Attachment 9_PRSTLS 2.0 QA_Government response 5.25.23.pdf

FA9451-23-Q-A002

Question # Document Name and/or Attachment Number Page # Section Paragraph Title (e.g. clause/provision #)

Question-Please note that questions such "Can you clarify section X, clause XX, paragraph XX, etc. will not be answered. All questions shall specifically state what is it that you don’t understand about a specific area.

Government Response

1 Section 7 SECURITY REQUIREMENTS It has been mentioned under "Security Requirement" that "All personnel shall possess the required DoD secret security clearance corresponding to contract requirements". Should the prime contractor hold the facility security clearance?

All contractors working on-site are required to posses a DoD secret security clearance.

2 Summary tab NA Is there any software used? and if yes, please let us know the estimated cost for the same? No additional software cost requirements.

3 Summary tab NA Please confirm if the book of cost provided in the pricing worksheet is the the current cost ? See Attachment 6, section 6.1.1

4 Section 5 VOLUME I – TECHNICAL (FACTOR 1) Please let us know the past performance requirements to be submitted Attachment 6, Section 5 lists all the required items under this section.

5 Attachment 6_Tech Library 2.0 52.212-1 Instruct 25 Apr 23_-

12 of 19 4.0 Quotation Volume Instructions and Other Required Documentation

The offeror is required to submit resumes however, as SCA employees, those currently working for the incumbent contractor, have right of first refusal, if another company wins the new award. This provides the incumbent with an unfair advantage as they are most likely the only company to have those resumes. Request the Government remove the resume requirement for this proposal.

Attachments 6 & 7 have been revised to replace resume requirement.

6 Attachment 6_Tech Library 2.0 52.212-1 Instruct 25 Apr 23_-

16 of 19 6.2.4 Pricing for Services

The pricing instructions state that offerors must quote rates in accordance with the Service Contract Act (SCA). In the Attachment 5 - Pricing Spreadsheet on the Labor Tab, the formatting implies the Government considers all positions except the Program Manager/Research Librarian as non-exempt from SCA. However, Library Professionals qualify under 29 CFR § 541.301 as Learned Professionals since the work requries advanced knowledge in a field of learning acquired by prolonged course of specialized instruction (see list 3 elements of the duty test under § 541.301(a)(1)-(3) . Moreover, Department of Labor (Fact Sheet #17S -https://www.dol.gov/agencies/whd/fact-sheets/17s-overtime-educational-institutions) sepcifically lists librarians in their "examples of exempt non-teacher learned professionals."

Will the Government consider changing the User Services Librarian, Technical Services Librarian, and Archivist to Exempt status?

Attachment 5 is correct.

7 Attachment 7_Tech Library 2.0 52.212-2 Eval 25 Apr 23_-

1 of 7 FAR 52.212-2(a) Evaluation -- Commercial Products and

Commercial Services (Nov 2021)

Technical Library Services requires experienced and knowledgeable staff with many years of highly specialized experience. Under a Lowest Priced Technically Acceptable evaluation standard, the Government is at a very high risk of increased staff turnover and unacceptable risks to successful performance as contractors will be unable to meet market demands for compensation when bidding to a lowest priced technically acceptable model.

Will the Government consider changing the evaluation criteria to Best Value Trade Off to avoid unnecessary risk to project performance?

This will be a Lowest Priced Technically Acceptable (LPTA) effort.

8 Attachment 6_Tech Library 2.0 52.212-1 Instruct 25 Apr 23_-

15 of 19 5.4 Sub-factor Two: Management

Approach

It is unclear what is meant by the instruction that offerors are to provide " narrative description of the technical approach or methods the offeror will employ to accomplish contractual tasks and projects for proper accomplishment of each contractual task by skill type, skill level, and number of personnel."

Is it the Government's intention that offerors provide a mapping of the staffing to each contractual task (i.e. staff to PWS Paragraph) or rather a detailed write-up of the tasks by PWS Paragraph?

The following sentence has been removed from Attachment 7_Tech Library 2.0 52.212-2 Eval 25 Apr 23_- section 5.4. "The offeror shall include a narrative description of the technical approach or methods the offeror will employ to accomplish contractual tasks and projects for proper accomplishment of each contractual task by skill type, skill level, and number of personnel.

9 Attachment 3_Solicitation - FA945123QA002 Pages 6 & 7 of 58;

5.4

Supplies or Services & Prices or Costs Deliveries or Performance

CLIN 500X - Period of Performance: 08/01/2028-02/28/2029. This duration is 7 months while the text denotes 6 months. Recommend period of performance be changed to: 08/01/2028 - 01/28/2029.

CLIN 500X will be revised before contract award to reflect the correct 6 months PoP

10 Attachment 5 Labor Tab Can the Government provide clarification on the number of annual hours assigned to each of the five FTEs (e.g., 1920, etc.) shown in Attachment 5?

Attachment 5 has been revised to add language regarding FTE num of hours.

11 Attachment 6 12 Table 5.3 Will the government clarify what is "sufficient documentation" will be considered acceptable to substantiate and validate the key personnel's "Required Degrees"?

Please see revisions under Att. 6

12 Attachment 1 PWS 12 4.2.7 Contractor Employees Are any of the current staff working remotely, or non-locally? All personnel are working locally, on-site.

13 Attachement 1 PWS 17 7 Security Requirements Will the government consider possession of an active secret security clearance when evaluating any or all resumes as Acceptable or Unacceptable? Information does not match between 3.2.1 Subfactor One Key Positions table and Section 7.1.1

Submission of resumes is not required. Attachments 6 & 7 have been revised

14 Attachement 1 PWS 16 6.4 Transition Who is the incumbent contractor, and what is the incumbent contract number? required. Attachments 6 and 7 are revised.

15 Attachement 1 PWS 17 7 Security Requirements Will the government please confirm that ALL POSITIONS require a secret clearance. Yes. All positions require a secret clearance.

16 Attachement 5 Price Spreadsheet Subcription Costs Subcription Costs Subcription Costs Will the government please provide the status, level, number of users, etcs for each subscription required or allow contractors to use a plug number?

Attachment 1, Appendix 4 has been revised

17 Attachment 1: Performance Work Statement 7 3.3.5. Circulation The PWS states: "3.3.5. Circulation. During all customer service hours, the information desk shall be manned and a library technician shall be available to provide customer assistance." Can the government clarify whether "library technician" refers to the "Library Assistant" key position?

The information desk shall be manned and any of the four library specific positions shall be available to provide customer assistance. The wording "library technician" refers to all Contractors supporting the Library contract and not limited to the "Library Assistant."

18 Attachment 1: Performance Work Statement 12 4.2.9. Key Positions

The PWS states that the minimum qualifications for the Library Assistant includes a Bachelor's Degree in Library Science. However, the most common path to becoming a Librarian is to achieve a Bachelor's in a related field of study and a Master's degree in Library Science. Would the government adjust the minimum qualifications for the Library Assistant to "a Bachelor's degree in a related field of study, and a minimum of 5 years of experience."

No changes to Key Positions

19 Attachment 1: Performance Work Statement 12 4.2.9 Key Positions Can the government confirm that the 4 listed key positions are the only 4 being requested? Also, there is one category that shows three different titles. Can the government confirm that it is only 1 FTE and not three? (User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging))

5 Key positions

1. Att 5 Program Manager/Research Librarian = Att 1, section

4.2.9 Program Manager/Research Librarian (The person filling

this position will also perform Research Librarian responsibilities)

2. Att 5 User Services Librarian = Att 1, section 4.2.9 User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging)

3. Att 5 Technical Services Librarian = Att 1, section 4.2.9 User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging)

4. Att 5 Library Assistant = Att 1, section 4.2.9, Library Assistant(Reference, Research, Cataloging)

5. Att 5 Archivist = Att 1, section 4.2.9, Archivist

20 Attachment 1: Performance Work Statement 15 6 General Information

The PWS does not mention situational telework as an option for contractors. Can the government confirm if situational telework, having been demonstrated sucessfully by incumbent staff during the pandemic, will be allowed for contractors case-by-case, as needed, and/or on military down days, minimal manning, etc.? If so, can the government include language regarding the pre-approval process for situational telework?

In accordance to DoD policy, telework is discretionary. Regular Telework isn't an option for this Contract as it would fail to meet organizational needs. ONLY in the event of an emergency telework may be considered or approved. To include: 1) Component policy; 2) a pandemic; 3) when the regular worksite is closed or closed to the public due to natural or manmade emergency situations (e.g., snowstorm, hurricane, act of terrorism, etc.); or 4) when Government offices are open with the option for unscheduled telework when weather conditions make commuting hazardous, or similar circumstances compromise employee safety.

21 Attachment 1: Performance Work Statement / Appendix 4

26 Appendix 4 Technical Library Required Subscription Maintenance List

Are the contractors pricing these subscriptions in? Do the contractors need to get in contact with these vendors?

Yes, contractors are pricing these subscriptions. Contractors need to receive information from the vendors directly.

22 Attachment 1: Performance Work Statement / Appendix 3

25 Appendix 3 Technical Library Inventory Estimates It states, "The Contractor is cautioned that these are estimates provided on historical and projected data. This information is merely an estimate and is not considered mandatory. To be removed upon award." What is being removed upon award? Is the contractor required to inventory? Or purchase?

Appendix 3 will be removed. Inventory and purchases will be done in accordance with PWS.

23 Attachment 6 9 2.1.1 Text Would the government consider revising the font size for the body in the proposal to be 10pt? With 1.5 spacing and a limitation of 10 pages for the technical, it could potentially be difficult for vendors to provide all of the required information within those limitations/format.

Please follow Att 6 section 2.1.1 instructions

24 Attachment 6 9 2.1.1 Text Can the government please confirm that tables, headers, and footers in the Non-Price Proposal can be single spaced?

Please follow Att 6 section 2.1.1 instructions

25 Attachment 6 13 5.3 Subfactor one: Key Positions Can the government please confirm the labor categories by FTE for this opportunity? Attachment 5 - Pricing Spreadsheet has 5 LCATs listed (1 FTE each), however in Attachment 6 in Table 5.3 there are 4 positions listed

5 Key positions

1. Att 5 Program Manager/Research Librarian = Att 1, section

4.2.9 Program Manager/Research Librarian (The person filling

this position will also perform Research Librarian responsibilities)

2. Att 5 User Services Librarian = Att 1, section 4.2.9 User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging)

3. Att 5 Technical Services Librarian = Att 1, section 4.2.9 User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging)

4. Att 5 Library Assistant = Att 1, section 4.2.9, Library Assistant(Reference, Research, Cataloging)

5. Att 5 Archivist = Att 1, section 4.2.9, Archivist

26 Attachment 6 12-14 5.3 Subfactor one: Key Positions Would the government please clarify the number of resumes required for submittal? There are conflicting labor categories in the RFP/PWS and Pricing Sheet.

See Att 6 and 7 revisions

27 N/A N/A N/A N/A Can the government please provide the historical workload and if there are any new positions added on from the previous contract?

Refer to Appendix 3 on historical workload estimates from the previous year. This information is merely an estimate. The offeror shall propose the work effort, manpower and skill mix as they determine appropriate for this contract.

28 N/A N/A N/A N/A Can the government please provide the incumbent information for this effort? RIVA. FA945118C0048

29 Attachment 1 - PWS Pages 12 and 17 of PDF document

7.1.1; 4.2.9 Possession of Security Clearance; Key PoCan the government please clarify which positions require security clearances? All positions require a secret security clearance.

30 Attachment 1 - PWS 13 of PDF document

Table 5.1 Services Summary Can the government please confirm the surveillance period is monthly. Yes. Surveillance period is monthly.

31 Attachment 1 - PWS 16 of PDF document

6.3 Incidentals

In section 6.3 of the PWS, it says that the government will not furnish any property or equipment; however, the section identifies that the government will be providing GFE. Recommend this be reworded to state "GFE/GFP will be provided at no cost to the contractor"

Thank you for the recommendation. No changes to this section at this time.

32 Attachment 1 - PWS 15 of PDF document

6.1 Library Books

Can the government please change the Library Books CLIN from FFP to Cost-Reimbursable. PWS para 3.3.1.3 identifies a monthly ceiling, along with the process for obtaining approval if requirements exceed that monthly ceiling.

CLIN is a Firm Fixed Price

33 Attachment 3 - Solicitation 15 6.1 Supplies or Services & Prices or Costs

The government currently has the "Subscription" CLIN identified as Firm Fixed Price, would the government consider revising this CLIN to Cost Reimbursable? As a FFP CLIN, only the incumbent will know the true cost of the subscriptions, providing an unfair advantage over other vendors in the competition. We recommend the government manage this CLIN just like the Library Books CLIN and identify a set dollar in the initial contract award for subscriptions. PWS Para 3.3.1.2 details the government process for approval of all Subscription expenditures.

CLIN is a Firm Fixed Price

34 Attachment 5_Pricing Spreadsheet_Tech Library

2.0 21 Apr 23_-

Tab Subscription Costs N/A N/A

Would Government please provide historical data for subscritions costs for the last 5 years? The subscriptions are a new requirement under the follow-on contract

RFQ