20140317_RFP_QAs_6_Mar_2014_-_Final.pdf

Final RFP #HDTRA1-14-R-0005 Q&As, 6 MAR 2014 Q1: Can you confirm where the customer outreach / customer service positions are expected to be located? At Kirtland AFB or at Ft. Belvoir or a mix of the two?

A1: Both locations, Kirtland AFB and Ft. Belvoir, require outreach and customer service skill sets. The expectation is that both locations will work collectively and cooperatively to accomplish DTRIAC’s customer service and outreach objectives.

Q2: RE: DD254 COMSEC

Q2a: Will the contractor be required to receive, store and transfer COMSEC equipment and keying material at/from the contractor’s location? If this is not the intent, we believe the DD254 will need to be updated.

R2a: No. Current COMSEC equipment for DTRIAC is very limited, and what exists has a Government custodian (i.e., the Government is responsible for the COMSEC equipment and requirements). The Government’s intent is to plan appropriately for Contractor responsibility should that need present itself.

Q2b: Or is the intent for the Prime to be able to brief individuals who will handle COMSEC at the customer location and any employee having a COMSEC account?

R2b: No. see R2a

Note that a revised DD254 will be posted with RFP amendment 1 which adds the requirements for Limited Dissemination Information; Receive and Generate Classified Material; Fabricate, Modify, or Store Classified Hardware.

Q3: There seems to be an inconsistency with respect to the number of proposal copies to be submitted between Item 9 of Form 33 and Table 1.2 of Section L.1.2. Please clarify the number of copies required in 3-ring binders?

A3: Block 9 of Form 33 is incorrect. The number of copies required in 3-ring binders is as stated in Table

1.2 of Section L.1.2.

Q4: Page 9 describes the Government Property/Facilities and Data to be provided. Does the “workspace” mentioned include computers, printers, copiers and other office equipment as well as telephone/internet services and office supplies?

A4: Workspace at Fort Belvoir consists of four (4) office (cubicle) spaces. Each space includes Government laptop computers (telephone/internet services) and access to DTRA systems for use in the DTRC. Printers, copiers, scanners, two thin clients, high security shredder, CD/DVD duplicator and general office supplies are also available for use at the DTRC. Workspace at Kirtland AFB consists of approximately 100 workstations/computers/ monitors, 2 Sun Microsystem Network Servers, video production equipment, Thin Clients, CD/DVD duplicator, optical reader, high security shredder, tape autoloaders, advance storage system, printers and scanners. Telephone/internet services are included as well as general office supplies. SOO Section 6.0 has been modified to include this information.

Q5: Page 80 Section L.3.3.2 requires a separate Recruitment, Retention and Surge Support Plan. Since this plan could use a significant portion of the page allocation for the 15 page Management Approach, is this plan included in the page limitation?

A5: Yes, the Recruitment, Retention and Surge Support Plan is included in the 15-page limitation.

Q6: Page 80 and 81 discuss transition planning. Page 80 requires a transition approach for both the “initial transition” and the “end of contract” period, but the page 81 “Programmatic” bullet only mentions an “incoming transition plan.” Please clarify which reference is correct?

A6: While transition planning requires both incoming and outgoing transitions as stated in sample task order 1 SOW Task 5, only the incoming plan will need to be discussed in the RFP submission. The reference to transition at “end of contract” in the first paragraph of Section L.3.3.2 will be deleted.

Q7: The page 25 reference to 252.215-9004 provides a very limited description of “Key Personnel.”

Could the Government elaborate with respect to what personnel it considers key to this particular program and the individuals for which it allows resumes?

A7: The Government cannot elaborate with respect to what personnel are considered key to the program. The offeror is to identify personnel with the relevant experience and expertise that are key to the success of the overall program (See the Personnel bullet under Sections L.3.3.2 and M.2.2.1) and to the success of each sample task order (See Sections L.3.3.4, M.2.2.3 and M.2.2.4). Resumes are allowed for any individuals deemed appropriate by the offeror. As stated in L.1.3.5.3, resumes are not counted against the proposal page limitations; however, each resume is limited to 2 pages.

Q8: Reference Section L.3.3.2, Section 1: Management Approach (p. 80): The first paragraph states:

“The offeror shall also provide a separate detailed Recruitment, Retention, and Surge Support Plan for managing the contract requirements of the SOO.” Is this separate plan excluded from the 15-page limitation for the Management Approach listed in the table provided in Section L.1.2 (p. 72)?

A8: See answer to Q5 above.

Q9: L.1.3.10 (p. 76): Section L.1.3.10 states: “Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal.

Exceptions to the above include only teaming arrangements, letters of commitment, and socio-economic commitment information and which must be submitted in Volume I but may be cross-referenced in other volumes.” Volume III requests letters of commitment from our subcontractors.

Please confirm that Section L.1.3.10 allows the offeror to only include the letters in Volume I and reference them in Volume III.

A9: Volume III, L.4.2, requires each subcontractor to execute a consent letter authorizing release of adverse past performance information, not a letter of commitment. Letters of commitment from subcontractors are to be included in Volume I and can be referenced in other proposal volumes. If the subcontractor’s letter of commitment includes its consent authorization for release of adverse past performance information, then it may be referenced in Volume III.

Q10: L.2.7 (p. 77): NISPOM 2-100 states “…Contract award may be made prior to the issuance of an FCL. In those cases, the contractor will be processed for an FCL at the appropriate level and must meet eligibility requirements for access to classified information. However, the contractor will not be afforded access to classified information until the FCL has been granted…” The solicitation indicates the “Offeror must possess or acquire prior to award of a contract, a facility clearance.” The Defense Security Service Industrial Security Representative has confirmed that a company’s information cannot be submitted into eFCL based on a solicitation and that the company must wait until the award of the contract. Will an offeror’s bid be considered if it does not presently have or is currently pending a Facility Clearance?

A10: All proposals received will be evaluated as outlined in the RFP. Section M.3.2.1 states that the offeror is eligible for the prime award only if it is compliant with the requirements of the contract DD254 by the projected award date.

Q11: Section L.4.3 (p. 83): Section L.4.3 requires the completed PPPQs to “be emailed in PDF format to the Contracting Officer and Contract Specialist at the e-mail addresses shown in Paragraph L.1.1.1.” Will the Government provide the email address for Ms. Hyman since it’s not listed in L.1.1.1?

A11: Yes. The Contracting Officer’s email, theresa.hyman@dtra.mil, will be added to L.1.1.1.

Q12: L.5.2 (pp. 83-84): Section L.5.2, Volume Organization, provides a table of contents requiring offerors organize their proposals in the following way:

a) Table of Contents

b) Glossary

c) Sample Task Order #1

1. Cost Narrative

2. Cost or pricing information and supporting data, to include estimating methodology

d) Sample Task Order#2

1. Cost Narrative

2. Cost or pricing information and supporting data, to include estimating methodology

Section L.5.3.4 requires the Cost Narrative to include descriptions of various contractor systems (Estimating, Purchasing, Accounting, etc.) Should this information be repeated in both Sample Task Order 1 and Sample Task Order 2 or may offerors provide a narrative section providing the contractor systems’ descriptions that will be identical for both sample tasks?

A12: Each sample task order should include a cost narrative as described in L.5.3 (Assumptions, Inconsistencies, GFP/GFE, and Contractor Systems).

Q13: Similarly, Section L.5.4 requires a summary of Sample Task Order 1 and Sample Task Order 2.

Where is this information to be provided since the table of contents includes only Sample Task Order 1 and Sample Task Order 2? If offerors are allowed to provide a summary section that includes the systems’ descriptions that will be the same for both sample tasks, may the summary of the two Sample Task Orders be included there?

A13: L.5.2, Volume Organization, will be amended to add “e. Roll up cost for Sample Task Order 1 and Sample Task Order 2.”

mailto:theresa.hyman@dtra.mil

Q14: Attachment L-3: Sample Task Order 1, Section 4.0, Task 4 (pp. 102-103): Estimating this task requires more detail than what is provided in the RFP. At a minimum, will the Government provide a description of the STARS architecture and the current status of the NEXTGen STARS development project for both the classified and unclassified versions? Will the Government provide a timeline for the data center consolidation effort that is expected?

A14: NextGen STARS architecture:

Apache Solr Lucene search engine, Apache web server, and an Oracle 11g database running in a Red Hat Enterprise Linux environment. It consists of four virtual machines (application server, authorization server, database server, web server) running in the DTRA Unclassified Mission Enclave. Users can access the system using CAC authentication or RSA token authentication. The RSA server used for RSA token authentication is located at Ft. Belvoir (requires DTRIAC IT personnel to have remote RSA administrator privileges on the RSA server). Database backups are performed to the DTRA Storage Area Network.

The NextGen STARS Unclassified system is operational. It is currently accessible to users. For DTRIAC staff, the cataloging and reports modules are still being worked on.

The NextGen STARS Classified system is not yet operational. The NextGen STARS developer is nearing completion of newly updated virtual machines which are soon due to replace the NextGen STARS Unclassified system virtual machines. When available they will be installed on the NextGen STARS Classified system. Once the virtual machines are installed, the accreditation process may begin on the NextGen STARS Classified system to obtain Interim Authority To Test (IATT). After the IATT is obtained and assuming all is in order, the accreditation process will continue for obtaining an Authority to Operate.

STARS legacy (Sirsidynix COTS application) architecture:

Apache web server with an Oracle 10g database running in a Sun Oracle Solaris 10 environment. It consists of a server, storage array and a tape backup library. It runs in its own enclave. Users can access the system using CAC authentication or RSA token authentication. The RSA server used for RSA token authentication is located within the STARS legacy server. Database backups are performed to the DTRA Storage Area Network (SAN) and to tape. Both systems have Authority to Operate.

Both STARS legacy systems (Unclassified and Classified) are operational.

Note: STARS legacy architecture is from the 2006-2007 timeframe. Current Sirsidynix architecture is similar to that of NextGen STARS (Sirsidynix: Apache Solr Lucene search engine, Apache web server, and an Oracle 11g database running in a Red Hat Enterprise Linux or Sun Oracle Solaris 10 environment).

Recent discussions with Sirsidynix indicate both legacy systems could be virtualized and upgraded to the latest version and therefore be ready for the DoD Data Center Consolidation.

The current data center consolidation schedule is for planning and documentation activities (Tasks 4.c.1 and 4.c.2) to be conducted in FY2016, and execution and V&V activities (Tasks 4.c.3 and 4.c.4) in FY2017;

systems are to be migrated and consolidated data centers completely operational by FY2018.

Q15: Attachment L-3, Section 4.0, Task 4, c.1 (p. 103): Will the Government furnish a copy of the referenced Data Center Consolidation (DCC) Implementation Plan to all offerors?

A15: No. The agency DCC Implementation Plan is currently an internal, working document that is mostly not relevant to DTRIAC. Task 4.c.1 requires the incumbent to provide expertise and input on the DTRIAC portion of the DCC Implementation Plan, and 4.c.2 is the development of a DTRIAC-specific plan for implementation. More detailed guidance on Task 4.c will be provided as it becomes available, most likely after contract award; see also A14 above.

Q16: Attachment L-3, Section 6.0 (p. 104): Four workspaces are provided at the DTRC at Fort Belvoir.

Will the Government consider adding space, if required, for performance of this requirement?

A16: In line with DTRA’s space allocation concerns, four spaces have been determined to be an appropriate number of workspaces to perform this requirement. This may be readdressed in the future if deemed necessary.

Q17: M.2.2.2 Subfactor B - Technical Approach (p. 120): Will the Government provide a description of the “DTRIAC assets” referenced in this section?

A17: “DTRIAC assets” in this reference are essentially the STARS and Next Gen STARs databases. STARS is DTRA’S strategic data preservation and knowledge management information system.

Q18: M.2.3 Factor 2 - Past Performance (pp. 121-122): Section M.2.3 of the RFP states that in determining relevance of past performance examples, consideration will be given to projects similar in scope, magnitude, and complexity. For magnitude, the cost per year for each referenced effort will be compared to the estimated cost per year for this effort (approximately $5M per year). The total yearly funding of the DTRIAC contract is a combination of the DTRIAC operations and Technical Value Added tasks. Section L.5.6 (p. 86) states that the funding profile for Sample Task Order 1 ranges from approximately $2M to $2.3M per year and the funding profile for Sample Task Order 2 is not to exceed $750,000. Additionally, during the DTRIAC Industry Day, the Government cited an unofficial ceiling of $1M for Technical Value Added tasks. Will the Government consider revising the magnitude values to be in line with the expected tasks (i.e., routine operations at $2M and value added tasks at $750,000)?

A18: No. Base funding for Sample Task Order 1 is expected to remain at $2M to $2.23M per year. STO 2 is only an illustrative example of a Technical Value Added task used for RFP evaluation purposes;

funding levels for actual task orders may be higher or lower than $750K and will depend on the specific task order to be awarded. Depending on the number of task orders, their values and federal budget climates, total yearly funding for DTRIAC activities may vary significantly.

Q19: DTRIAC Pre-Proposal Conference Q&As - Q37 and Q38: Questions 37 and 38 stated that approximately 77,000 “new” items are cataloged each year and that approximately 390,000 pages are scanned annually into the database. Will the Government define the term “item” and confirm that these numbers are accurate? Does the Government intend to continue cataloguing and scanning at the same rate?

A19: “Item” refers to documents, i.e. papers, pamphlets, journals, brochures, books, reports etc. These numbers are accurate. It is the Government’s intension that the DTRIAC contractor continue cataloguing and scanning at a level of effort within the budget constraints identified in Section L.5.4.

Q20: Concerning the current incumbent; how many incumbent staff (head count) are working at Ft.

Belvoir, VA and how many staff does the incumbent have at Kirtland AFB, NM?

A20: Over 60 FTEs were supported under the current contract. However, many of these FTEs were in direct support of Technical Area Tasks (TATs). About 100 TATs were performed under the existing DTRIAC IDIQ contract. For purposes of the new DTRIAC IDIQ, TATs are generally defined as efforts requiring more than 2 FTEs per year and for a period of performance of > 12 months; TATs of this nature are expected to be competed under the CWMD IDIQ. The DTRIAC IDIQ technical efforts under SOO 3.2, Technical Value Added, will typically require no more than 2 FTEs, be less than a year, and focus on studies and analysis.

Q21: What is the anticipated level of effort (i.e., full time equivalents – FTEs) for the DTRIAC Core Operations?

A21: Section L.5.6, Task Order Pricing Assumptions, includes an estimated funding profile for each sample task order. For Sample Task Order 1 (DTRIAC Operations) assume a first year operating budget of $2M to $2.23M with the first four tasks each accounting for approximately 25% of the total hours expended. It is the Offeror’s responsibility to determine the most appropriate Level of Effort (i.e., FTEs) and skill mix for each task under these constraints.

Q22: What is the anticipated role or functions of the four (4) DTRIAC staff members at Ft. Belvoir, VA?

A22: Technical editor(s), librarian/researcher(s), manager.

Q23: A forklift has been identified as Government Furnished Equipment (GFE) for use within DTRIAC’s government warehouse. Further, the solicitation indicates that all forklift operators are to be trained and licensed. Request the Government provide additional information regarding the type/model of forklift.

A23: The 2K electric forklift description:

Make: Yale Type: E Model: ERC025A

The training is provided by the Government. The Government recognizes government operator’s licenses only.

Q24: Will the Contractor be required to provide Computers/IT support for the staff assigned to Ft.

Belvoir, VA or will the Government provide these resources?

A24: See A4 above.

Q25: Will the Government provide access to STARS documentation? Documentation requested includes the following:

-System Specification Documentation -System Design Documentation -System Updates/Modification Log

A25: Please see A14 for a STARS architecture description. The requested documentation will not be released at this time.

Q26: If the Offeror has a valid past performance as a subcontractor at DTRA and cannot receive a Past Performance Questionnaire (PPQ) from a DTRA representative, since there is no privity of contract between the Government and the subcontractor, will a PPQ filled out by the prime contractor be acceptable?

A26: Yes.

Q27: Are PPQs required for past performance references that have CPARS records?

A27: The selection of references from which to request PPQs is determined by each offeror, regardless of a CPARS record.

Q28: Sample TO-1, page 104. Security Clearance requirements state that “Contractor personnel tasked to carry out the above tasks will need at least SECRET clearances and authorized access to all facilities, documents, and programs necessary to complete the foregoing tasks. An appropriate number of personnel with TOP SECRET Clearances will be required for both Kirtland AFB, NM and Fort Belvoir, VA locations”. Question: request clarification regarding which TO-1 tasks will require personnel having a SECRET or TS clearance, and which tasks will require access to COMSEC, RD, FRD, CNWDIE, SCI, SAP, and NATO e technical accesses. Information needed to ensure an executable technical solutions and accurate pricing.

A28:

Task 1: All clearance levels may apply Task 2: Minimum of TS required Task 3: Minimum of TS required Task 4: All clearance levels may apply

Q29: Sample TO-2, page 113. Security Clearance requirements state that “Contractor personnel required to carry out these tasks shall possess at least a SECRET clearance”. Question: request clarification regarding which tasks will require access to COMSEC, RD, FRD, CNWDIE, SCI, SAP, and NATO e technical accesses. Information needed to ensure an executable technical solutions and accurate pricing.

A29: The clearance level for this task is predicated on the data being analyzed and reviewed; therefore a minimum of Secret is required.

Q30: Page 65 (252.215-7009) requires preparation of a Proposal Adequacy Checklist. The instructions for Volume I, Proposal Documentation on page 76, section L.2.1 do not include the adequacy checklist.

In which Volume should this checklist be included and where in the volume should it appear?

A30: L.5.4 requires submission of the Proposal Adequacy Checklist in Volume IV.

Q31: Page 73 (L.1.2.d) Present and Past Performance Questionnaires (Attachment L-2) must be emailed directly to DTRA. When are the PPP questionnaires (Attachment L-2) due to DTRA?

A31: PPQs are due to DTRA when proposals are due.

Q32: Pages 89-91 (Attachment L-1) Present and Past Performance Information Forms:

Q32a: Must Attachment L-1 be used in the exact format provided in the RFP, or is it acceptable for the contractor to re-format the form to provide the same information in a more compact format?

A32a: The information in L-1 may be re-formatted when submitted to references.

Q32b: Number 6 and 7 on Attachment L-1 reference the SOO. The instructions in L.4.3 (page

82) require Attachment L-1 for each reference but do not differentiate between references provided for the SOO and for Task Orders 1 and 2. The evaluation criteria on page 121 (M.2.3 Factor 2) states, “For scope, each referenced effort will be compared to the requirements of this effort as found in the SOO, Sample Task Order 1 SOW and Sample Task Order 2 SOW.” Should items 6 and 7 of Attachment L-1 be modified to incorporate references to Task Order 1 and 2?

A32b: Number 6 and 7 in L-1 should reference both the SOO/SOWs. A revised L-1 will be provided in RFP amendment 1.

Q32c: If a past performance reference is used more than once (for the SOO and Task Order 1, for example), does the government require a separate Attachment L-1 each time the reference is used?

A32c: Yes.

Q33: Will the government issue OCI clarifications that apply to this contract and the multi-award J9 CWMD R&D IDIQ contract? Specifically, do any OCI conflicts apply to these scenarios:

a. Large business IDIQ prime as a subcontractor team member on DTRIAC?

b. Large business IDIQ subcontractor team member as a subcontractor team member on

DTRIAC?

c. Small business IDIQ subcontractor team member as a prime on DTRIAC?

d. Small business IDIQ subcontractor team member as a subcontractor team member on

DTRIAC?

A33: CWMD IDIQ primes and subcontractors are not automatically OCI'd out of this opportunity.

Section L.2.11 requires the offeror to specify potential OCI conflicts/issues and provide an OCI Mitigation Plan. If a CWMD IDIQ prime/subcontractor is proposed, OCI issues also will be evaluated at the task order level. Please note that the DTRIAC IDIQ is set-aside for small businesses and FAR Clause 52.219- 14, Limitations on Subcontracting, applies.

Q34: Does the intended scope of literature research in Task Order 1, Task 3, subtask (b)(1) include only current DTRIAC holdings or does it also include journals and other published articles and resources that are not yet in the DTRIAC collection?

A34: Literature research includes external sources as well as DTRIAC holdings.

Q35: In instruction L.3.3.3 and evaluation criterion M.2.2.2, the RFP requests discussion of “mirror” or other realistic assets to test new items (software and hardware). Objective 3.1.4 of the SOO broadly includes development and new technology but does not specifically address introducing new software or hardware into existing DTRIAC systems. Task Order 1, Task 4, subtask (b) requires integration of 3rd-party software with DTRIAC systems but does not indicate that the work is to be performed off-site using contractor-furnished mirror systems and assets. In order to provide a more comprehensive response to L.3.3.3, could the government provide more detail on the types of mirror and other assets required, the requirements for operating these assets within a secure environment, and the DTRA resources the government would provide to facilitate integration into the DTRIAC systems?

A35: See also Sample Task Order 1, Task 4.d.

The intent of this criterion is to assess an Offeror’s capability for testing new hardware and software before being integrated into the actual operational systems, so as to help prevent unforeseen adverse consequences that would significantly affect DTRIAC operations and the ability to meet mission and customer requirements. The discussion would describe how such testing is accomplished, and the capabilities available to the Offeror to perform this testing.