Question and Answer final.doc

Question 1:

Is commercial past performance for similar services acceptable, or is government past performance a must?

Answer: Relevant past performance both commercial and Government will be considered.

Question 2:

Is it acceptable to deploy English speaking foreign nationals to fulfill this assignment?

Answer: The Security Requirements section of the performance work statement stipulates that contractor personnel require a Secret clearance to accomplish duties associated with the PWS.

Question 3:

Is there an incumbent service provider in place providing the same or similar support services to DSCA?

Answer: Yes

Question 4:

The PWS mentions database(s) and intranet site. Can you provide us additional information about the platforms and software that is already in existence? It would be helpful to identify resumes with requisite skills.

Answer: The contractor will be expected to perform analyses based on data drawn from the Defense Security Assistance Management System (DSAMS).

The PWS stipulates the following computer skills: MS Suite Versions 2003 and 2007 (Word, Excel, PowerPoint, ACCESS databases), MS Front Page for web design, Adobe Acrobat and Photoshop.

Question 5:

For scoping purposes, can you provide us some additional information about the numbers of DSCA personnel who will be supported or how many processes are in place?

Answer: The position supports the DSCA Office of the Chief Performance Officer. There are currently five USG personnel authorized; four assigned.

Question 6: Is there an incumbent for the work or is this a new requirement?

Answer: There is an incumbent contractor in place.

Question 7: Is there a projected level of effort for this requirement?

Answer: The position is a full-time eight position.

Question 8: Are there specific labor categories that must be used for this requirement?

Answer: Contractor is to propose the services best suited to meet the requirements set forth in the PWS.

Question 9: Is there an incumbent contractor currently performing this task?

Answer: See the answer to question 6.

Question 10:

The scope and depth of the effort is not clear from the requirements stated in the RFP. Please provide specific information on the level of effort expected by the requesting party. This information should include the number of people and specific locations where the effort will be performed, the number of processes the organization has identified needing improvement, any expectations as to how many consultants are expected to be onsite for this effort, and whether there is an expectation that such a consultant(s) will be staffed onsite each working day during the period of performance.

Answer: Level of effort: See response to question 14f. Number of people: See responses to questions 14e and 23. Processes identified as needing improvement: See response to question 14j. Number of consultants (contractors) expected to be onsite/staffed onsite each working day: See responses to questions 14e, 22, 23, and 24.

Question 11:

Performance Objective No. 1 – Business Metrics Analysis

a. What database management system is currently in use? Will this system remain the same throughout the contract?

Answer: The database management system currently in use is the Defense Security Assistance Management System (DSAMS). This system will remain the same throughout the contract.

b. Do recurring performance (metrics) reports currently exist?

Answer: Yes.

Question 12: Performance Objective No. 2 – Strategic Planning

Do progress reports for the implementation of goals and objectives for the Strategic Plan currently exist?

Answer: Yes

Question 13:

Performance Objective No. 3 – Process Improvement

a. Will technical support to the Lean Six Sigma Projects require anything other than “Data support to the LSS projects” (as stated in Section 12, Deliverables), such as Process Improvement Training, Coaching or Black Belt statistical analysis support?

Answer: Technical support to the Lean Six Sigma (LSS) projects will require a knowledge of data interpretation and display using various Lean Six Sigma-related data display graphics, e.g., process maps, run charts, histograms, pareto charts, and calculation and portrayal of mean, median, and standard deviation values. Familiarity with LSS terminology will also help. Green or Black Belt training is not required.

If the answer to 5 above is other than data support, please respond to the following questions:

- Is there an existing Business Process Improvement (BPI) program?

- How many personnel are involved in the BPI program?

- How many BPI projects are currently in existence? Is this likely to increase?

- How much BPI training has been conducted and to what level- Introduction, Yellow Belt, Green Belt, Black Belt and Champion?

Answer: The answer to question 13 is data support.

Question 14:

Performance Objective No. 5 - Support to Senior Management Consultation and Reviews

a. Is there any estimate of the number and frequency of working group meetings and executive reviews?

Answer: There are at least six senior performance management working group meetings per year (one every two months) and four executive business reviews per year (one per quarter). Additionally, executive quarterly management reviews of strategic plan implementation will be conducted in 2010 following approval of an agency strategic plan, which is currently being updated.

b. Is there currently an incumbent doing similar work to the PWS?

Answer: See answers to questions 6 and 9 above.

c. What is the name of the incumbent, and the contract number awarded?

Answer: Culmen International LLC, Contract number HQ0013-06-C-0005

d. Is this a follow on to HQ0013-05-R-0026 awarded to Culmen International in 2005?

Answer: Yes (see answer to question 14c for the correct contract number for the Culmen contract).

e. Does DSCA have an estimated Level of Effort that will be needed to support this contract? (Estimated # of Full Time Equivalents per year.)

Answer: One full time equivalent per year

f. Does DSCA have an LOE for each individual Performance Objective?

Answer: Estimate PO1: 60%; PO2: 10%; PO3: 10%; PO4: 5%; PO5: 15%

g. What kind of systems are the Intranet Site and Electronic Address Database? (i.e. MS Webserver, Cognos, Access, SharePoint.)

Answer: The electronic address database is in MS Access; the intranet site is in MS.

h. How many stakeholders and Departments are involved in the metrics process, and their place in the organization?

Answer: Security assistance and security cooperation business performance measured, analyzed, and reported by DSCA include the Army, Navy and Air Force, their subordinate organizations, and supporting agencies having security assistance and security cooperation functions, e.g., DFAS and DLA.

i. How often are the analytical surveys conducted using the automated electronic agency email currently?

Answer: Every two years.

j. For Lean Six Sigma Support, are there any ongoing LSS projects, if so, what types, size, and stage?

Answer: There are 11 projects ongoing in DSCA and its subordinate organizations. All are in various stages of progress; most are green belt projects.

Answer: Does DSCA have a LSS Black Belt or Master Black Belt on the government or contractor staff?

Answer: There is a LSS Black Belt assigned to DSCA’s Office of the Chief Performance Officer. A Master Black Belt is retained under contract.

l. Will the contractor be designing new metrics or analyzing existing metrics?

Answer: The contractor will be doing both.

m. How many existing metrics are needed to be analyzed?

Answer: The quarterly executive business review includes 29 existing metrics.

n. Does DSCA have a requested limit of pages for the technical proposal?

Answer: Contractor's proposals are limited to 30 pages inclusive of resume(s).

o. Does DSCA require a hardcopy of the proposal, or will an electronic version emailed to Ms. Szatmary suffice?

Answer: Yes, DSCA requires one original hard copy and one sanitized hard copy of the Offeror's proposals. The sanitized copy omits all references to the Offeror's name. The names of any subcontractors or members of teaming arrangement should also be omitted.

p. In the Representations and Certifications Paragraph (16), we have found two clauses with updated references:

- 52.212-4, Contract Terms and Conditions – Commercial Items (May 1999). Is now March 2009?

Answer: 52.212-4, Contract Terms and Conditions – Commercial Items (March 2009) replaces 52.212-4, Contract Terms and Conditions – Commercial Items (May 1999).

- 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 1999). Is now June 2009?

Answer: 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (June 2009) replaces 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 1999).

Applicable clauses:

(b)

(8)(i) Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644).

(10) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)).

(18) 52.219-28, Post Award Small Business Program Rerepresentation (Apr 2009) (15 U.S.C. 632(a)(2)).

(19) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

(20) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Feb 2008) (E.O. 13126).

(21) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

(22) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

(23) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212).

(24) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793).

(25) 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212).

(26) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201).

(27) 52.222-54, Employment Eligibility Verification (Jan 2009). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

(39) 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). (1) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.).

(2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

(3) 52.222-43, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Multiple Year and Option Contracts) (Nov 2006) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

Question 15.

In FAR 52.212-5 (b)(7)(i) has been removed, what is the PWS referencing? Is it supposed to be (b)(8)(i) 52.219-6 Notice of Total Small Business Set-Aside (June 2003)?

Answer: See above for applicable clauses.

Question 16:

FAR 52.212-5 (b)(17), identifies this PWS as a Total Service-Disabled Veteran-Owned Small Business Set aside. The FedBiz Ops solicitation identifies this as a Total Small Business Set-aside, please clarify.

Answer: This is a Total Small Business Set-aside. FAR 52.219-6 applies as noted above.

Question 17:

What is the size of population participating in the metrics collection and review? More specifically, How many departments / divisions are reporting directly to the senior level management referenced under Performance Objective #1 - Business Metrics Analysis

Answer: See answer to question 14h

Question 18:

How many stakeholders participate and provide information in the metrics collection process?

Answer: See answer to question 14h

Question 19:

Do you envision a cascading / hierarchical metrics system? If so, how many organizational levels would be involved in the process? What is the population size of each level?

Answer: The metrics system in which this contract would play a supporting role is not currently a cascading/hierarchal metrics system.

Question 20:

In section 10, Personnel qualifications, it is noted that “the contractor shall be responsible for “providing a technically qualified person” to perform the work specified” in the PWS. In the synopsis, it is noted that the contractor shall “provide services and staffing”. In the CLIN structure, contract line items are referred to as “Metrics Analysis Support Services”.

Answer: The contractor is expected to provide staff(ing) and will be given government furnished equipment (GFE). See para. 6 of the PWS.

Question 21:

Is it the interest of DSCA for the Contractor to provide one staff member to perform these services?

Answer: Yes

Question 22:

If the performance objectives described in this PWS, or any part thereof, are currently being performed by an individual or organization, please identify that individual or organization.

Answer: The current contractor is Culmen International LLC

Question 23:

Is there a page limit for this proposal? If so, how many pages, what font size, and what line spacing are required?

Answer: See Answer to Question 1.

Question 24:

Please share the government’s estimate of the level of effort or total cost for this contract?

Answer: The Government does not share the independent Government cost estimate. See answer to question 14f for level of effort.

Question 25:

Has the strategic Planning Process been integrated with Performance Measures by an existing Contractor? In addition, have draft measures been developed?

Answer: The agency strategic plan is currently being updated using an existing contracted facilitator. The update process will include the integration of strategic goals and objectives with performance measures.

Question 26:

Is an existing measurement framework being used or planned for use, like the Balanced Scorecard, etc.?

Answer: The principles of Balanced Scorecard are incorporated into the strategic planning process along with current OMB budget-performance guidance.

Question 27:

In Performance Objective #1: Business Metrics Analysis, what business metrics currently exist that are the target of the analysis? How many and how frequently would DSCA like to receive the “recurring performance (metrics) reports.” Who are the stakeholders who will provide input to the business databases?

Answer: See answers to questions 14a, 14h, and 14m

Question 28:

In Performance Objective #2: Strategic Planning, How many and how frequently would DSCA like to receive the “reports on agency progress in implementing the goals and objectives of its Strategic Plan?”

Answer: See answer to question 27. Monthly and quarterly reports are envisioned after the strategic plan update is completed.

Question 29:

In Performance Objective #3: Process Improvement, how many projects and what types of TA is the contractor expected to provide to support the development of business process improvements?

Answer: See answer to question 14j

Question 30:

In Performance Objective #5: Support to Senior Management Consultations and Meetings, how many senior-level working group meetings and executive reviews are planned or anticipated? Will these meetings be held in DSCA facilities or private facilities (e.g., local hotel)? Will all attendees for these meetings be local or will some require travel and overnight accommodations? Please provide an estimate of the numbers of copies of printed materials required for each of these meetings?

Answer: See answer to question 14a. All are held in DSCA facilities or in a local venue. Some attendees require travel and overnight accommodations. The metrics analyst is not required to travel in support of any of these executive and senior meetings. Copies of printed materials for executive reviews: 35. Copies of printed materials for working groups and strategic plan implementation meetings: 12.

Question 31:

In section 5, Place of Performance, it states that the contractor shall perform the tasks onsite at the government’s facility. Will ALL contractor staff be required to work at the government’s facility?

Answer: Staff in the home office supporting the contracted metrics analyst need not work at the government’s facility.

Question 32:

In Section 10, Personnel Qualifications, it states “The contractor shall be responsible for providing a technically qualified person to perform the work specified in this PWS”. Is the DSCA expecting a single individual will conduct all of the work specified in this PWS? Can the offeror propose multiple technically qualified persons to conduct the work of this PWS?

Answer: Because of the significant learning curve associated with this position and need for day-to-day continuity, a single individual is the best approach.

Question 33:

In Section 11, Security Requirements, the RFP states “Contractor personnel require a Secret clearance to accomplish duties associated with this PWS.” Does this mean that ALL contractor personnel working on the project shall have Secret clearance, or at least one contractor staff person working on the project?

Answer: See answer to question 35. Unescorted access to DSCA headquarters requires a Secret security clearance. DSCA does not have sufficient organic staff to provide escorts to uncleared contract personnel.

Question 34:

In Section 12, please provide estimates of the due dates for each of the deliverables listed.

Answer: Due dates in section 12 are self-explanatory. We are unable to project exact dates of meetings and /or due dates of projects that will be given to the analyst to accomplish.

Question 35:

In Section 16, Proposal Submission and Clauses, the RFP states” All offerors are required to submit one original and one sanitized copy of their Technical Proposal and Cost/Price Proposal…” What does DSCA mean by “sanitized” copy?

Answer: The sanitized copy omits all references to the Offeror's name. The names of any subcontractors or members of teaming arrangement should also be omitted.