Attachment_7_CAF_HQ0034-17-R-0014_Industry_Questions_and_Answers.pdf

Department of Defense (DoD) Consolidated Adjudications Facility (CAF)

Personnel Security Support Services

HQ0034-17-R-0014

Industry Questions

No.

Solicitation

Reference Reference Page No. Comment/Questions

1 CLIN 0005 4 of 57

Ref: CLIN 0005. Please differentiate the work to be priced under CLIN

0005, CAF Personnel Security Support Services covering PWS Tasks 5.2

– 5.4 with a Unit of “Each” and the Case Processing Support Services

(CLIN 0001), Call Center Support Services (CLIN 0002), and Program

Management Support Services (CLIN 0003) with Unit “Months” that jointly cover the same PWS areas.

Answer: CLIN 0005 will cover support for the remaining days after the

Phase-In Period (CLIN 0004). CLINs 0004 and 0005 Period of

Performance (PoP) equates to a 1-month Period, with CLINs 0001, 0002, and 0003 (PoP) equating to an 11-month Base Period. The Work under

CLIN 0005 will provide support for the same work described in CLINs

0001, 0002, and 0003.

52.212-1

ADDENDUM/

A.2.C /Section

A.1

Page 48, Section A.1 Instructions for Proposal Submittal: Please clarify if the following items will be counted against the page limits listed in the

Proposal Submission table shown on pages 47-48:

a. Cover page

b. Table of contents

c. Acronyms List

d. Resumes

Answer: If items can be considered Administrative (Volume I), there is no page limit. Cover page, Table of Contents, Acronyms List can all be considered “Administrative”, therefore the contents can be accepted under Volume I. In addition, please see section “52.212-1

ADDENDUM” sections A.1 and B for other items required and accepted under Volume I without a page limit. In addition, please see Amendment

0002 for full details about “Resumes”. Resumes are not included in the page limit count.

Will your organization sponsor the FCL?

Answer: No. Please see PWS section 1.6.7, Security Requirements.

Our staff review of the Government's provided Wage Determination did not indicate any correlations with the four positions specified in the solicitation (i.e., [On Site] Program Manager, [On Site] Assistant

Program Manager or Senior Personnel Security Assistant or Personnel

Security Assistants). If the Government could kindly clarify which would be the appropriate equivalents in the Wage Determination, we would be very appreciative.

Answer: Program Manager is not subject to the Wage Determination.

Senior Personnel Security Assistant and Personnel Security Assistants are subject to the Wage Determination.

Does the Combined Synopsis/Solicitation under solicitation number

HQ003417R0034 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

Answer: Please disregard solicitation number “HQ0034-17-R-0034”, please refer to solicitation “HQ0034-17-R-0014” for the Personnel

Security Support Services requirement. The requirements described in

HQ0034-17-R-0014

Industry Questions this solicitation (HQ0034-17-R-0014) are similar to the current contract and will be consolidated. The requirements will be consolidated via contracts “HQ0034-14-C-0059” and “HQ0034-14-C-0026”.

The gross number of transactions - 900K to 1.1M for Case Processing, 40k for phone call inquiries and 20k for email inquiries - is somewhat useful but insufficient to allow innovative solutions from non-incumbent competitors. We request much more detailed descriptions of these large numbers.

Answer: As an example, below is a breakout of the estimated DOD

CAF’s FY16 incoming case workload:

- National Security Investigations: 469,345

- NACI/SAC/NAC Investigations: 396,514

- Suitability/HSPD-12 Investigations: 58,904

- Requests for Recertification, Reciprocity, or

Upgrade: 47,436

- Continuous Evaluation Reports (various sources):

44,236

- Miscellaneous Actions: 42,771

- Special Programs: 8,654

- Total: 1,067,860 Actions

These estimates are for informational purposes only and do not represent the actual requirements that might be processed under the contract.

Concerning Special Contract Requirements, specifically H-2 Evaluation of Compensation for Administrative Employees, in order to level the competitive field, we feel that the Government must do 1 of 2 things: 1.

provide a labor plug number or alternatively, 2. provide a list of current employee salaries and benefits. Without one or the other, the incumbent enjoys a very formidable information advantage.

Answer: Contract HQ0034-14-C-0026, awarded February 2014, base:

$683,173.22, Option 1: $696.836.64.Contract HQ0034-14-C-0059, awarded September 2014, base: $2,758,754.13 Option 1: $ 2,960,529.96.

We would like to request that the Federal Government considers providing an extension pertaining to the due date of the proposal submission due to (a) incorrect solicitation number originally posted, (b) potential answer response delays (due to holidays and Gov't "Use or

Lose" of vacation) pertaining to questions submitted today that could significantly impact proposal response, and (c) dependent upon the release of answers to questions posed, there may be additional need for further clarifying questions to newly acquired information from the

Q&As post on FBO.

Answer: The Government has extended the proposal response due date to January 26, 2017.

52.212-1

ADDENDUM

For the QCP, are there specific requirements that need to be included within the Volume II submission? Is there are template that Government wants utilized to provide for ease and efficiency in reviewing the QCP?

Answer: No specific template is required, please following submission guidelines under “52.212-1 ADDENDUM” of the RFP.

ADDENDUM

Is there a specific template that the Federal Government would like utilized for the Pricing Volume to ensure ease and efficiency of reviewing the cost proposals?

HQ0034-17-R-0014

Industry Questions

Answer: No specific template is required, please follow submission guidelines under “52.212-1 ADDENDUM” of the RFP.

52.212-1

ADDENDUM/

A.2.C /Section

A.1

Page 48, Section A.1 Instructions for Proposal Submittal: Please clarify if the following items will be counted against the page limits listed in the

Proposal Submission table shown on pages 47-48:

a. Cover page

b. Table of contents

c. Acronyms List

d. Resumes

Answer: Please see the answer to Question #2.

What percentage of incoming cases contain derogatory information or details needing clarification?

Answer: The DoD CAF does not have reports to provide this data.

Attachment 4:

Past

Performance

Questionnaire

The Past Performance Questionnaire states that past performance citations must be within 5 years of the proposal due date. However, the

Solicitation states that past performance citation must be within 3 years of the proposal due date. Which is correct?

Answer: The Past Performance Questionnaires are hereby updated to reflect the 3 years of proposal due date. Please see Amendment 0002 for full details.

Does the Government have an expected quota for completed cases per case worker per day or any other specific period of time?

Answer: Please see the answer to Question #6.

Past Performance Questionnaires are due into the Government on or before January 4, 2017. Will the Government please extend this date until

January 10, 2017 given the upcoming holidays?

Answer: The Past Performance Questionnaires are hereby updated and will be due by January 26, 2017.

Solicitation

Section B

(CLNs) of the

RFP

CLIN 0005, DoD CAF Personnel Security Support Services does not appear after the base year. Also, there is no reference to this CLIN in the

Technical Exhibit 3. Will the Government please provide workload data for this CLIN? Also, is it correct that the Government will not require these services after the base year?

Answer: CLIN 0005 is only to cover support for all tasks for the remaining days of the first month, after the Phase-In Period (CLIN 0004).

Please see revised PWS, Technical Exhibit 3, and Estimated Workload

Data.

Would you be able to tell me if there is an incumbent contractor for this requirement? If so, could you please provide the contractor name and the contract number that was awarded?

Answer: The current contracts are HQ0034-14-C-0059 (Inquiries, Inc.)

and HQ0034-14-C-0026 (KCK Technologies, LLC).

Will cover sheets, tables of contents, cross-reference tables/matrices, and acronym lists be exempt from the page restrictions?

HQ0034-17-R-0014

Industry Questions Answer: Yes, these items will be exempt and can be placed under

Volume I. Please see response to Question 2.

May we use a lesser font size for headers and footers as long as it is legible?

Answer: Please see solicitation, FAR 52.212-1 Instructions to Offeror-

Commercial Items (Feb 2012) “Addendum” item, A.1. Instructions for

Proposal Submittal, (2), Font Size and respond accordingly.

As long as our document is searchable, may offerors submit non-pricing volume responses in PDF format only?

Answer: Please see solicitation, FAR 52.212-1 Instructions to Offeror-

Commercial Items (Feb 2012) “Addendum” item, A.1. Instructions for

Proposal Submittal, (5) Electronic Submission and respond accordingly.

Due to the number of personnel and amount of information requested to be included in the personnel matrix, please confirm that the personnel matrix is excluded from the 20-page technical page limit.

Answer: Yes, the personnel matrix is excluded from the 20-page technical page limit.

Attachment 4 states to return the past performance questionnaire no later than January 4th at 11 am EST. However, the solicitation states to return via Block 8 on page 1 which states January 12th at 11 am. Please verify past performance questionnaires are due by January 12th at 11 am.

Answer: Please see the answer to Question #16.

Please verify that the quality control plan is excluded from the 20-page

Factor 1- Technical Approach and Capability page limit.

Answer: The QCP shall be provided as a separate document with its own separate 10 page limit. This 10 page limit will not count toward the overall 20 page limit for Volume II. The QCP is to be included within

Volume II; please respond accordingly.

On page 48 of the solicitation it states: “A cover letter shall be inserted in each folder (file), clearly marked as to the RFP identification, date of submittal, acknowledgement of any amendments, the Offeror’s name, address, Taxpayer ID number, CAGE code, and the Offeror’s POC name, phone, and email. The cover letter shall not count against any page limitation.” However, on page 49, the only reference to cover letters is stated under “Administrative (Volume I)” where it states: “The offeror shall present all cover letters, certifications, Organizational Conflict of

Interest Form (OCI) and the completion of Clauses/Provisions, Signed

1449, and Contract Security Classification Specification for this

Volume.”

a. If a cover letter is required for each file/volume, are they to be placed in each file/volume?

b. If not, please clarify how many cover letters are required and where they should be placed.

Answer: Please see revised solicitation FAR 52.212-1 Instructions to

Offeror-Commercial Items (Feb 2012) “Addendum” item, A.1.

Instructions for Proposal Submittal, (3) Labeling and respond accordingly.

Attachment_1 PWS Section 1.5 Period of performance indicates a 12 month Base Period. Solicitation document Pages 3 through 4 under

HQ0034-17-R-0014

Industry Questions Items Number 0001 through 0003 which correspond to the base year indicate an 11 month period. Can the government please clarify the base period is 12 months and the numbers on the solicitation document should be revised to 12 months for the purposes of pricing?

Answer: Please see response to Question #1, revised PWS, Technical

Exhibit 3, Estimated Workload Data and revised solicitation CLINs 0004 and 0005 Unit of Issue, and Period of Performance.

Solicitation document Page 9 under CLIN 0004 Delivery Date provides

March 1, 2017 – March 8, 2017 as the one week Phase-In Period. CLINs

0001-0003 provide a Delivery date starting April 1, 2017. Can the government confirm the dates on these CLINs are accurate and that no services and/or additional activities will be needed during the March 9 through March 31st period if services are to start on April 1st?

Answer: Please see solicitation CLIN 0005, Period of Performance and respond accordingly. CLIN 0005 covers the work required between the end of the one-week phase-in period and the April 1 start date for CLINS

0001-0003. Also see response to Question 1.

PWS Section 1.6.13 indicates that Contractor travel cost is to be incurred by the contractor within the National Capital Region. Aside from the place of performance listed in the PWS, what locations will the contractor employees be expected to travel to during performance of the contract?

Answer: All work will be performed at the DoD CAF, Ft. Meade.

Contractor travel is not required in performance of this service.

Contractor travel to and from Ft. Meade or any other facility in the NCR is not reimbursed.

Does every one of the 64 personnel require Top Secret Personnel

Security Clearance? If not, what percentage of the total personnel requires Top Secret Personnel Security Clearance?

Answer: Yes all contractor or subcontractor personnel performing work under the contract require the TS security clearance. Please see PWS item

1.6.7, Security Requirements and solicitation and respond accordingly.

PWS 1.6.7 states in part: “the contractor personnel performing work under this contract must have a current Top Secret Security Clearance reflected in the Joint Personnel Adjudication System (JPAS) at entrance on duty, and must maintain the level of security required for the life of the contract. The prime contractor is required to flow-down the Top Secret

Facility Clearance requirements to subcontractors for commercial services under this contract. The security requirements are in accordance with the attached DD Form 254.” The Government has not represented that 64 personnel are required to perform the services. Please see revised

PWS and Amendment 0002.The contractor must make its own staffing estimates based on the contractor’s business judgment.

The referenced paragraph indicates that the Phase-In period shall be seven days. In the SF 1449 continuation sheet Supplies/Services for

CLIN 0004, the quantity is “1”. Does the quantity in CLIN 0004 refer to the seven days? Also, please confirm the CLIN 0005 is to be priced to cover the balance of the first month of performance in the Base Period?

HQ0034-17-R-0014

Industry Questions Answer: Please see the answers to Questions #1 and #16. Yes, CLIN

0005 is to be priced for all services over the balance of the month remaining after the one week (seven calendar day) phase-in period.

In Exhibit 3, the estimated hours for CLINs 0001, 0002, and 0003 indicate 1,880 hours for each estimated FTE. This seems to be enough hours for 12 months. However, in the SF 1449 Continuation Sheet, the same CLINs are to be bid for a quantity of 11 months. Please clarify.

Answer: Please see revised PWS, Technical Exhibit 3, Estimated

Workload Data and solicitation and respond accordingly.

52.212-1

ADDENDUM/

A.2.C

Instructions for submission at A.1 (5) require the proposal volumes to be submitted separately as attachments. The instructions for the Technical

Approach and Capability (A.2.C) require the Quality control plan to be submitted as a separate file but is included in Volume II. Please confirm that the Quality Control Plan is to be submitted separately from the

Volume II file and that the 10 pages allotted for the QCP are not included in the 20 page limit for the Technical Volume, submitted as a separate file but is included in Volume II. Please confirm that the Quality Control

Plan is to be submitted separately from the Volume II file and that the 10 pages allotted for the QCP are not included in the 20 page limit for the

Technical Volume.

Answer: The QCP shall be provided as a separate document with a 10 page limit. This 10 page limit will not count towards the overall 20 page limit for Volume II. The QCP is to be included within Volume II. Please also see response to Question 23.

ADDENDUM/

A.2.C

Instructions require the inclusion of a staffing matrix. Please clarify the information required in the matrix, specifically are individual names and related information required.

Answer: Please see solicitation FAR 52.212-1 Instructions to Offeror-

Commercial Items (Feb 2012) “Addendum” item C, Technical Approach

& Capability (Volume II) and respond accordingly.

Instructions require the inclusion of a staffing matrix. Please confirm that the staffing matrix is outside of the 20 page limit for the Technical

Volume.

Answer: Please see the answer to Question #19.

The instructions for the Price Volume state that a single spreadsheet with two tabs (Price Schedule & Labor Categories) shall be submitted as

Volume IV. Additionally, it states that “the proposal shall include a personnel matrix…” Please clarify where the personnel matrix should be included. Can the Offeror include a third tab on the Volume IV spreadsheet?

Answer: Under Volume II, the Offeror can add the “Personnel Matrix” as an appendix. In addition, “Personnel Matrix” can be added as an appendix or separate document (PDF) in Volume IV.

PWS 1.2

Background

The referenced section indicates that the “government anticipates approximately a 10% to 30% increase in personnel support services over the life of the resulting contract due to security requirements.” In Exhibit

3 however, there is no indication of increasing requirements. Is the

HQ0034-17-R-0014

Industry Questions Offeror to estimate increasing requirements through the option periods and price accordingly? Alternately, will the government allow price adjustment based on actual increases through the option periods?

Answer: The 10-30% increase is for informational purposes only. The offeror should propose based on the requirements described in the PWS, Technical Exhibit 3, Estimated Workload Data and Solicitation. This will be a Firm-Fixed Price contract.

Who are the incumbents for both the DoD CAF Personnel Security

Support and Call Center contracts? What is the period of performance for each of these contracts?

Answer: Please see the answer for Question #17.

PWS 1.6.17

Phase In.

PWS/6 of 30

The referenced paragraph indicates that the Phase-In period shall be seven days. In the SF 1449 continuation sheet Supplies/Services for

CLIN 0004, the quantity is “1”. Does the quantity in CLIN 0004 refer to the seven days? Also, please confirm the CLIN 0005 is to be priced to cover the balance of the first month of performance in the Base Period?

Answer: Please see response to Question #1 and see revised solicitation via Amendment 0002, CLINs 0004 and 0005, Unit of Issue and Period of

Performance and respond accordingly.

PWS Technical

Exhibit 3

In Exhibit 3, the estimated hours for CLINs 0001, 0002, and 0003 indicate 1,880 hours for each estimated FTE. This seems to be enough hours for 12 months. However, in the SF 1449 Continuation Sheet, the same CLINs are to be bid for a quantity of 11 months. Please clarify.

Answer: Please see response to Question #1 and #37. Please respond to the revised PWS and solicitation accordingly.

52.212-1

ADDENDUM/

A.1(5) and

A.2.C

48/49 of 57

Instructions for submission at A.1(5) require the proposal volumes to be submitted separately as attachments. The instructions for the Technical

Approach and Capability (A.2.C) require the Quality control plan to be submitted as a separate file but is included in Volume II. Please confirm that the Quality Control Plan is to be submitted separately from the

Volume II file and that the 10 pages allotted for the QCP are not included in the 20 page limit for the Technical Volume.

Answer: The QCP shall be provided as a separate document with a 10 page limit. This 10 page limit will not count towards the overall 20 page limit for Volume II. An Offeror can have up to 20 pages to address the

Technical Approach & Capability factor and up to 10 pages for the QCP.

However, the Offeror’s QCP will be evaluated under Factor 1 for

Technical Approach &

Capability.

52.212-1

ADDENDUM/

A.2.C

Instructions require the inclusion of a staffing matrix. Please clarify the information required in the matrix, specifically are individual names and related information required.

Answer: Please see response to Question #32

52.212-1

ADDENDUM/

A.2.C

Instructions require the inclusion of a staffing matrix. Please confirm that the staffing matrix is outside of the 20 page limit for the Technical

Volume.

Answer: The matrix is excluded in the 20 page limit for Volume II.

HQ0034-17-R-0014

Industry Questions

52.212-1

ADDENDUM/

E.

The instructions for the Price Volume state that a single spreadsheet with two tabs (Price Schedule & Labor Categories) shall be submitted as

Volume IV. Additionally, it states that “the proposal shall include a personnel matrix…” Please clarify where the personnel matrix should be included. Can the Offeror include a third tab on the Volume IV spreadsheet?

Answer: Please see response to Question #34.

43 PWS/1.2 1 of 30

The referenced section indicates that the “government anticipates approximately a 10% to 30% increase in personnel support services over the life of the resulting contract due to security requirements.” In Exhibit

3 however, there is no indication of increasing requirements. Is the

Offeror to estimate increasing requirements through the option periods and price accordingly? Alternately, will the government allow price adjustment based on actual increases through the option periods?

Answer: Please see the answer for Question #35.

44 N/A

Who are the incumbents for both the DoD CAF Personnel Security Support and Call Center contracts? What is the period of performance for each of these contracts?

Answer: Please see the answer to question #17. The contracts were for a one-year base period (including Phase-In) and four (4) one-year option periods.

45 PWS/1.6.8 4 of 30

What are the qualifications for the Call Center personnel, Personnel

Security Assistant and Personnel Security Assistant Senior? In order to properly map positions to the Wage Determination the personnel qualifications are required.

Answer: Please see the PWS, 1.6.8, Special Qualifications, Call Center

Support and respond accordingly.

46 PWS/1.6.17 6 of 30

Once a candidate is submitted to the government, how long does it take before the candidate is cleared to EOD?

Answer: The candidates must be able to perform work in accordance with

(IAW) the Period of Performance of the contract. If the candidate is cleared, the Government does not intend to impede the candidate EOD.

The candidate must be cleared before EOD. The Government makes no representation concerning how long it might take for contractor/subcontractor employees to obtain the clearances required by

PWS 1.6.8. It is the contractor’s sole responsibility to ensure that all personnel are properly cleared on the date the employee starts work.

PWS/Technical

Exhibit 3

The RFP states that the government expects the workload to increase

10% - 30% over the life of the contract. Would the government consider adding a surge CLIN for additional Personnel Security Support?

Answer: No, the Government will not add a surge CLIN.

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--

COMMERCIAL ITEMS (NOV 2013)

52.222-41, Service Contract Labor Standards (May 2014) and 52.222-17, Nondisplacement of Qualified Workers

(JAN 2013) (E.O.13495) Given the inclusion of the two referenced clauses and the existence of incumbent

HQ0034-17-R-0014

Industry Questions employees (as defined in the referenced clauses), please provide a list of the hire dates for all incumbent employees to allow bidders to calculate leave entitlements in accordance with total creditable service time for the leave

Requirements of the provided Wage Determination. This information is critical for bidders to be able to fairly and accurately calculate the cost basis for their proposed FFP. The winning bidder will have to provide leave based on the incumbent employee's original date of hire supporting WHS and thus a large number of incumbents with longevity will significantly increase the bidder's cost to provide the services when providing the required right of first refusal to incumbents.

Answer: Please see response to Question #7.

In light of the criticality of the answers to vendor submitted questions to their ability to prepare and submit a compliant proposal, request that the Government provide an extension to the proposal submission deadline to no early than three weeks following the publication of the answers to all timely submitted vendor questions during this holiday season and/or the final Amendment to the RFP, whichever occurs later.

Answer: The proposal due date has been extended to January 26, 2017.

As it is the Government’s intent to consolidate the work performed under the two referenced contracts into this new contract, will the two current contracts expire upon start of performance of this new contract, or will there be an overlap of activities and responsibilities between contractors, or a phased transition of the two incumbent contracts?

Answer: A 7-day Phase-In period will be applied IAW with CLIN 0004 of the RFP.

51 N/A Are resumes required for the key personnel?

Answer: Yes, Resumes are required for Key Personnel.

PWS 5.2/ Case

Processing

Support

The PWS lists five functional tasks that are required under Case

Processing Support. Are all five of these tasks currently being completed by every Personnel Security Assistant, or are divided into different functional areas?

Answer: Every Personnel Security Assistant that provides Case

Processing Support completes all five tasks.

PWS 5.2.4/

Due Process

Please define which personnel are responsible for preparing the due process files? Are they drafted from scratch by personnel on this contract or just reviewed after being generated by personnel not on this contract?

If they are generated from scratch, are existing templates utilized?

Answer: The Personnel Security Assistants which provide Case

Processing Support are responsible for preparing due process files. The files are reviewed after being generated by personnel not on this contract

(Government personnel).

HQ0034-17-R-0014

Industry Questions

Tech Exhibit 3/

Estimated

Workload Data

Does the estimated workload data and estimated FTE levels (which are shown to be at static levels throughout all five years of the contract) represent the current level of effort or does it take into consideration the

10% to 30% increase in personnel support services outlines in PWS 1.2 –

Background?

Answer: The estimated workload data does not take into consideration any information included for informational purposes not on contract at this time Please see the answer to questions #35.

PWS 5.1

through 5.3/

Section B

(CLNs) of the

RFP

Will the Government further describe the requirements, responsibilities, and duties of the incoming CAF Support Services staff – Section B references PWS 5.1 through 5.3, which would suggest that they will be required to actually handle the workload and not administratively observe.

Answer: PWS Tasks 5.1 through 5.3 are functional Case Processing and

Call Center Support Services.

The Government included a Wage Determination Attachment as part of the solicitation package but did not mention the SCA status in the solicitation document. Will any positions described in the solicitation be covered by SCA and, if so, which positions (by role and or job title)?

Answer: FAR 52.22-41, Service Contract Labor Standards (May 2014), and FAR 52.222-43 Fair Labor Standards Act And Service Contract

Labor Standards – Price Adjustment (Multiple Year And Option

Contracts) (May 2014) are included by reference and FAR 52.222-42

Statement of Equivalent Rates for Federal Hires (May 2014) is included in full text. Also, please see response to Question #4.

PWS 1.6.7

Security

Requirement

Is it possible to perform low level security tasks until our clearances are in place?

Answer: No. All contractor/subcontractor personnel must be cleared to perform every task required by the contract on the date the employee starts work under the contract. IAW 1.6.7 of the PWS, The contractor must have a current Top Secret Facility Clearance from the

Defense Security Service (DSS) at the time of proposal submission and must maintain the level of security required for the life of the contract

PWS 1.6.7

Security

Requirement

Can we subcontract/team with another company that has security clearances? Will you accept a JV where only one of the partners have a

TS clearance?

Answer: No. The prime contractor must have the required clearance.

Who is the incumbent? Would you grant an extension of the due date?

Answer: Please see the answer to question #17.