CTR AAS Recompete RFI QA_06Nov2024.xlsx
XLSX spreadsheet 27 KB Posted
- Attached to
- CTR A&AS Recompete Industry Day
- Solicitation number
- HDTRA1_IndustryDay_CTR_AAS_Recompete
- Issued by
-
Defense Threat Reduction Agency
About this file
This document is a Request for Information (RFI) Q&A related to the upcoming Cooperative Threat Reduction (CTR) Advisory and Assistance Services (A&AS) recompete solicitation from the Defense Threat Reduction Agency (DTRA).
The key details include:
- The RFI covers topics such as surge requirements, security clearance needs, travel locations, organizational realignment, labor categories, and potential organizational conflicts of interest.
- DTRA is planning an industry day on October 21, 2024 to provide an overview of the CTR mission, review the draft requirement, and answer questions. One-on-one meetings with industry will also be scheduled.
- The final solicitation is expected to include a 5-7 year period of performance, with a focus on maximizing competition and minimizing administrative burdens. DTRA is open to considering past performance from subcontractors and SETA work that is not WMD-related.
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Other files
| File | Type | Posted |
|---|---|---|
| CTR AAS Recompete Industry Day_QA_06Nov2024.xlsx | XLSX spreadsheet | |
| CTR AAS Recompete - Industry Day - 2024 10 21_Final.pptx | PPTX presentation | |
| CTR AAS Recompete Industry Day Attendees.xlsx | XLSX spreadsheet |
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RFI Q&A
| DTRA CTR A&AS Recompete RFI Q&A - 06 November 2024 | |||||
| Question | Page | Section | Question | Answers | |
| Surge Questions | |||||
| 1 | 1 | 2 | How much advanced notice will the government provide to the contractor to provide surge support to meet the needs of high-priority actions in response to changes in the global environment that impact CTR’s mission? As this could require an additional 20% level of effort, contractors will need adequate time to mobilize additional qualified personnel and subject matter experts. | In most scenarios, CTR will be able to provide timely notification to the contractor and will work with the contractor to allow time for mobilizing the appropriate resources. There are, however, scenarios where global events may require rapid mobilization of specific expertise and SMEs. An historical example would be the Ebola outbreak in West Africa. In these situations, the timeline would be greatly accelerated; however, CTR understands the practical realities and would work with the contractor to develop a realistic mobilization plan. | |
| 2 | 1 | 2 | Include Priced Surge CLINs within Request for Proposal: The existing CTR contract is limited in its ability to accommodate additional requirements today due to a SOW reference as follows: “The Government reserves the right to request the contractor provide additional in-scope effort within an existing performance period. This additional effort may be increased up to, but not exceed 20% of the value of the period. Performance periods are defined within each Contract Line Item (CLIN).” We recommend that the follow-on CTR contract include DFARS 252.217-7001, Surge Option and add additional separately-priced surge CLINs to the contract to allow up-front availability of value and flexibility as CTR requirements expand. The inclusion of this DFARS provision would allow CTR to “Accelerate the rate of delivery called for under this contract at a price of cost established before contract award or to be established by negotiation as provided in this clause.” | ||
| The recommendation would add separately-priced surged CLINs for labor and ODCs for the base and option periods. This accepted practice, allowed per DFARS 252.217-7001, reduces administrative burdens, performance delays, and potential lapses in coverage associated with negotiating contract value increases in execution. It is important to note that CTR retains full control over whether to utilize surge CLINs; this recommendation simply accelerates the full or partial implementation as required by the operational tempo should a crisis scenario or additional significant tasking occur as no contract modification would be required | CTR will consider including the recommended provision while weighing the reduction in flexibility resulting from pre-pricing surge support against the potential burden on time and resources to negotiate additional support as required. As previously stated, this additional support could include highly specific scenarios which do not lend themselves to pre-pricing due to the inherent uncertainty involved. | ||||
| 3 | 1 | 3 | Regarding Security, does CTR intend on requesting additional TS/SCI cleared personnel, more than the 40 stated in the SOO, should DTRA implement a surge of up to 20% additional level of effort? Should offerors plan on an additional 20% (+8) for a total of approximately 48 TS/SCI cleared personnel during surge? | The requirement for TS/SCI personnel in the event of a surge will depend on the factors behind the need for additional personnel. The ratio of TS/SCI cleared personnel would stay the same as the remainder of the contract in most scenarios. However, a surge response resulting from a global crisis could alter this ratio. CTR intends to include pricing assumptions in the solicitation to address this. | |
| 4 | 3 | 4.2 | Does CTR anticipate a contractor surge requirement to support regional alignment with Geographical Combatant Commands (GCC)? | It is unclear what specific "regional alignment" this question is referring to and DTRA would welcome a clarifying question. If referring to CTR's pending organizational re-alignment regionally versus functionally, then no, we do not anticipate a need for contractor surge support. The organizational re-alignment will be complete prior to contract award. | |
| Functional Area Questions/Recommendations | |||||
| 5 | 1 | 3 | Regarding Key Personnel, we recommend that DTRA ensure the LCATs and pricing support a Program Manager, Deputy Program Manager, and 6 Department leads, which aligns CTR’s five functional program areas and the CTR Front Office. | Thank you, we will consider this recommendation during the ongoing acquisition planning. | |
| 6 | 2 | 4.1 and 4.2 | Does CTR expect to issue a separate CLIN for each of the five functional program areas or regional departments? | CLIN structure is still under consideration and details will be provided in a draft solicitation at a later date. | |
| 7 | 5 | 5 | Does CTR anticipate near-term changes to the metrics it uses to evaluate the effectiveness of all five functional program areas? | No, CTR does not anticipate any near-term changes to the current metrics used by the functional/authorized programs (BTRP, CSE, GNS, PPP); however, the metrics may change given CTR's pending reorganization. | |
| 8 | 2, 3 | 4.1 or 4.2 | Will DTRA please provide short, e.g., one paragraph, descriptions of the ongoing and planned projects for each of the five Programs and/or for each of the regional Departments? Doing so will allow non-incumbents to better tailor A&AS offerings to CTR needs. | Detailed information on CTR's individual programs was provided at the first Industry Day event. CTR is committed to providing as much information as feasible to all interested parties in order to encourage maximum competition. | |
| Travel Questions | |||||
| 9 | 1 | 3 | Regarding travel locations, can you provide a list of all countries that currently require travel as well as a list of countries that may require travel within the period of performance? | Given CTR's broad geographic authorities, including some global program authorities, the Program remains postured to travel to any country. As an example, during FY24 the incumbent A&AS contractor participated in CTR travel to 45 countries (Armenia, Australia, Austria, Bahrain, Belgium, Bulgaria, Cambodia, Cameroon, Cyprus, Djibouti, Ethiopia, Finland, France, Gabon, Georgia, Germany, Greece, Hungary, Indonesia, Italy, Jordan, Kazakhstan, Kenya, Laos, Lebanon, Malaysia, Moldova, Morocco, Netherlands, Norway, Philippines, Poland, Romania, Senegal, Singapore, South Africa, South Korea, Spain, Tanzania, Thailand, Tunisia, United Arab Emirates, United Kingdom, Ukraine, Vietnam). | |
| 10 | 2 | 3 | For high-risk travel, can you provide additional specifics on the DoD requirements for contractors required to perform high risk travel? Are there additional travel requirements more than a valid passport, theater clearances and country clearances for high-risk travel? | All DoD-sponsored contractors are subject to the procedures identified in the Foreign Clearance Guide (FCG), which is country-specific and updated frequently based on global events. Since high risk travel encompasses a multitude of different scenarios, it is difficult to say what additional requirements may be needed. At a minimum, additional trainings may be required for these situations. Travel to high risk environments is the exception rather than the rule for CTR travel. | |
| 11 | 2 | 3 | The contractor is required to provide accommodations, transportation, airfare, per diem, etc. for its own staff when traveling. How is this modified for high-risk travel, for example, to Ukraine or another conflict or imminent danger area? What are additional physical security and safety requirements for logistical support for contractors during high-risk travel? | Since high risk travel encompasses a multitude of different scenarios, it is difficult to say what additional requirements may be needed. CTR is committed to the health and safety of both USG and contractor personnel during travel whether routine or to a high risk environment. Contractors are typically integrated tightly into CTR teams traveling to high risk environments and CTR works closely with the contractors to ensure any special procedures are applied across the team, thereby supplying the contractors with the same security precautions and resources given to the Government, which are dictated by a number of factors (destination, purpose of travel, time, etc.). | |
| 12 | 5 | 5 | The task for the contractor to assist in conducting in-country inspections of facilities and personnel trained, tabletop and field exercises, after action reporting and recommendations for training improvement, development, evaluation, and strategy leading to end state criteria will likely require translation support for other languages. Does CTR have more specifics on potential countries or regions for training locations, audiences, and corresponding language requirements during the duration of the period of performance? | This A&AS requirement does not currently include support for translation or interpretation. CTR has other contract vehicle(s) in place for this support. In the unlikely event this changes, the requirement will be updated and all interested parties will be notified. | |
| TS/SCI Question | |||||
| 13 | 1 | 3 | Will DTRA consider amending “At the start of the contract performance period, the contractor shall provide approximately 40 FTEs with a TS/SCI clearance” to “At the start of the contract performance period, the contractor shall provide approximately 40 TS/SCI-eligible FTEs?” This revision allows optimization of the staffing mix over a broader set of cleared SMEs and administrative personnel. | CTR will take a close look at this wording to ensure that potential competition is maximized and the requirement does not serve to limit potential bidders. However, some minimum number of cleared personnel will be required at the start of the contract with the definite number of personnel specified in the final solicitation documents. | |
| PoP Recommendation | |||||
| 14 | 1 | 3 | Period of Performance. We recommend the Government consider a PoP increase from 5 to at least 7 years, or up to 10 years. This approach reduces the burden of creating and evaluating proposals and enables greater focus on mission execution. An increase in the PoP also: | ||
| • | Supports staff retention through enhanced contract stability. | ||||
| • | Deepens client relationships and informs cross-Department training. | ||||
| • | Increases staff mission focus and understanding of needs and requirements. | ||||
| • | Provides enhanced mission stability, continuity of operations, knowledge management, and ability to define and implement long-term innovations. | CTR acknowledges the benefits of a longer PoP as identified in the question but must balance those with the need to fulfill competition requirements. CTR is exploring this option. | |||
| SPOT Question | |||||
| 15 | 2 | 3 | Will the government provide the contractor with access to the Aircraft and Personnel Automated Clearance System (APACS), training and briefings, and procedures for registering in the Synchronized Pre-deployment and Operational Tracker (SPOT) or its successor? | Yes, the assigned COR will work with the contractor to ensure all APACS and SPOT requirements are met. All personnel assigned to the contract will require a CAC, which should assist with accessing these systems. | |
| Emergency Evacuation Plans Question | |||||
| 16 | 2 | 3 | Can the government provide assistance to enable the contractor to maintain Emergency Evacuation Plans for all active in-country efforts? Can the contractor work through the COR to align Emergency Evacuation Plans for the contractor workforce similar to those for DTRA workforce, worked through the country teams? | To the extent possible, travel contingency planning (to include Emergency Evac Plans) will integrate both USG and contractor employees. Historically, CTR has worked closely with the A&AS provider to ensure the health and safety of all travelers supporting DTRA missions regardless of affiliation. | |
| Government Property Question | |||||
| 17 | 2 | 3 | Can the government provide a sense of scale for required contractor asset management of “miscellaneous furniture and other facility items” in performance of this contract? Will the government provide the contract with access to the DoD Procurement Integrated Enterprise Environment (PIEE) Government Property Module? | The Government intends to provide more information on the expected quantities of furniture and other facility items in solicitation documents/pricing assumptions. However, the property is typical of what is expected in an office environment with no special items anticipated. The awardee will be provided access to the PIEE Property Module in accordance with the applicable regulations. | |
| Organizational Realignment Questions/Recommendations | |||||
| 18 | 3 | 4.2 | What is the timeframe for CTR’s internal organizational alignment, and will the A&AS contract include assistance in planning, implementing, or executing the new alignment? | The organizational re-alignment is intended to be complete prior to contract award. | |
| 19 | 3 | 4.2 | When is CTR’s organizational re-alignment to regional departments expected to be complete? What defines Full Operational Capability (FOC)? | The organizational re-alignment is intended to be complete prior to contract award. | |
| 20 | 3 | 4.2 | Program Support Department: We recommend updating to Mission Integration to reflect post restructure title. | Thank you for the recommendation. | |
| GCC Question | |||||
| 21 | 3 | 4.2 | Is CTR planning on integrating Joint Staff into regional GCC discussions? | It is unclear what specific "Joint Staff" this question is referring to and DTRA would welcome a clarifying question. CTR has, and will remain, in close coordination with Combatant Command staff for execution of CTR activities. | |
| Labor Question | |||||
| 22 | 3 | 4.2 | Will DTRA please provide a preliminary planning estimate of FTEs and labor category mix for each of the regional Departments and the Front Office team? Providing such information helps to enable an “apples to apples” comparison among competing bids. | The Government intends to provide some information on the organizational structure in solicitation documents/pricing assumptions. However, DTRA will likely expect offerors to present their own unique approach, and plan, for supporting CTR. As such, DTRA does not currently plan on providing detailed estimates of FTEs and labor mix, and encourages offerors to develop the most effective and efficient plan for support. | |
| OCI - Inherently Governmental Question | |||||
| 23 | 4 | 5 | The tasks requesting the contractor to provide proposal cost/price estimates and evaluator contractor deliverables might present opportunities for an Organizational Conflict of Interest as these might be considered inherently governmental tasks. Can CTR provide some specific examples of deliverables under these two tasks? | CTR is keenly aware of the line between A&AS support and inherently governmental activities and, historically, has strictly maintained this division. Any A&AS support for proposal analysis (including cost or price analysis) is used solely to support USG decision-making. In addition, any input on deliverables is used solely to support a final decision on acceptance or rejection by a USG decision maker. | |
| PRP Question | |||||
| 24 | 4 | 5 | The task to provide WMD systems and material safety and security expertise includes the requirement for expertise in the Personnel Reliability Program (PRP). Does CTR anticipate a requirement for selected contract personnel to be enrolled in PRP? | The PRP expertise requested would support implementation of PRPs in CTR partner countries where a valid requirement exists. It is not anticipated that the contractor personnel with this expertise would also be enrolled in a PRP. | |
| Facility Radius Questions | |||||
| 25 | 6 | 5 | Would DTRA consider increasing the radius requirement for the contractor owned/leased facility beyond 4 miles, in order to increase competition among companies who do not satisfy that narrow requirement? Is there an analysis for the mileage radius requirement that DTRA can share with industry? | This requirement is not believed to have historically limited competition due to availability of appropriate facilities within the stated radius and was selected by balancing the need for a facility easily accessible by personnel coming to and from the DTRA HQ on Ft. Belvoir. However, if it was demonstrated that this requirement does limit competition, CTR would be open to re-examining this requirement. | |
| 26 | 6 | 5 | The contractor facility requirements are very specific and present exceedingly limited options in the required geographic radius. Is CTR open to consider other ways to meet their overall intent for an adequately sized, scoped, and modernized facility that addresses the work itself, workforce and workplace, enabling innovation while co-locating for classified discussions, brainstorming, etc.? | The stated facility requirements reflect extensive history, and experience, with CTR's A&AS support and requirements and have proven to be the most effective known solution. This requirement could potentially be modified if specific alternatives were provided by Industry prior to finalization of the solicitation package. | |
| Transition Question | |||||
| 27 | 6 | 5 | What are the transition-in and transition-out timeframes if a new contractor is selected to replace the incumbent? Will there be overlap with the incumbent? | The current award schedule is intended to allow at least 90 days of overlap/transition in the event the incumbent is replaced. | |
| SOO Structure Question | |||||
| 28 | 4,5,6 | 5 | In the final version of the SOO will DTRA please number the performance objectives for ease of reference in proposals. | Yes, the final version will be formatted for ease of reference. | |
| Past Performance Questions | |||||
| 29 | N/A | N/A | In the evaluation of proposals, would DTRA consider allowing past performances from subcontractors in addition to, and of equal value to, past performances for prime contractors? | This approach will be considered as acquisition planning continues. DTRA is firmly committed to fostering maximum competition for this requirement. | |
| 30 | N/A | N/A | To foster increased competition and capture an offeror’s ability to manage large technical support contracts, would DTRA add a past performance category for Systems Engineering and Technical Assistance (SETA) work that is not explicitly WMD-related? | This approach will be considered as acquisition planning continues. DTRA is firmly committed to fostering maximum competition for this requirement. |
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