New Attachment L-8 Response to industry questions and comments.pdf

25 AUG 2010

Industry Questions/Comments Comments

1.

Is it Required, or even favored , for a JV corporate entity to be populated with employees more than just the Project Manager?

It is neither required nor favored for a JV entity to be "populated" with employees more than just the Project Manager.

2.

SBA allows for multiple teams of small businesses to work toward that 50% work share. Why are you disallowing that for this effort? DHS PACTS allowed for the work to be shared across all small businesses

• The SBA does allow multiple teams of Small Businesses to work towards the 50% work requirement in the form of a JV, however please refer to SBA Joint Venture Rules in 13 CFR for specific information.

• For prime/subcontractor teaming arrangements, FAR 52.219-14; Limitations on Subcontracting applies to this solicitation and resulting contracts.

3. Will large businesses teaming partners be allowed to participate on multiple SB teams?

Yes, however, proposed key personnel (e.g., Program Manager) may not be proposed by multiple teams.

4. Will the Past Performance of a Mentor Company be considered in a JV formation?

No. Past Performance of a Mentor Company will not be considered. Please refer to the RFP section L.9(g) for additional information.

5. Please confirm when a small business unpopulated Joint Venture (JV) is bidding, 2nd tier subcontractors are permitted? Yes

6.

Will a prime offeror also be allowed to be a proposed tier 1 subcontractor on a different offering, under a different prime's proposal?

Yes

7. Can a proposed tier 1 subcontractor be on multiple [different] proposals [under different primes]? Yes

8. The Secretary of Defense recently announced he is cutting back on contractors - How will this affect this requirement? There is no known impact at this time

9. Will the Government provide required fill-in documents in MS Word? Yes

10.

Section B.3 (2) states that “other than the elements of pass through, no additional costs, charges, indirect rates (overhead and G&A) or fees may be proposed or applied to subcontractor costs. If one of the elements of offeror’s pass through is G&A, can it be included?

Yes. Refer to page 3, revised pararaph B.3.e

11.

Section B.3 (2) states that “other than the elements of pass through, no additional costs, charges, indirect rates (overhead and G&A) or fees may be proposed or applied to subcontractor costs. However, para B.3 (4) states that “pass through rate is the cumulative amount of any and all indirect cost and all prime contractor profit or fee. Please clarify if fee shall be included as part of the pass through.

Yes. Refer to page 3, revised pararaph B.3.e

12.

Section B.3 (2) states that “other than the elements of pass through, no additional costs, charges, indirect rates (overhead and G&A) or fees may be proposed or applied to subcontractor costs.

If one of the elements of offeror’s elements of pass through is G&A, can it be included?

The Contractor agrees that the maximum pass-through rate that shall be charged against any and all line items under this contract shall not exceed __%. For purpose (sic) of this clause, the pass-through rate is defined as the cumulative amount of the two elements listed below divided by the price paid to the subcontractor or the vendor:

13.

Sections B.6 and B.7, page 4 states that Davis Bacon and Service Contract Acts are applicable on task order basis. Does DBA and SCA apply to Task Orders 1 and 2? If so, can the Government please clarify which labor categories are DBA and SCA covered.

No, the DBA nor the SCA apply to Task Orders 1 and 2

14. Does the Government anticipate the Davis Bacon or the Service Contract Act to apply? Refer to page 4; paragraphs B.6 and B.7

15.

Please clarify if Defense Base Act insurance is required.

Yes, however, there are no OCONUS requirements at this time. Refer to paragraph H.9 (b). The contractor is to bear the expense of this insurance (not as a direct charge to the Government)

16.

In the Q&A question #5, you were asked about the restrictive vacation time of three weeks. The A&PO comment indicates that you might delete this requirement, however it was not deleted. A new Government employee gets 13 days annual leave and 13 days sick leave per year. A Government employee with over 3 years gets 18 days annual leave and 13 days sick leave per year. And a Government employee with over 15 years gets 26 days annual leave and 13 days sick leave per year. Is there some reason why the Government would limit contractor employees leave to 15 days per year? It would seem to be more important for the contractor to provide adequate coverage of the work or mission rather than to control the amount of leave taken by an individual employee

The Government's requirments remain unchanged.

17.

What companies are currently performing work under the contracts that are targeted for consolidation-Under the NIEITS solicitation?

Refer to new Attachment L-7

18.

Labor codes (Column D) in Attachment J-6, CLIN Worksheet Tab do not match the corresponding labor categories(Column B).

For Example: Applications Systems Analyst (D10) should have a corresponding labor code 103G-4 in accordance with the labor codes provided in Attachment B-1 (% Rates, Column A). Please provide an updated Attachment J-6?

Refer to revised Attachment J-6

19.

Attachment J-6, sheets entitled, "CLIN Worksheet & Skills", please identify which are key personnel? Both of these sheets have different key personnel. Second, when will offerors be required to provide the resumes for these personnel?

Refer to revised Attachment J-6

20.

How does the Government intend to acquire the additional resources to respond to the growth in users from 3500 to 7000?

New task orders or modification to existing tasks?

The Government has included options per CLIN X009 to provide services to additional users in increments of 100 at a time. Refer to Attachment J-5

21.

In Attachment B-1 on the Rates - % tab, the cells which contain the rates for Configuration Management Specialist and Data Warehousing Specialist are not shaded out, however there are subcategories for each of these labor categories. Was this in error or are these rates supposed to be a blended rate composed of the subcategories?

Refer to revised Attachment B-1

22.

On Attachments J-5 and J-6, please confirm that the Base Period should not be for 24 months consistent with the ordering period of Attachment B-1?

The base period for Tasks 1 and 2 (per Attachments J- 5 and J-6) is not for 24 months

23. Is there a Experience Matrix for Task Order 2? Refer to new Attachment L-6

24.

In Attachment J-5, the quantity for Option Years 1 through 4 should be for 12 months vice the same quantity as the base period (i.e. 12 for Group 1, 11.5 for Group 2, 9 for Group 3 and 7 for Group 4).

Refer to revised Attachment J-5

25. In Attachment J-5 and J-6, should pricing be based on performance within Government or Contractor Facilities?

Pricing should be based on performance within Government facilties

26.

Attachment J-6, sheets entitled, "CLIN Worksheet & Skills", please identify which are key personnel? Both of these sheets have different key personnel. Second, when will offerors be required to provide the resumes for these personnel?

Refer to revised Attachment J-6

27.

Task Order #2, Paragraph 6 Performance Quality provides a standard of 100% or perfect at all times. If a contractor experiences a less than 100% standard during one month, what can the contractor expect from the Government for failing to meet this standard? Is this a realistic goal?

The Government requirements remain unchanged.

Refer to page 22, paragarph G.12, page 23, paragraph G.13, and FAR 52.246-4

28.

Task Order #1, Performance Standards on page 22 at the top of the page required that all help desk calls be answered by service technicians within 3 rings and must be met 100% of the time. If the entire network is down due to an infrastructure failure not the responsibility of this contract, will the Government forbear on this requirement? With an environment of over 7,000 users the Help Desk would be flooded with calls in this case.

The contractor is not accountable for any period of downtime if all the following conditions are established:

1. Outage was not the contractor’s fault

2. Outage was not foreseeable by the contractor

3. Outage was outside the contractor’s control to prevent or circumvent Refer to FAR 52.249-8, paragraph (c)

29.

Task Order #1, Paragraph 5.0 Performance Based Matrix provides performance standards against which performance will be measured. However, there is no discussion of incentives or disincentives for exceeding or missing these standards. Will the Government please clarify?

Refer to page 22, paragraph G.12 Refer to page 23, paragraph G.13 Refer to FAR 52.246-4

30.

L-1, Corporate Experience Matrix, is limited to four pages. The current set-up of the form only allows us to discuss three contracts. May we please change the form from landscape to portrait, which will allow us to include additional contracts?

Refer to revised Attachment L-1

31. L-1, Corporate Experience Matrix, does not include 4.6, 4.7, and

4.9. Please clarify if this is intentional. Refer to revised Attachment L-1

32. Does Section B, pages 5-10, need to be completed and included as part of Volume II? No

33.

The Past Performance Cover Letter specifies that completed customer surveys are due from the customer to WHS by August

23. Page 81 of the RFP specifies that the forms are to be submitted no later than the RFP closing date. Please clarify when the completed Past Performance forms are to be submitted to

WHS.

Refer to revised Attachment L-2

34.

Section L, k (3) Resources, cites that we are to provide “methodology for providing OCONUS support.” Where will the contractor be expected to provide OCONUS support?

Refer to revised page 86; For purposes of the oral proposal, OCONUS support includes capability to provide short term support to Government employees on travel that may last upwards of 30 days and may be in any part of the world.

35.

Page 81 and 82 states that we are to submit five (5) contracts “per proposal.” Please clarify whether you mean five contracts per Task Order proposal or five total contracts for the entire submission.

Refer to revised page 80; paragraph L.6.A

36.

Pages 81 and 82, the instructions cite five (5) past performances per proposal, not five per team member. Please validate that you only want the past performance matrix, the past performance data, and the questionnaires from the prime only.

Refer to revised page 80; paragraph L.6.A

37. Please confirm that the Government wants information only from the prime on the Experience Matrix. Refer to revised Attachment L-4

38. Does the Government intend to ask all bidder's the same questions during the oral presentations?

During the oral proposal presentation, the Government intends to provide each offeror an opportunity to develop and present a solution to the same list of sample problems/tasks specified in the SOO and PWS(s). As permitted by the solicitation, the Government may seek clarifications from all offerors.

The purpose of the sample problems/tasks is to test offerors understanding of the complexities of the work, the environment, and their ability to respond to emerging or changing requirements with credible solutions. Refer to page 84;

paragraph L.7.

39.

Section L.8.f on page 88 states that “Identifying specific subcontractors and separate subcontractor pricing shall not be included in the price proposal.” What, if any, sort of supporting documentation must be provided by the prime on behalf of subcontractors?

Refer to revised Section L; page 83, paragraph f

40. Will the Government consider including subcontractor past peformance under the past performance evaluation factor? No

41. Will The Government allow the Offeror to list all of the team's offices in the appendix to the proposal? Yes

42. Please confirm the page limitation for Attachment L-4 Refer to revised page 77 which removes the page limitation

43. Will there be more than two awardees Refer to Section M.1 Evaluation of Offers (Multiple Awards)

44. Will all proposed team members be required to have a TS facility clearance? Refer to page 90; M.3 Evaluation Process

45. Will the Government extend the closing date for receipt of proposals? Refer to page 1 of Amendment 0001

46.

The PWS for Task Order 2 does not mention a phase-in period in accordance with section I, FR 52.237-3, Continuity of Services.

Does the Government intend to provide a phase-in period for Task 0002?

The transition-in period is 30 days for both Tasks 1 and 2; Refer to pages 81 and 82

47.

During the pre-proposal conference, the Government indicated no "Hired Guns" to present the oral proposals. Does the Government expect/encourage other members of the project team to present? Are there any other requirements for particular individuals to be present, or be present at the orals?

Refer to page 84; paragraph L.7.f

48. Does the 90 minutes for the Oral presentations include the Q&A session? Refer to page 85; paragraph L.7.g

49. Will the Government do a down-select before orals? Refer to page 84; paragraph L.7.a

50.

If future task orders do not specifically require a Top Secret Facilities Clearance, can the contractor propose adding subcontractors after award that meet the security requirements of the specific task?

Yes

51.

The requirement to submit oral proposal material 48 hours prior to oral presentation favors these companies who have their orals at or near the end of the oral proposal period. Is there a way to provide at least one week prior to submission of slides?

This requirement remains unchanged. Refer to page 84;

paragraphs L.7.c. and e.

52. Section L, Page 80-Please define a 1st Tier Subcontractor Tier 1 = subcontractor has a contract with the Prime; Tier 2 = subcontractor has a contract with the Tier 1 Subcontractor.

53.

Will the Government consider accepting pending or interim Top Secret Facility clearances prior to award vice by the closing date for receipt of offers?

No. Refer to page 90, paragraph M.3

54.

Past Performance Data: the Table shows 3 pages max, but on page 80 we are allowed up to five. Where would the two additional Past Performances be included?

Refer to page 77; paragraph L.4.c

55.

Section H.11, page 33, Purchasing System is included as part of the contract requirements. Does the offeror need to include a statement about its purchasing system in Volume I?

No

56.

Section L.2.b notes "The proposal package shall be sent to the address shown in Block 7 of the SF33 (1155 Defense Pentagon, Washington) and marked...(address for Patricia Watson on 1777 North Kent Street, Arlington)" The ship to address on SF33 (Block 7) is different than what is requested to be marked on the package. A single shipment can't have two delivery addresses on the same label. Did the Government intend to say Block 8? If it should be Block 8 (1777 North Kent St.) please confirm the correct suite number as they are not the same in Block 8 and Section L.2.b.

Refer to page 73, revised paragraph L.2.b

57. Is a TS/SCI Facility Clearance required vice just a TS Facilities Clearance?

A Top Secret Facilities Clearance is required. The Government intends to issue a revised DD 254 at time of award.

58. Which version of Microsoft Word and Excel is preferred - 2003 or 2007?

Other than the elements of pass-through, no additional costs, charges, indirect rates (such as overhead or G&A) or fees maybe proposed or applied to subcontract costs.

59. Please confirm that 10-point Times New Roman or Arial is acceptable for figures, charts, graphics, etc. as well as tables. Yes

60.

Section L.5.c states to submit at least one electronic version of the proposal. Please clarify if the Government requires only one electronic version of each volume (thus total two CDs) or if offerors are to include one CD with each hard copy of the proposal (thus eight CDs).

The Government has no preference.

61.

The instructions for Past Performance Data notes "If the offeror has not had five Government contracts within the last five years, information on relevant subcontracts and/or commercial contracts may be submitted instead (see Attachment L-3 Past Performance Data Sheet).

Please clarify if offerors are to use the Attachment L-3 Data Sheet to report all past performance data, or if the sheets should only be used when the work was as a subcontractor or for a commercial customer.

Use Attachment L-3 to report all past performance data

62.

Section L.6 (2), Task Order 1, page 81, states that “offeror shall submit a detailed transition plan”. Neither Task Order 1 nor 2 templates include a separate CLIN for Transition In.

The Government does not intend to add a separately priced CLIN for Transition In period.

63.

Section L.8 (f), page 88, states that “ offeror shall submit supporting documentation for the basis of direct labor, labor escalation, and each indirect cost consistent with their organization’s cost accounting and estimating systems and, if applicable, DCAA provisional billing rates.” This requirement does not seem consistent with FFP type proposal. Please clarify if this is required.

Refer to page 83, revised paragraph f

64.

Section L.8 (h) and (i), page 88, states “…identify any proposed discounts from the proposed rates provided in the Attachment B-1”. Neither Attachment J-5 nor J-6 includes columns for proposed discounts. May the offeror add columns for the proposed discounts for each contract year?

No; however, refer to page 83, paragraph f

65.

For Task Order 2, Attachment J-6, CLIN Worksheet Tab, the Government provided the breakdown for each CLIN by labor category, labor code, burdened rate, hours and total amount.

Does the Government anticipate seeing the same level of detail for Task Order 1?

Refer to page 83, paragraphs h. and i

66.

Labor codes (Column D) in Attachment J-6, CLIN Worksheet Tab do not match the corresponding labor categories(Column B). For Example: Applications Systems Analyst (D10) should have a corresponding labor code 103G-4 in accordance with the labor codes provided in Attachment B-1 (% Rates, Column A). Please provide an updated Attachment J-6?

Refer to revised Attachment J-6

67. Will the Government allow the past performance of proposed subcontractors to be presented in the oral proposal? No

68. In lieu of actual hard copy questionnaires, will OSD evaluate the named contracts found in CPARS, FAPIIS and PPIRS?

Refer to page 92; In evaluating past performance, the Government may consider and utilize past performance information obtained from the Past Performance Information Retrieval System (PPIRS) and other sources, including other Federal agencies, state and local agencies, private firms, individuals, and media. The Government will consider information gathered from PPIRS to be more important than other sources of past performance information

69.

Since the contract/task orders will be incrementally funded, can we assume that the funding will be maintained above the spend rate to facilitate prompt payment of invoices? This is a small business set-aside procurement; therefore, we expect our assumption should be correct. We realize that you referred a question to the prompt payment act, we are asking for confirmation. Please explain if our assumption is not correct.

While the contract allows for incremental funding, the Government expects to fully fund Task Orders 1 and 2 at time of award. However, refer FAR 52.232-20 and 52.232-22 for additional information

70.

Please confirm that an unacceptable rating under any evaluation factor or sub-factor makes the entire proposal unacceptable and ineligible for award. For example, a proposal that is rated unacceptable for subfactor 5, under factor 1 for Subcontractor Management will cause the entire proposal to be ineligible and not considered for award.

Confirmed

71.

In Attachment J-6, Task 2: PMP Certification is required for PMs. Are DAU PMC Graduates and Level III Acq Professional grandfathered?

No

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