Physical_Security_Draft_Docs_and_Industry_Day_Q_and_A_03.13.18.pdf

DARPA Physical Security Support Services Questions and Answers to DRAFT Documents and Industry Day

Question Draft Document Page Section Text or Observation Question or Recommended Change Answer

1 Evaluation Factors 2 C. Factor 2: Past Performance

Offerors shall submit up to three (3) projects identified by contract number (and task/call order as applicable) that reflect recent and relevant past performance where the offeror performed work as the prime contractor or as a 1st tier subcontractor, or if the work was performed by one or more of the offeror’s proposed subcontractors.

In accordance with FAR 15.305 (a)(2)(iii), will the Government take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition?

Yes; however, it is the offeror's responsibility to prove the information is relevant to the instant acquisition.

2 Evaluation Factors 3 C. Factor 2: Past Performance

Offerors shall submit up to three (3) projects identified by contract number (and task/call order as applicable) that reflect recent and relevant past performance where the offeror performed work as the prime contractor or as a 1st tier subcontractor, or if the work was performed by one or more of the offeror’s proposed subcontractors.

Will the Government permit the use of sister company experience and past performance if a meaningful relationship is documented in a commitment letter?

Yes; however, it is the offeror's responsibility to prove the information is relevant to the instant acquisition.

3 PWS 6

1.3.1 Licenses and

Permits

The contractor shall be licensed as a provider of unarmed security officer services under the laws of the State of Virginia and shall possess such other licenses and/or permits as may be required by the State, Federal, or local government to provide these services. All such licenses and permits shall be obtained prior to contract award and shall be maintained throughout the entire performance period of the contract.

Must the license to provide unarmed security guards be in place prior to proposal submission? Yes, see revision in RFP.

4 PWS 7

1.3.4 Performance of

Task and Cooperation with Others

The contractor is required to perform all tasks within this PWS and shall be capable of meeting surge requirements during periods when additional resources above the normal requirements are necessary to meet short‐term requirements.

The Solicitation says the Contractor must be capable of meeting surge requirements. Will the Government provide historical or anecdotal data with regard to periods when such surge requirements were experienced and the levels to which the surge required the Contractor to increase staffing during the period of the surge?

No, no additional statistics beyond those included in the Industry Day Brief will be provided at this time.

5 PWS 9

1.3.12 Drug Screening

Program

The contractor shall establish and maintain a drug screening program that accords with applicable State of Virginia, federal law, and DoD regulation.

Will the Government reimburse the Contractor for the cost of random periodic drug screening as an ODC? Yes.

6 PWS 9 1.4.1 Transition‐in The Contractor shall establish a transition management team responsible for providing overall management and logistical support of all transition activities.

Are Offerors to provide separate pricing for the activities of the Transition Team during the transition‐in period?

Transition‐In Period pricing shall be included in the proposed firm fixed price of the base period.

7 PWS 10 1.4.3 © Transition‐out The Contractor shall, upon the Contracting Officer’s written notice, furnish phase‐ in, phase‐out services for up to 60 calendar days after this contract expires…

The Solicitation requires the Contractor to provide transition‐out services for up to 60 days after the conclusion of the contract. Are Offerors to provide separate pricing for the transition‐out activities?

No, see revised PWS with FAR 52.237‐3 removed.

This clause is still included in the RFP, and will be included in the resultant contract, but its potential pricing does not need to be included in the proposal.

8 PWS

3.16 New Skills and

Proficiency Training

When there is benefit to the government the government‐approved costs may be charged to the contract as an Other Direct Cost.

Under this circumstance, will the government also be funding the labor and travel costs associated with government‐approved training? Yes, if pre‐approved by the Government.

9 PWS 12

3.2 Visitor Welcome

Center and DARPA Conference Center

VWC personnel will staff the DARPA Conference Center (DCC) as required and according to the scheduled events.

While the DCC will be staffed as required and according to scheduled events, what is the historical frequency and duration of an average requirement? Expectation should be for at least one event daily.

10 PWS 14 3.2.2.4 Escorting Visitors

The VWC staff is occasionally responsible for escorting visiting personnel to their destinations within the facility. The VWC staff will be knowledgeable of DARPA and DoD security requirements and fully qualified in actions needed to ensure the safety and security of all individuals and to detect or prevent compromise of information or material.

Are any members of the contract staff – VWC or otherwise ‐‐ required to have Construction Surveillance Training and certification, and, if so, will the Contractor be reimbursed for costs associated with obtaining said training and certification as ODC’s?

There is no requirement for CST training on the contract.

11 PWS 14 3.2.2.4 Escorting Visitors

The VWC staff is occasionally responsible for escorting visiting personnel to their destinations within the facility. The VWC staff will be knowledgeable of DARPA and DoD security requirements and fully qualified in actions needed to ensure the safety and security of all individuals and to detect or prevent compromise of information or material.

What specific equipment will the Contractor staff be required to operate in screening visitors? Magnetometer and metal detecting wand.

12 PWS 16

3.4 Uniformed Security

Services (USS)

The contractor shall provide sufficient uniformed security officers to operate fixed and roving patrols in the building and on the exterior of the building and to operate and staff the Security Control Center (SCC) on a 24/7 basis.

Will the Government provide historical and anecdotal data with regard to numbers of patrols performed and the total perimeter to be patrolled? See PWS Section 9.7 "Post Requirements".

13 PWS 24

3.5.3.1 Automated

Security System Maintenance and Administration

The contractor will be provided various computer systems for business use and various systems that are dedicated to security (e.g., identity badge production, access control).

What specific automated security systems dedicated to security (e.g., identity badge production, access control, etc.) be required to operate and maintain?

Currently, Access Control is Lenel, Intrusion Detection is Bosch Remote Programming Software, and the Video Monitoring System is Ocularis. Security Network is Cisco. All systems are subject to change in the future.

14 PWS 29 3.14 Meeting Support The contractor shall assist in planning, implementing, and hosting security requirements for various DARPA meetings.

Will the Government provide historical and anecdotal information with regard to the number and size of meetings that have required Contractor support?

No, no additional statistics beyond those included in the Industry Day Brief will be provided at this time. The number and size of meetings will not be prohibitive to completion of other contractor support requirements.

15 PWS 29

4.1 Government

Furnished Equipment

Upon receipt of property GFE or purchased per government authorization, the contractor shall provide a report of property received and shall update the inventory of property.

Will the contractor be provided access to the government’s property accountability system? If so, what is the system in use?

No, contractor will not need access to the system as they will only provide data to an external office.

16 PWS 40 5.22 Transition Planning

Within seven (7) business days of contract award, the Contractor shall submit a Transition Plan that describes the process, details, and schedule for providing an orderly transition during the first three (3) weeks of the PoP. The Transition Plan shall also detail the Key Personnel by name and resume for Government approval.

Will the Government provide specific education and experience requirements for these Key Personnel? See PWS Section 9.6

17 PWS 41

6.0 Place of Performance

and Travel

From time to time, the contractor shall perform travel and work at other geographical locations as necessary to accomplish the requirements of this contract at other geographical locations. Will any travel be inclusive of OCONUS locations? See revised PWS.

18 PWS 9 1.4.1 Transition‐I How long is the transition period? Three (3) weeks.

19 PWS 9 1.4.2 “The contractor shall provide each of their new employees an initial orientation...” Is there a minimum hour requirement for this training? See revised PWS.

20 PWS 13 3.2.2.1

“The VWC staff shall prepare and issue temporary government employee, contractor, and visitor security badges to DARPA employees, contractors, and visitors.” Is the contractor responsible for the badging materials? No

21 PWS 18 3.4.3.1

“The contractor shall provide ‘Field Training Officer (FTO)’ services for the uniformed services who shall be ranking member(s) of the uniformed security services.” How many field training officers are required? See PWS Section 9.7 "Post Requirements".

22 PWS 19 3.4.3.2 “The FTP will be conducted in three phases…” How many hours is the DARPA Specific Training and Work Requirements Training Phases of the field training program? Each phase is 30 days.

23 PWS 20 3.4.6

“Personnel who are assigned duties as security officers shall be required to stand a guard mount and roll call prior to assuming their posts.” Is this guard mount paid time?

Guard mount time shall be included in offerors' Firm Fixed Price proposal. See clarification in PWS Section 9.7.1.

24 PWS 21 3.4.8 “All personnel shall begin work promptly…except for authorized breaks.”

Are lunch breaks paid? Is it the government’s intent to have designated relief to fully relive SOs of their responsibility during breaks/lunch?

The requirement is for all of the hourly rate positions to be fully manned in accordance with PWS Section 9.7.1. Any breaks/lunches should not disrupt full coverage required.

25 PWS 26 3.6.1

“The contractor shall be required to provide security staff that performs…and at selected contractor sites that support DARPA.” Are these locations within driving distance? Will travel be cost reimbursable?

Some are within driving distance, but some are not. Yes, travel be reimbursable under the ODC CLIN with government pre‐approval.

26 PWS 27 3.7 vehicle requirements Will the government please provide average monthly or annual mileage expectations per year by vehicle? 13,000 miles annually per vehicle

27 PWS 28 3.1 Surge Support Can the government provide historical information as to what surge support has been required annually in the past for planning purposes?

No, no additional statistics beyond those included in the Industry Day Brief will be provided at this time.

28 PWS 41 6 Place of Performance and Travel Is the travel to other geographical locations cost reimbursable?

Yes, travel will be reimbursable under the ODC CLIN with government pre‐approval.

29 PWS 43 9.3.2

“All on‐site personnel supporting this contract must possess a Top Secret (TS) clearance, based upon a Single Scope Background Investigation, current within the last five years, and adjudicated for access to Sensitive Compartmented Information (SCI) by an authorized SCI Central Adjudication Facility (CAF).” Will there be any classified storage required at the contractor’s facility? No

30 Evaluation Factors 1 1.A the Government states that we are to include 12 items on the cover page, which shall not exceed on page. Although we do not anticipate taking any exceptions to or deviating from the solicitation terms and conditions, items ix and xi may require a paragraph or two in order to properly respond.

Will the Government consider making this section two pages, as this is a lot of information to place on the front page of the proposal? Would the Government consider moving items ix through xii to page 2, a cover letter, or attachment to the volume? Yes, see revision in RFP.

31 Evaluation Factors 1 1.A the Government states that we are to include 12 items on the cover page, which shall not exceed on page.

Are we permitted to include a table of contents, executive summary, and compliance matrix? If so, will they count toward the page count?

See revision in RFP ‐‐ Table of contents and/or compliance matrices are permitted and will not count toward the page limit. Executive summaries are not permitted.

32 Evaluation Factors 2 B(iii) “Indicate whether the offeror has Government approval of its purchasing system and if so, provide evidence of such approval.”

May we include the evidence of such approval as an attachment to the proposal, which does not count toward the page count (ours is several pages long)? Yes, see revision in RFP.

33 Evaluation Factors 2 B(v)

“Offerors shall provide resumes and/or resumes for all key personnel specified in the PWS. Only the program manager position requires an actual resume with a name specified.” In the PWS, Section 9.5, the Government identifies the following positions as key personnel: Program Manager, Antiterrorism Program (ATP) Lead, Physical Security Manager, Technical Security Manager, Uniformed Security Services Manager, and Visitor Welcome Center Manager.

Are resumes required for the Antiterrorism Program (ATP) Lead, Physical Security Manager, Technical Security Manager, Uniformed Security Services Manager, and Visitor Welcome Center Manager? If so, should they include names?

Actual and/or representative resumes are required for subject Key Personnel positions. Any actual resumes submitted should include names.

34 Evaluation Factors 2 B(v)

“For the Program Manager position and other positions for which actual resumes are provided, they shall also include employment status (i.e. whether the proposed individual is currently employed by the prime or subcontractor, is subject to a contingency offer of employment, or other status) and letter(s) of intent (as applicable).” In the PWS, Section 9.5, the Government identifies the following positions as key personnel: Program Manager, Antiterrorism Program (ATP) Lead, Physical Security Manager, Technical Security Manager, Uniformed Security Services Manager, and Visitor Welcome Center Manager

Are letters of intent required for the Antiterrorism Program (ATP) Lead, Physical Security Manager, Technical Security Manager, Uniformed Security Services Manager, and Visitor Welcome Center Manager?

Letters of intent are not required for subject Key Personnel positions; see revision in RFP.

35 Evaluation Factors 5 2.B(i) “Offerors shall provide identification of and/or mitigation plans for any potential or actual organizational conflicts of interest.”

At this time, we do not have any real, perceived, or potential organizational conflicts of interest. Is it sufficient to state “not applicable” in response to this requirement, or would the Government like to see our full (multi‐page) OCI plan detailing how we would avoid or mitigate an OCI in the proposal?

Yes, stating "not applicable" is acceptable if no potential or actual organizational conflicts of interest exist.

36 Evaluation Factors 5 2.B(ii)

“Include a statement certifying the offeror’s ability to provide and maintain contractor personnel in accordance with PWS Section 8.2.” PWS Section 8.2, states, “All deliverables associated with this PWS are "Unclassified". The government will advise the contractor if this requirement changes.”

Does the Government mean to say PWS Subsection 9.3.2, Security Clearance Required, which requires all personnel (except transportation personnel) to hold a Top‐Secret Security with SCI adjudication clearance? Yes, see revision in RFP.

37 Evaluation Factors

Please confirm that the Technical Approach evaluation factors do not include otherwise stated sections of the PWS. Responses to areas such as 3.3 (AT) or 3.7 (Transportation Services) will not be evaluated in the Technical Approach. Only areas specified in Factor 1, ii Technical Approach (page 2) are to be evaluated/scored for that section (Technical Approach). Confirmed.

38 PWS

Please confirm Transportation Services personnel require a Secret security clearance only (not TS as listed in 9.6.20 and 9.6.21). Confirmed.

39 General

PWS 4.6. states that the ODC plug figure includes Arlington County Police (vehicle only). If there is labor to be associated with this support, under what labor category should this be included?

Any Arlington County Police labor required under this contract shall also be charged under the ODC

CLIN.

40 PWS

Please confirm the Duties and Responsibilities of the Transportation Services (Driver) in PWS 9.6.21. This description appears to mirror the VWC Specialist (PWS 9.6.19). See revised PWS Section 9.6.21

41 General Will the government provide a draft RFP including contract type, Section L, and Section M?

The Government does not plan to provide a full draft RFP prior to releasing the final RFP, but see draft Sections L and M. As outlined in the Pricing Worksheet, the contract type is Firm‐Fixed‐Price for Labor, COST for ODCs, and Labor Hour for Surge.

42 PWS 27 3.7

The Contractor shall provide two (2) passenger mini‐vans and one (1) dual‐use van available for use by the contract Period of Performance start date. Vehicles shall be purchased and/or leased through the ODC CLIN.

1.) Would an awarded contractor be required to absorb a current vehicle payment or lease? No.

2.) Or, would the incumbent be responsible for any existing lease/payments and “all new” vehicles would be procured by the awarded contractor? Yes.

44 3.) Will any vehicles be included and considered GFE? No.

45 4.) Will any vehicles transition to the incoming contractor? No.

46 PWS 28 3.11

The contractor shall provide administrative support across all functional areas to assure the maintenance of records and files, the preparation and distribution of mail, correspondence, reports, and other documents, and the maintenance of a suspense date file. The contractor shall provide fiscal and budgetary support related to the planning and execution of this contract. These efforts include the development, review, analysis, and presentation of budget and inventory documents, tracking of internal and external invoices and purchase orders and other related documents, the conduct and reporting of equipment inventories, updates to and maintenance of financial systems; preparation of ad hoc reports, spreadsheets, charts, graphs, and narratives.

There is no specified labor category for this? Where do labor costs associated with this requirement map to or are these ancillary functions for the defined labor categories?

These are ancillary functions for the defined labor categories.

47 PWS 29 3.13

The contractor shall assist with establishing and sustaining a records system relative to the DARPA security program and the security work effort. The system shall comply with DoD records requirements, to include retention schedules, and with requirements mandated by the Privacy Act and the Freedom of Information Act, and other applicable law and regulation. The records shall be the property of DARPA and shall be available for inspection by DARPA representatives at any time.

A document outlining the records system, to include the location of the records and the name of the custodian(s) of the records shall be provided to the government initially within 30 days from contract award and subsequently as changes to the records system occur. The contractor shall, as directed, conduct various statistical analyses and provide various reports regarding the activities and efforts of the various functional areas.

1.) Is this record system and storage intended to take place at the Government site, client site or both?

Government site. See revised PWS Sections 3.13 and 5.9.

2.) If record system and storage is to take place at the government site, is it correct to assume that the contractor staff can be assigned ancillary duties to support the record storage requirement? Yes.

49 PWS 29 3.14

The contractor shall assist in planning, implementing, and hosting security requirements for various DARPA meetings. The contractor shall provide services to assist in developing a security plan tailored for each meeting and for coordinating with conference meeting planners and involved personnel. The contractor shall provide minutes of contractor‐hosted meetings

There does not appear to be a specific labor category assigned to these requirements.

Where do the labor costs associated with this requirement map to, or are these ancillary functions for defined labor categories?

These are ancillary functions for the defined labor categories.

50 PWS 30 4.1

A list of Government Furnished Equipment (GFE) that will be provided for contractor use will be provided to the contractor at contract award. As part of the contract transition the contractor shall conduct an inventory of all GFE. The inventory will note the presence or absence of the equipment, its location, and its condition. Upon receipt of property GFE or purchased per government authorization, the contractor shall provide a report of property received and shall update the inventory of property.

1.) Can the Government provide the referenced GFE Lists as an RFP Attachment or as part of the Bidders Library?

GFE List will be provided at award. Leased vehicles and uniforms are not GFE.

51 2.) Can the Government clarify GFE? For example, are the leased vehicles considered GFE? See above.

3.) What is the complete list of GFE items? For example, Does the Government view lightly used uniforms as GFE? See above.

53 PWS 33 5

The contractor shall be required to submit plans, studies, white papers, reports and other documents, on a scheduled and as‐needed basis in furtherance of the DARPA security program. The contractor shall provide the following deliverables IAW the below requirements:

There is no specific labor category assigned to these requirements? Where do the labor costs associated with this requirement map to or are these ancillary functions for defined labor categories?

These are ancillary functions for the defined labor categories.

54 PWS 29 & 35 3.13 & 5.0

Can the government advise what, if any is the difference between 3.13 Security Program Recordkeeping and Statistical Analysis Reports and 5.9 Contractor's Record System and Statistical Analysis Reports? See revised PWS Sections 3.13 and 5.9.

55 Evaluation Factors FAR Subpart 15‐101 Best Value Continuum 1.) Has the government determined whether they will use a 15.101‐1 Trade‐Off process or 15.101‐2 Low Price Technically Acceptable process for this solicitation?

The Government will use the trade‐off method for this solicitation.

56 2.) Will the Government Provide a Draft Section L and Section M prior to Final RFP? Yes, see attached.

57 Evaluation Factors Factor Rating Criterion is not provided. Will the Government provide evaluation criterion for each of the Evaluation Factors? Yes, see RFP.

58 PWS 6 1.3.1

The contractor shall be licensed as a provider of unarmed security officer services under the laws of the State of Virginia and shall possess such other licenses and/or permits as may be required by the State, Federal, or local government to provide these services.

1.) Since this is Federal Jurisdiction, does the Government require that the Contractor have a Virginia Department of Criminal Justice Services Security Officers/Couriers (Armed and Unarmed License? All required licenses are identified in the PWS.

2.) If yes, does the government require licenses and/or permits for the Prime and the Subcontractors or does the Prime License provide the umbrella for the Team? N/A

60 PWS 9

1.4.2 Transition

Orientation for New Employees

“During the transition period, each contractor employee shall be required to attend a basic DARPA security training session." What is the duration of this Orientation/Training session?

Approximately 1‐4 days depending on labor category.

61 PWS 17

3.4.2 Security Control

Center

Please clarify the duties, positions , and qualifications of contractor personnel assigned to the SCC.

Primary duties, positions, and qualifications of SCC personnel are further outlined by labor category in PWS Section 9.6.

63 What are the days of the week/hours of operation that the vehicles are used? See PWS Section 9.7.1

64 Clearances

The SBA requires any approved SBA Mentor‐Protégé Joint Venture under the 8(a) business development program to be “unpopulated”. The Defense Security Services (DSS), however, requires a joint ventures to be “populated” in order to obtain a facility clearance.

Will the government consider either: Issuing two (2) DD‐254’s (one for each SBA MPA venturer) OR supporting the clearance for the JV as long as JV members have a current Top Secret clearance at the time of proposal submission, as evidenced by their individual CAGE codes?

No, the 8(a) would have to submit a proposal independently.

Can a joint venture with one company having a Top Secret and the other having a Secret compete?

No, both require a TS facility clearance when proposals are submitted.

66 Are you going to require a compensation plan?

Yes, see RFP Section L‐8.1.vii (previously Evaluation Factors Section 2.A.vii)

67 Uniformed guards required in other states? No 68 Will you please post this brief to FBO or other approriate site? Yes

Is the Virginia unarmed security license and/or permit required or need to be represented in the proposal? Yes, see revision in RFP.

72 Will government sponsor for Top Secret clearance with secret?

No, see RFP Section L‐8.2.ii (previously Evaluation Factors Section 2.B.ii)

73 Will there be a separate CLIN for the 3‐week transition?

No, the 3‐week Transition‐In Period pricing shall be included in the base period firm fixed price.

74 Will you provide full details on expectations during transition period? See revised PWS.

Questions from Industry Day ‐ February 21, 2018