Attachment_11_-_Government_Responses_to_Questions_20_Dec_2016.pdf

UNCLASSIFIED - Approved for public release, distribution unlimited

Government Responses to Questions #1-59 Solicitation # HDTRA1-16-R-0039

DTRA J3/7 A&AS Support Updated: 20 December 2016

Responses from 12 December 2016:

1. Will the Gov’t grant an extension of two weeks? This would provide for nine additional work days to complete the proposal, allowing sufficient time for bidders to prepare and for Gov’t representatives to deliver PPQs (not yet released) by the submission date, as well as accommodate Gov’t personnel completing the PPQs over two federal holiday periods, which may impact submission timelines. Additionally, it would allow ample time for bidders to review and incorporate within their proposals answers to questions essential to delivering a compliant proposal.

Government Response: Amendment 0002 extends the RFP Proposal submission date in block 9 (to NLT 2:00 PM 03 January 2017).

2. RFP Section L.4.3 requires submission of Attachment 6, PPQ. Attachment 6 of the solicitation appears to be what is intended by Form L-1, PPIF. Will the Govt. provide the referenced PPQ form?

Government Response: Amendment 0002 added Attachment 10 - Past Performance Questionnaire (PPQ).

3. RFP Section G, page 9 of 82 lists DFARS Clause 252.242-7004 as a Clause Incorporated By Reference, however, this clause does not apply to Small Businesses. Request removal of this clause.

Government Response: Amendment 0002 removed DFARS Clause 252.242-7004.

4. RFP Section L.2.1(iv), page 56 of 82 references a paragraph L.2.13 which does not appear to exist. Please clarify.

Government Response: Amendment 0002 changes L.2.1, par iv. To "Documents listed in paragraphs L.2.2 through L.2.12"

5. The Sentence "The Government will evaluate the quality of product or service, timeliness of performance, cost control, business practices, management of key personnel, and customer satisfaction based on the Offer's demonstrated record' will drive L-1s to focus on these topics rather than past performance measured against the PWS. Would the Gov't consider deleting this sentence?

Government Response: No

6. The key personnel clause requires resumes for all key personnel for Gov't review. This clause requires resumes for all personnel being replaced or substituted for CO review and decision on substitutions. This appears that the Gov't will be deciding each individual hire and adds an additional 5 days of review further slowing down the hiring process. Would the Gov't consider deleting this section?

7. Typical contract downward LOE deviation is 10% rather than the 5% indicated. Request the Gov't increase the allowed deviation to 10%.

8. The Government identified a Program Manager within the ID/IQ Personnel Requirements, but did not include the Program Manager in the Task Order 0001 PWS. What is the expected level of effort for the Program Manager under Task Order 0001?

Government Response: There is not a need for Program Management level of effort for Task Order 0001.

9. The RFP instructions (page 65 of 82) note that “For each cited reference, the Offeror shall complete the Present and Past Performance Information Form (Form L-1) and provide detailed responses under paragraph 5 describing the relevance and performance for the references.

Offerors may use their own format for Form L-1 as long as they include all information required by the Form L-1 in the exact same order specified and comply with the page limit.” Attachment 6 – Present and Past Performance -Information Form provides a template; however, the template is not identified as “Form L-1”. Should we consider the Attachment 6 template to be the “Form L-1” used for this submission or is there an additional form that will be issued by the government to ensure compliance with this requirement?

Government Response: Attachment 6 is Present and Past Performance Information (PPPIF) Sheet (Form L-1). Amendment 0002 updates RFP Section L.4.3 to identify the PPPIF sheet, Form L-1 as Attachment 6. Attachment 6 has also been updated to include Form L-1 on this document. Also see the Response to Question 2 regarding the PPPQ Form (added in Amendment 0002 as Attachment 10).

10. Volume III Factor 2 – RELEVANT PRESENT & PAST PERFORMANCE, Unlimited pages.

Recommend that the Government provided a page count limit for each Past Performance reference, e.g., 2 pages, to facilitate the evaluation process.

Government Response: The page limit for Factor 2 is as stated in Table L.1.2. Submit in accordance with instructions in L.4

11. For each cited reference, the Offeror shall complete the Present and Past Performance Information Form (Form L-1) and provide detailed responses under paragraph 5 describing the relevance and performance for the references. Question: Please confirm that Form L-1 is Attachment 6 of the RFP.

Government Response: See the Response to Question 9 and Question 2.

12. In addition to the information provided in the Present and Past Performance Volume, the Offeror shall ensure that each reference identified completes a Present and Past Performance Questionnaire (PPPQ) (Attachment 6). Question: Please provide the PPPQ form.

Government Response: See the Response to Question 2.

13. “Building Partnerships Department,” states that the Project Research Analyst will: - “Assist J3/7 leadership with the development and implementation of near and longterm goals and objectives.” - “Assist planning, coordination, and execution of J3/7 events.” Question: Are these duties meant to refer to the J3/7 Front Office? Other duties listed in this section involve supporting the J3BP Front Office.

Government Response: Amendment 0002 revises the reference to J3/7 in the TO 1 PWS Section 2.2, Primary Duties to read "…and execution of BP events." and "Assist BP Leadership…"

14. "In the “Copies” column of Table L.1.2 the government uses the term “Hard Copies” for Volume I-III and “Copies” for Volume IV & the Subcontractor Cost Proposal.

Question: Please confirm that in these instances the term “Copies” is synonymous with “Hard Copies”"

Government Response: Amendment 0002 updates Table L.1.2 to clearly designate how many "Paper Copies" and "Electronic Copies" are required.

15. 252.215-9004 Key Personnel (Aug 2012) – RFP identifies key personnel at the TO level. But is the Program Manager, identified at the IDIQ level of the PWS, key personnel? What level of effort does the government anticipate for the Program Manager, both at the IDIQ level and for

TO1?

Government Response: See Response to Question 8

16. In Attachment 4, the Program Manager is identified as an IDIQ labor category and is assigned 1880 hours. The Program Manager, however, is not included in the cost spreadsheets for TO1.

How does the government intend for the contractor to bill for Program Manager effort at the IDIQ and TO1 level?

Government Response: See Response to Question 8

17. On May 31, 2016, the Small Business Administration (SBA) issued a final rule implementing the small business-related provisions in the FY13 National Defense Authorization Act (NDAA).

(Please refer to RIN 3245-AG58 and Federal Register Number 2016-12494, which were issued on 31 May 2016 and became effective on 30 June 2016.) This new rule allows the small business portion of a set-aside contract to be performed by one or more similarly situated entities. Although this rule has not yet been incorporated into the FAR, it is highly likely that during the period of performance of this contract that FAR 52.219-14 will be updated to reflect the new rule. For this proposal, will the government allow more than one similarly situated entity to perform the required small business share of work (consistent with the new SBA final rule)? If not, will the government allow the successful contractor to use more than one similarly situated entity after FAR 52.219-4 is updated with the new SBA rule?

Government Response: Not at this time. This SBA ruling is not currently incorporated into the FAR.

18. In section L.1.3.5 the font size for figures and tables is specified as “shall appear be no smaller than Times New Roman 10 point”. In L.1.3.7, the font size is specified as “the font shall be no smaller than 10 point”. Could the government please clarify the font requirements for figures and tables?

Government Response: As currently stated in each section: "Lettering within tables, charts, graphs, and figures shall be no smaller than Times New Roman 10 point.” “For tables, charts, graphs, and figures, the font shall be no smaller than 10 point."

19. Attachment 4 does not provide a mechanism for escalation of labor rates from year to year.

Could the government clarify its intent with respect to escalation of labor rates during this contract?

Government Response: Please see the Instructions in Attachment 4 and RFP Section L.5.4. Attachment 4 requires the offeror to put in rates for each year (Base year + 4 option years) for each labor category at the IDIQ level. Therefore escalation is allowed.

20. The PWS for TO-1 contains an extensive description of Budget/Program Analyst duties in section 2.3. The IDIQ PWS, however, does not have a CBRN Preparedness Division section that corresponds to the TO-1 PWS element. Will the government consider revising the IDIQ PWS to incorporate the Budget/Program Analyst support?

Government Response: The IDIQ PWS Section 1.3 Scope, Overall Tasks Listed incorporate all support tasks. The IDIQ Personnel Requirements document lists all the Labor Categories available under the base IDIQ contract. The Budget/Program Analyst is listed in Section 1.3 of this document.

21. In section L.4.3, the last paragraph refers to the PPPQ that goes to each past performance reference, and indicates that the PPPQ is Attachment 6 to the RFP. Attachment 6, however, is the Past Performance Information Form and does not include the PPPQ. Will the government issue a PPPQ for contractors to send to references?

Government Response: See Response to Question 2

Responses from 20 December 2016:

22. RFP Section L.5.4, page 68 of 82 states that in addition to Attachment 4, the Offerors shall provide a detailed cost proposal that supports the fully burdened labor rates for each labor category identified in Attachment 2 – Personnel Requirements required by the IDIQ contract.

However, it appears that a separate detailed cost proposal would be redundant and is not necessary since this requirement will be met by properly completing the Attachment 4. Please clarify.

Government Response: "Amendment 0003 edits L.5.4 par 2 to state ""...the Offerors shall provide a cost proposal that provides an opportunity to further explain the accounting process and any necessary cost information that the Government needs to understand to effective evaluate the offeror's proposal." The additional information provided in the 2nd paragraph of L.5.4 still needs to be provided."

23. RFP Attachment 8 (GPAT Section 508), the Government did not complete Column Three (i.e. Yes or No) in it’s entirely for Subpart B Section 1194.25, Subpart C Section 1194.31, and Subpart D

1194.41 tables. Please clarify which provisions are applicable.

Government Response: The summary page on pages 1 & 2 identified there were no Applicable provisions for the first two sections. Amendment 0003 updates Attachment 8 Column Three to reflect the cover page information.

24. RFP Section L.2.1.4, page 56 of 82 references a requirement to list a Government Paying Office.

However, this information would need to be provided by the Government for this specific RFP.

Please clarify.

Government Response: RFP Section L.2.4 is revised in Amendment 0003 to remove the requirement for the Offeror to identify the Paying Office

25. IDIQ PWS requires Task Order QCP. Also, Sections L & M do not require a QCP. Request Gov't confirm whether the QCP is intended for the IDIQ or TO level and insert requirement into Sections L&M if required.

Government Response: A Quality Control Plan will be issued at the Task order level. An IDIQ PWS QCP is not required.

26. Delivery award date states POP 26 May 2017. Current incumbent POP ends 10 Mar 17. Is the Gov't going to extend the incumbent to a date beyond 26 May 17 to allow for continuity of work and successful transition? Will the Gov't extend the incumbent's contract to allow for continuity of work and successful transition?

Government Response: The current estimated period of performance is as stated in Section F. As stated in RFP Section L.6 paragraph 2, "The one-year base period shall include any/all transition periods, up to 30 days, required for Task Order 0001."

27. 3.2.2 states "Any variances or deviations to the minimum requirements must be approved by the COR and the Division Chief." Does this allow bidders to propose variances to minimum IDIQ or TO1 personnel requirements? Request the Gov't clarify whether proposals can deviate from minimum requirements?

Government Response: Offerors shall propose to the minimum requirements identified in the RFP. Paragraph 3.2.2 to TO1 is included should an anomaly arise during performance and a deviation to the minimum requirements is necessary. The Government would anticipate this deviation only being authorized in emergency or unusual extenuating circumstances.

28. One of the PWS duties states "Lead execution of engagements…". Recommend changing to read "Assist in execution of engagements…." to allow Gov't lead and decision. Would the Gov't consider changing this sentence?

Government Response: Amendment 0003 changes TO1 PWS 2.4 to "Assist in execution of engagements…"

29. What is the Partner Nation (PN) CBRN exercise schedule for the next 12-24 months? Please identify dates and locations per exercise.

Government Response: The Partner Nation exercise schedule has not been developed.

The exercises will be scheduled and the successful offeror will be expected to support said exercises during the performance of the contract.

30. What equipment and capabilities is the US providing to each Partner Nation?

Government Response: The Government procures the equipment under other contract vehicles. The required capabilities being provided to each Partner Nation under this contract are as identified in the IDIQ PWS 2.3. The CBRN Preparedness Program (CP2) increases the tactical, operational, and strategic capabilities of partner nations to respond to and mitigate the effects of WMD incidents.

31. What are DTRA’s training objectives for future Partner Nation CBRN exercises? How do DTRA’s Training objectives differ from the COCOM’s?

Government Response: The training objectives are tailored to the PN and the purpose of the exercise.

32. What are the capabilities and limitation of exchange venues for future Partner Nation CBRN exercises?

Government Response: The Government is not familiar with the term "exchange venues" and as such is not able to answer this question.

33. What assessment criteria are being used in Partner Nation CBRN assessment? Please provide a copy of these criteria.

Government Response: There are no standardized assessment criteria, it is very situational and country dependent. The overarching goal is to determine the PNs ability to respond to and mitigate the effects of WMD incidents.

34. What are the Combatant Commands Intermediate Military Objectives for each Partner Nation?

Government Response: See IDIQ PWS 2.3

35. What are DTRA’s Lines of Effort to build capacity and capability for each Partner Nation? How do these differ from the COCOMs?

Government Response: This information will be provided after award of the Task Order.

36. What are the government goals or milestones to reduce Partner Nation reliance on the US?

Government Response: See IDIQ PWS 2.3

37. What Partner Nation interactions are scheduled in the next 12-24 months?

Government Response: This information will be provided after award of the Task Order.

38. What is the DTRA CBRN Exercise schedule and locations including IPC’s, IPR’s, MPC’s and FPC’s in the next 36 months?

Government Response: See response to question 29.

39. What are the DoD and Interagency training objectives for scheduled CBRN exercises?

Government Response: See response to Questions 29 and 31

40. The sample Task Order 1 staffing matrix in Section L.3.3.3 identifies a transition period, the Base Year and Options 1 through 4. Attachment 4 for the pricing of the Task Order does not provide a tab for the transition period. Since Attachment 4 is locked, offerors cannot add a tab for the pricing of the transition period. Can the Government please provide a revised Attachment 4 to include a tab for the transition period?

Government Response: The transition period will be evaluated at full performance capacity, all labor categories and all hours. As a result, Attachment 4 remains unchanged. See Response to Question 51 regarding Attachment 4 being unlocked with Amendment 0003. Any transition period will be included in the base year and should be proposed at a full up performance capacity.

41. Subfactor B: Task Order 0001 Technical Approach. Section 2—Task Order 0001 Staffing Plan Matrix – Offerors shall provide a Staffing Plan Matrix that corresponds with the Execution Plan specifying names, position title/labor categories, specific sections of the Task Order 0001 PWS all key personnel will support and the number of hours they are projected to work. Question: Is there a page limitation for the Staffing Plan Matrix?

Government Response: No, there is no page limitation for the Staffing Plan Matrix. As stated in L.1.3.5.3 Pages Not Counted, Staffing Plan Matrix is one of the listed items.

42. States “Offeror’s shall specifically cite the applicable PWS sections (i.e. PWS 3.3.1) their past experience and how this experience is relevant to the J3/7 Requirement (emphasis on the relevancy in relation to the scope, magnitude, and complexity of the PWS requirements.”).

Question: Is the PWS referred to the IDIQ PWS?

Government Response: This applies to the IDIQ PWS. As identified in Section M, the Task Order in totality does not get included in the basis for the IDIQ award decision.

Only the TO approach will be factored into the IDIQ award decision.

43. Individuals being proposed who are not current employees of the Prime or Sub-contractor, must have a signed Letter of Commitment/Intent. Question: Please confirm that the Letter of Commitment/Intent is required solely for Key Personnel.

Government Response: Yes, signed Letters of Commitment/Intent are only required for Key Personnel. See paragraph M.2.1.2 Section 3.

44. In the IDIQ PWS, paragraph 1.3 SCOPE, one of the tasks is; “Provide modeling and simulation development and analysis” - Will the supporting contractor have the latitude to improve, expand or add do the analytic tools the J 3/7 currently uses (HPAC and JMEM) to support operational and training events?

Government Response: No the contractor will not have latitude to improve, expand or add to the analytic tools that J3/7 uses, unless the government directs the changes to be made.

45. "Section L.1.2 (b) states “As shown in Table L.1.2, additional paper copies of Volumes I through IV shall be submitted in separate 3-ring loose-leaf binders, which when open, lay flat. No staples shall be used. A cover sheet shall be posted at the beginning of each volume, clearly marked as to volume number, title, copy number, RFP identification, and the Offeror’s name. The same identifying data shall be placed on the spine of each binder.” Question: This language appears to exclude the “Subcontractor Cost Proposal”. Please clarify whether this guidance applies to the “Subcontractors Cost Proposal” as well."

Government Response: See L.5.4 paragraph 5, which states: “If subcontractors are utilized,... The Subcontractor’s proposal submission should clearly identify the Prime Offeror’s name and any other identifying information so the Government can correlate the Subcontractors and Prime Offeror’s as belonging together."

46. Subcontractor cost proposals are referred to in section L.5.4. Could the government clarify which of the Volume IV instructions in L.5.0 are applicable to subcontractor cost proposals?

Government Response: See response to Question 45.

47. PWS Section 5.1 (“Quality Control”): Does the Government require Offerors to include a Quality Control Plan (QCP) with the proposal? If the QCP is required as part of the proposal, then will the Government please include it in Section L.3.2 (“Volume Organization”) and allow additional pages in the Offerors’ proposals? Alternatively, will the Government allow an IDIQ-level QCP as opposed to a TO-based QCP?

Government Response: See response to Question 25.

48. Attachment 4 – Proposal Sheet – Tab 2. IDIQ Base Year – RFP indicates a total of 44 FTE, which is inconsistent with the 22 FTE identified in the RFP. Could the government clarify the correct number of FTE for the pricing spreadsheet?

Government Response: TO1 has 22 FTEs. For evaluation purposes for award the IDIQ has 44 FTEs. See M.2.3 Factor 3 - Cost.

49. If a subcontractor provides a fully burdened rate to the prime contractor and submits its cost breakdown directly to the government, it is not clear how the government would like to see these costs incorporated in the cost sheets in Attachment 4. Specifically, how would the prime show its application of any prime G&A, indirect cost, or fee associated with its subcontractor cost? Could the government clarify how it would like to see fully burdened subcontractor costs incorporated into the prime’s Attachment 4?

Government Response: Fully burdened rates from the Sub can be put into the Direct Labor Cost Rate cells. Clearly identify these as Subcontractors (name of) in the appropriate cell in the Workbook (Column 4). If the prime does not receive the subcontractors cost breakdown then the subcontractor shall provide the breakdown in their proposal provided directly to the Government.

50. In Section L.6, the second paragraph states: “The one-year base period shall include any/all transition periods…..” This appears to be in conflict with L.3.3.3, Section 2, which says: “The Offerors Staffing Plan provides individuals and hours for Transition and Level of Effort for the entire Task Order 0001 period (transition period, base period and 4 one-year options).” Will the government revise L.3.3.3 so that its language is consistent with L.6?

Government Response: See Response to Question 40.

51. Although the RFP indicates that contractors can add additional columns to the spreadsheet in Attachment 4 (L.5.6), the spreadsheet as provided is locked and cannot be modified other than the cells that allow data entry. Modifications to Attachment 4 are necessary so that contractors can provide specific cost information not included in the pre-defined column headings. Will the government consider re-issuing Attachment 4 with more flexibility?

Government Response: Amendment 0003 removes paragraph L.5.6 -COST PROPOSAL CROSS REFERENCE MATRIX. Additional supporting information shall be provided in the cost proposal volume, See Sections L.5.2(v) and (vi), and L.5.4 paragraph 2 of the RFP.

Attachment 4 to the RFP has been unlocked, offerors shall only adjust this spreadsheet if their accounting system requires a different methodology for capturing costs. Offeror's whose accounting systems are in line with the methodology utilized in the spreadsheet shall not make adjustments to the spreadsheet.

52. In section L.5.2, reference is made to a “Contractor Excel sheet” being provided in addition to the Attachment 4 spreadsheet. Could the government clarify the expectation as to what the Contractor Excel sheet would contain that is not already captured in Attachment 4?

Government Response: These two spreadsheets should be the same, however, the Cost proposal excel sheet may break out and identify costs to a lower level if the offeror so desires.

53. It is not clear what the government is expecting from section L.5.6. How is the cross-reference matrix different from Attachment 4, since Attachment 4 already ties the Subfactor A staffing and labor to the TO-1 staffing? Could the government provide an example in table format of what is required in the cross-reference matrix?

Government Response: See Response to Question 51.

54. L.3.3.3, Section 2, Staffing Plan Matrix. The instructions in Section 2 state “…specific sections of the Task Order 0001 PWS all key personnel will support and the number of hours they are projected to work.” The example matrix, however, includes key and non-key personnel and has a column dedicated to identifying whether an individual is key or non-key. Should the staffing plan matrix include ALL personnel or only key personnel? Additionally, if the matrix includes all personnel for all periods, the matrix will require 3 full pages (a minimum of 22 lines per contract year), which represents 15% of the page allocation for Subfactor B. Since Option Years 2 through 4 are likely to be highly redundant, would the government consider shortening the Staffing Plan Matrix to include only Transition, Base Year, and Option Year 1?

Government Response: The Staffing Plan Matrix should include ALL personnel. See response to Question 41 regarding there is no page limitation for the Staffing Plan Matrix.

55. The required RFP Cross Reference Matrix is presented in Volume II. The directions (page 61, P L.3.3.1) state, “The Offeror shall fill out an RCRM indicating where the proposal addresses the solicitation requirements. An example format is shown below. The purpose of the RCRM is to show critical interrelationships and dependencies among the documents. The matrix ensures that all requirements are addressed, requirements do not conflict, and proposal sections are internally consistent.” Is this only for the information in Volume II (RFP paragraphs L.3.3.2 and L.3.3.3)? If not, which volumes should it detail?

Government Response: Yes the RFP Cross Reference Matrix only applies to Volume II.

56. On DD Form 254 Section 10, will the Government please verify that Item f “Special Access Information” should be checked?

Government Response: Amendment 0003 updates Attachment 3 - DD 254. The form is updated and only access required to ACCM (Block 10K, Other(Specify)), not Special Access Information (Block 10f).

57. On DD Form 254 Section 11, Item a is checked, indicating that the contractor will have access to classified information “only at another contractor’s facility or a government activity.” Item c is also checked, indicating that the contractor will “receive and generate classified information.”

These two appear to be in conflict with each other. Will the Government please clarify?

Government Response: Amendment 0003 updates Attachment 3 - DD 254. The form is updated and only block 11a is checked yes (Block 11c is no longer checked).

58. In Attachment 8, the GPAT 508 compliance requirements, the summary table indicates that 7 out of 9 possible provisions are applicable to this effort in 1194.31 and 1194.41. In the detailed applicability tables, however, the assignment of “Yes” and “No” values to specific provisions does not match the total numbers in the summary table. Could the government please clarify with a “Yes” or “No” in the detail tables which specific provisions of 1194.31 and 1194.41 are applicable to this effort?

Government Response: See Response to Question 23.

59. Is it acceptable for the contractor to include a summary table and brief narrative at the beginning of the Past Performance Volume

Government Response: Yes.