Attachment_9_-_Q&A_Document__Amendment_0001_Final.pdf

Question/Answer Document

RFP #HQ0034-19-R-0156

# Reference Category Vendor Question Government Response

Attachment 1 - PWS, Section 1.3 Objectives, Section C.

Technical The contractor shall improve software asset management compliance by linking the JSP

Supported Products List (SPL) to a software license/maintenance management tool, updating the software library, and updating the contracts in the asset management database.

What software license/maintenance management tool is JSP or the incumbent currently using, and is the JSP intent on staying with this tool for this contract?

JSP is currently using Microsoft Sharepoint for both the SPL and the software license management tool. JSP is considering using BMC Remedy and a COTS Software Asset

Management Tool as potential improvements to the software licenses management tool.

Attachment 1 - PWS, Section 1.3 Objectives, Section C.

Technical Is the requirement for the bidder to recommend and propose a software license/maintenance management tool in our response or are we to assume that tool will be GFE?

The current software license management tool is Microsoft Sharepoint, and it is GFE. BMC

Remedy is the current ticketing system for JSP, and it is GFE. The Government is considering an automated COTS Software Asset Management Tool such as Flexara, and if funding and implementation is approved for this tool, the automated software asset management tool would also be GFE.

Attachment 1 - PWS, Section 1.6.12 Key

Personnel

Contract The requirement for a Project Manager is for certifications in ITIL Foundations, CSAM and at least one DoD Baseline Certification for IAT Level II. Is this requirement pre-submission or post-award?

The proposed Project Manager for this requirement should possess the minimum qualifications pre-submission.

Attachment 1 - PWS, Section 1.6.12 Key

Personnel Technical

RFP only provides labor category description for the Project Manager position. What type of experience, skills, capabilities is JSP expecting for the other labor categories?

Please see the revised PWS Section 1.6.9 - Personnel Qualifications (Non-Key Personnel)

Attachment 1 - PWS, Section 1.6.12 Key

Personnel Technical

According to the DoD 8570.01 Manual, personnel performing IA functions must obtain baseline certifications at a minimum. However, the roles and responsibilities outlined in

PWS Task 5.1 do not indicate that the PM will be performing any IA functions or managing

IT systems. Therefore, would the PM still be required to obtain an IAT Level II

Certification?

If the PM does require this certification, will they be expected to provide technical support across the other task areas?

The PM will support acquisition management functions and supply chain risk management

(SCRM) as part of the risk management framework (RMF). Basic knowledge of cybersecurity concepts especially related to SCRM, software patching, and software version upgrades will help the vendor to meet the objectives and performance metrics of this contract. Therefore, the PM is required to obtain or possess a Certification for Information

Assurance Technician (IAT) Level II.

Attachment 1 - PWS, Section 1.6.15 Other

Direct Costs

Contract Is it the government's expectation that bidders will price items in Attachment 2

Software_Product_List and include those prices in our pricing volume for ODCs and that the total for these ODCs is $9,695,724.60?

The Government's expectation is for bidders to use the provided ceiling amount of

$9,695,724.60 within the pricing template for ODCs. Bidders are only expected to price the labor separately.

Attachment 1 - PWS, Section 5.2 Task 2 -

Software Maintenance

Renewal & True-Up Technical

Does the government currently have a technology or product they are using to track and manage the JSP Digital Software Asset Library?

JSP is currently using Microsoft Sharepoint and Windows Server shared folders for the JSP

Digital Software Asset Library.

8 Attachment 1 - PWS, Section 5.3 Task 3 -

Software Licenses &

Maintenance Enrollment Technical

Are services to update the software list being provided currently? If so, can the govern please provide an example of the scope or volume of data to be reconciled from outside organizations, customers and contractors?

Services to update the software list are currently provided by the incumbent. The software list has 877 part numbers for FY2018 and currently has 984 part numbers for FY2019; the software list is the list of software licenses and software maintenance executed each fiscal year. Estimated workload for the current requirement is approximately 720 lines for Task

Area 2 - Software Maintenance Renewal and Software License True-Up and approximately

320 lines for Task Area 3 – Software License and Maintenance Enrollment.

Attachment 1 - PWS, Section 5.5 Task 5 -

Supported Product List

(SPL) Updates Technical Is the SPL a database, system, or information product?

The JSP SPL is currently a Microsoft Sharepoint website and a Microsoft Excel spreadsheet.

10 Attachment 1 - PWS, Section 5.6 Task 6 -

Software Compliance

Management Reporting Technical

Would the customer be open to leveraging an enterprise license management product such as

ServiceNow, Azteca, Peoplesoft, or Maximo to produce a single authoritative software asset library complete with discovery services and enterprise integration with multiple systems and services?

JSP currently maintains licenses for Microsoft SCCM, BMC Remedy, and Tanium. JSP is considering using BMC Remedy and a business intelligence tool such as Flexara as potential improvements to the software licenses management tool. The vendor may propose other tools and the vendor must demonstrate the tool capabilities, a positive return on investment, and the ability to obtain an cybersecurity authority to operate (ATO) before the Government will agree to deploy additional software management tools.

Attachment 1 - PWS, Section 5.6 Task 6 -

Software Compliance

Management Reporting, SubTask 5.6.4 - Installed

Software List Technical

Does JSP possess a software discovery tool or is the contractor expected to provide that? If so, what is the name of the tool?

JSP currently maintains licenses for Microsoft SCCM, BMC Remedy, and Tanium as software discovery tools.

Attachment 2 - Software

Product List Technical

After a review of the SPL, we noted several major vendors that are not included (Microsoft, Oracle, IBM, etc.). Is this list all inclusive? If not, is there another contractor or process that is supporting the major software publishers?

The SPL list provides the software licenses and renewals for contracts valued at less than

$500,000 per year per manufacturer. The vendor will manage renewals and software license compliance for these contracts. In addition, the Government will be seeking contracts for more than $500,000. If the Government obtains those contracts, the vendor will also be responsible for managing renewals and software license compliance for those contracts as well.

13 Attachment 8 - Pricing

Template Contract

In the pricing matrix, the additional 6-month extension period is indicated in the ODC table, but not represented in the FFP Labor tables. Will the government be updating the tables to add the labor for the 6-month extension as well?

Within the pricing template, the 6 month extension will auto-populate once the FFP Labor cost is included for option period 4. The 6 month extension is derived from 1/2 the total cost of option period 4.

RFP, Page 3 Contract The ODC CLIN has a do-not-exceed amount of $9,695,724.60. Can the Government explain why this number is so specific and what is it based on?

The ODC CLIN amount is a plug number included within the solicitation, and is based on the Government's estimate.

RFP, Page 3-4, Section B

Contract CLIN 0001 and CLIN 0003 have the same Phase-In description yet CLIN 0001 has 11 months and CLIN 0003 has 1 month as quantity. Did the Government intend to make CLIN

0001 description to be "The contractor shall provide Software Asset Management Services in accordance with the Performance Work Statement (PWS), Section 5.1 Task 1 through

Section 5.6 Task 6, attached documents, and all other applicable requirements listed in the

PWS." to remove the Phase-In language?

Yes, CLIN 0001 will be corrected via solicitation amendment 0001.

RFP. Page 12, Special

Contract Requirements, H-9 Security

Requirements

Contract/Technical Is the clearance required before the submission of the proposal? Per PWS Section 1.6.8.1, upon proposal submittal, the contractor must have a final Secret

Facility Clearance from the Defense Security Service Facility Clearance. Per PWS Section

1.6.8.2, upon proposal submittal, contractor personnel must possess a final Secret Clearance, and a Final or Interim IT-Level eligibility when performance of the contract starts.

17 RFP, Page 47, Proposal

Submission Chart

Contract Volume II is indicated to include key personnel letters of intent. Volume III is indicated to include letters of commitment. Please confirm that only one letter per person is required, and which volume they should go in?

Only one letter of intent/commitment letter is required for the key personnel under Volume

II. This section is revised via solicitation amendment 0001 under PWS Section L -

Instructions, Proposal Submission Chart.

RFP, Page 51, Section B -

Administrative

(VOLUME I)

Contract The referenced text states: "The offeror shall present…documentation of an approved accounting system in accordance with FAR 16.301-3(a)(3)." FAR 16.301-3(a)(3) states

"The contractor's accounting system is adequate for determining costs applicable to the contract or order," but does not reference specific documentation. Precisely what documentation does the Government require to prove an approved accounting system?

The Government requires an Independent Audit Report from Defense Contract Audit

Agency (DCAA) as documentation of an approved accounting system.

RFP, Page 51, Section C -

Pass/Fail Criteria

(VOLUME II), 2nd

Paragraph

Contract The referenced text states: "The letter(s) of intent must be signed 10 days prior to the due date and time for receipt of proposals." Does the Government require the letter to be signed precisely 10 days prior? If not, would the Government consider amending the phrase to "The letter(s) of intent must be signed at least 10 days prior to the due date and time for receipt of proposals" or "The letter(s) of intent must be signed at most 10 days prior to the due date and time for receipt of proposals"? Also, will this date be affected in the event of an amendment adjusting the date for receipt?

Commitment letters for all key personnel shall be submitted with the proposal submission by the proposal due date established in the latest version of the solicitation. The date of signature on the commitment letters must be within 10 days of the proposal due date. The following solicitation section is revised accordingly via solicitation amendment 0001:

Section L - Instructions, C - Pass/Fail Criteria, Number 2.

RFP, Page 51, Section D -

Technical Approach &

Capability, 1st Bullet

Contract Analyst services indicate that there is no contract associated with this solicitation. However, the referenced text states that the contractor must describe how they will transition the work from the incumbent. Is this work under an existing contract, and if so, what contract number?

TM3 Solutions, Inc. is currently providing services for this requirement under contract number HQ0034-18-C-0091.

RFP, Page 51 Pass/Fail

Criteria (VOLUME II), 2nd Paragraph

Contract The solicitation states, "The letter(s) of intent must be signed 10 days prior to the due date and time for receipt of proposals." We recommend the Government remove this requirement as it limits competition and unfairly advantages the incumbent.

See response to question #19. This requirement will not be removed.

RFP, Page 51 Technical

Approach & Capability, Phase-in Approach

Contract Who is the incumbent and can the government provide the incumbent's contract information?

See response to question #20.

RFP, Page 52, Technical

Approach & Capability

4th Bullet and

Attachment 1 - PWS

Section 1.6.12

Contract Section D of the instructions states "Each task area will require one key personnel."

However, the PWS 1.6.12 states there is only one key personnel position, the Project

Manager. Can the Government please clarify the key personnel positions? Also does the

Government desire resumes for one person per task?

Resumes are only required for the key personnel position of Project Manager. The

Government does not desire resumes for one person per task. Therefore, this section is revised via solicitation amendment 0001 to remove the following sentence: "Each task area will require one key personnel."

RFP, Page 52, Past

Performance (VOLUME

IV), 1st Paragraph

Contract Is the offeror allowed to submit a past performance reference from their subcontractor

(teaming partner) where the subcontractor (teaming partner) was a subcontractor (not the

Prime) on the past performance reference being submitted?

No.

RFP, General Technical What current commercial off the shelf (COTS) tools are currently used to support this initiative and does the government want to continue using these tools?

JSP currently maintains licenses for Microsoft SCCM, BMC Remedy, and Tanium as software discovery tools. JSP is currently using Microsoft Sharepoint for both the SPL and the software license management tool. JSP is considering using BMC Remedy and a business intelligence tool such as Flexara as potential improvements to the software licenses management tool. The vendor may propose other tools and the vendor must demonstrate the tool capabilities, a positive return on investment, and the ability to obtain an cybersecurity authority to operate (ATO) before the Government will agree to deploy additional software management tools.

RFP, General Contract/Technical Is this solicitation consolidating more than one program (other than the incumbent referenced)? If so, how many incumbents or vendors are supporting JSP?

The Government is not consolidating the contracts supporting the services outlined in this requirement. There is only one contract providing the services outlined in this requirement.

However, this requirement will consolidate the numerous, individual software license contracts throughout JSP.

RFP, General Technical Can the Government provide information on the current Software Asset Management solution that's in place today?

JSP is currently using Microsoft Sharepoint for the software license management tool. JSP currently maintains licenses for Microsoft SCCM, BMC Remedy, and Tanium as software discovery tools.

RFP, General Technical Is the offeror (or a member of the offeror's support team) authorized to support software asset and license procurements as an established VAR within this program?

The Contracting Office will issue letters authorizing the vendor to purchase software maintenance and software licenses on behalf of the Government from GSA contracts and

NASA SEWP. The Contracting Officer Representative will work with NASA contracting office to provide access to the NASA SEWP website. The vendor may recommend procedures and authorizing letters to access other DOD contract vehicles (for example Army

Chess contracts) for consideration of the Contracting Office.

29 RFP, General Contract Who would be the publisher for the respective software? See Attachment 2 - Software Product List

30 RFP, General Contract Can companies from outside the USA submit proposal for this requirement? No.

RFP, General Contract Are on-site meetings required for this requirement? Yes. On-site meeting are required in accordance with PWS Sections 1.6.7 - Place of

Performance and 1.6.10 - Post Award Conference/Periodic Progress Meetings.

RFP, General Contract Can proposal be submitted via email? Electronic submission of proposals is required via email per solicitation section L, A.1.6.

RFP, General Contract Would the Government allow a Service Disabled Veteran Owned Small Business and/or a

HUBZone prime on this contract?

Yes, provided the prime vendor, for example, is a current participant in the Small Business

Administration (SBA) 8(a) Business Development Program.