.5 Relevant and Recent Contracts, Reference states “…and joint venture partners are limited to a maximum of three (3) contracts each.”

Question: Does this comment mean that a joint venture consisting of three partners may submit a maximum of nine experiences/past performances?

Correct, a joint venture consisting of three partners may only submit a maximum of nine past performance references.

Section M # Question Response 1 Section M, Volume Table 9, Contract Closeout Plan, Reference states “…Government while addressing schedule, transition assistance, lessons learned, message matrix delivery, remaining requisition processing, and open SDR resolution.”

Question A: Will the incumbent provide all this information including price data, status of requisitions, vendors, etc.?

Question B: What level of communications, collaboration, etc.; will be permitted during the close-out period?

Question A: This table is for PROS V and states “provide…to the Government.” There will be no interaction between the PROS IV and PROS V contractors.

Question B: There is no required collaboration or communication between the PROS IV and PROS V contractors. They will work independently of each other.

Other # Question Response 1 PROS V Pre-Proposal Disc. Deck, Slide 26 indicates orders processed.

Question A: How many requisitions have been received during the same period?

Question B: Will historical workload be provided for each service level?

Question A: “Orders Processed” reflected on slide 26 is referring to the total number of requistions received;

therefore, as of 4 March 2015, 70,834 requisitions had been received.

Question B: The total requisition count (70,834) is broken down by service level (Supply, Maintenance, Task Orders, Price & Availability) and category (Urgent, Routine) on slide 35.

2 Section B, Page 2 through 35, Labor CLINs are available for the base period and option years. Will there be a labor CLIN for the five-year closeout period?

There are no labor CLINs for the five-year closeout period. All labor costs for the contractor should be incorporated in the fill and service fees.

3 It appears as though the updated Pre-Proposal Conference presentation (posted to Fed Biz Opps under Pre-Proposal Conference Follow Up) is not the final slide deck. If this is accurate, can the government please provide the updated slides?

Correct, the Government mistakenly re-posted the original copy as the final.

The actual final presentation seen at the Pre-Proposal Conference will be posted to FBO.

4 Does the USG IT System have an official name?

Currently the USG IT System is known as the “PROS Contractor Workbench”, however, the name may change prior to contract award.

Other (continued) # Question/Comment Response 5 Can the government please confirm that documenting customer communication via email in the USG IT system (which we understand pushes to SAMIS as the primary mode of communication between contractor and FMS customer) is all that is required to meet the PWS 3.7.2 requirement to coordinate communication via email with the USG first?

If so, does that mean the updated PWS reference(s) to email the customer whenever a status requiring their response is posted then require the contractor to enter the same information three times(1. post status and narrative in SAMIS, 2. email customer about posted status requiring their response, 3. document email notification of posted status in SAMIS)?

All communication must be documented in the USG IT system, which automatically pushes all data into SAMIS. If the customer provides information directly to contractor via email, phone, etc., it must be captured in the USG IT system.

The contractor is responsible for the following with customers who use email:

1. Input status transaction &associated narrative in USG IT system.

2. Send email to customer for all X delay status codes requiring customer responses & any contractor responses to customer questions (e.g. R7/RQ).

Note: Customers who use email are required to use a tool to respond to contractor questions. This tool automatically updates SAMIS with the applicable status code and narrative.

The contractor is responsible for the following with customers who use

DAMES:

1. Input status transaction & associated narrative in USG IT system.

2. Send DAMES message to customer for all X delay status codes requiring customer responses &any contractor responses to customer questions (e.g.

R7/RQ).

Input status transactions & narratives in USG IT system per customer responses / questions submitted via DAMES.