HSBP1012R0025 Consolidated Question Matrix Answers

# Section Reference

Page No. Consolidated Question Answer Edits Required in RFP - Y/N; Section(s)

1 B.1, Schedule of Supplies/Services

7 Schedule of Supplies/Services reflects no CLIN structures for Materials and Other Direct Costs (ODCs) except for Travel. The Section J Attachment Cost Template reflects line items for Materials and Other Direct Costs (ODCs). Request the Government add CLIN structures in Section B. Tables to accommodate Materials and Other Direct Costs (ODCs).

The Government does not anticipate requiring Materials under this IDIQ. The proposed value of materials should be $0.00. The only anticipated ODC is travel.

N

2 B.1, Schedule of Supplies/Services

RFP Requirement: CLIN 0003 and Option CLINS 0103-0403, Data and Reports require pricing of reports and deliverables in accordance with Table under clause F.5.

Question: As there are numerous variables to the reports (“As required,” number of pages, number of copies, frequency of submittal, method of binding, method of delivery, etc.), providing a “plug number” for this CLIN for pricing purposes would be in the Government’s best interest.

Would the Government consider amending the RFP to add a plug number for Data and Reports?

The RFP is amended to indicate CLIN 0003 and other "Data and Reports CLINS" for all Options 0103- 0403 are Not Separately Priced, or NSP.

Y-Changed Schedule B

3 B.1 Schedule of Supplies/Services

8 through 12 a) The Item No. 0003 and all other option items referring to DATA and REPORTS reference the provision of data and reports for CLIN 0001 in accordance with table under Section F.5 Deliverables and Delivery Schedule. Should this read F.6 Deliverables and Delivery Schedule instead ? (F.5 in the Solicitation is Term of Contract With Option(s). F.6 is Deliverables and Delivery Schedule, which is where a table is referenced.)

b) CLINs 0103, 0203, 0303, and 0403 each refer to DATA and REPORTS for CLIN 0001. Should these references reflect the corresponding CLIN applicable to each option year?

a) Yes, the DATA and REPORTS referenced under items 0003, 0103, 0203, 0303, and 0403 in Section B.1 should refer to the table in Section F.6 "Deliverables and Delivery Schedule" on p. 40.

b) Yes, CLINs 0103, 0203, 0303, and 0403 should each refer to the DATA and REPORTS for CLINs 0101, 0201, 0301 and 0401 respectively.

Y - Section B 0003, 0103, 0203, 0303, and 0403;

and 0103, 0203, 0303, and 0403

4 B.1 Schedule of Supplies/Services

8 through 12 CLINs 0001, 0101, 0201, 0301 and 0401 each state, “The period of performance for this effort is five (5) years from the effective date of the contract.” However, in Section F.5 Term of Contract with Options, the contract term is stated as one year from the date of award, subject to th Government’s option to extend the term of the contract in accordance with FAR clause 52.217-9. F.5 also states that each option will be 12 months. Should the language for each option period be corrected to reflect a period of one year for each option?

Yes, the period of performance for this effort is one base year with four one-year (12 month) options with a total potential contract lifecycle of 5 years. Therefore, each CLIN item labeled as Supplies/Services reflects a 12 month period of performance for each option period.

Y - Changed Section B, CLINs 0001, 0101, 0201, 0301 and 0401

5 B.4 (g) Payment of Fixed Fee

13 Since these are CPFF task orders (TO), we recommend that this clause apply at the TO level and not by Labor Category. The following language is recommended for consideration to allow flexibility to execute the LOE Task Orders within the estimated cost limitations:

a) Delete, "Also as outlined in Special Contract Requirement H.6, the fixed fee shall be adjusted in the event DPLHs delivered by labor category exceed the specified variance.”

b) Consider replacing (g) in entirety with, "Each invoice for fee shall contain a statement by the Contractor as to the cumulative percentage of DPLHs performed and the cumulative percentage of fee invoiced. Fee shall be payable, subject to other provisions of FAR 52.216-8, “Fixed Fee,” in amounts commensurate with the percentage of work performed. In no case shall the cumulative amount of the fee invoiced, when expressed as a percentage of the total Fixed Fee for the applicable task order, exceed the cumulative percentage of DPLHs performed for that task order (as verified by the COR) at the end of the billing period. As outlined in Special Contract Requirement H.6, Level of Effort, the fixed fee shall be automatically adjusted in proportion to the ratio of the total DPLHs actually delivered to the total DPLHs per Task Order."

CBP concurs with the request to manage LOE at the Task Order level. See B.4 (g) for revised language.

a) The following language is deleted: "Also as outlined in Special Contract Requirement H.6, the fixed fee shall be adjusted in the event DPLHs delivered by labor category exceed the specified variance.”

b) item (g) is replaced in entirety with, "Each invoice for fee shall contain a statement by the Contractor as to the cumulative number of DPLHs performed, the cumulative percentage of DPLHs performed, the cumulative fee invoiced, and the cumulative percentage of fee invoiced. Fee shall be payable, subject to other provisions of FAR 52.216-8, “Fixed Fee,” in amounts commensurate with the percentage of work performed. In no case shall the cumulative amount of the fee invoiced, when expressed as a percentage of the total Fixed Fee for the applicable task order, exceed the cumulative percentage of DPLHs performed for that task order (as verified by the COR) at the end of the billing period. As outlined in Special Contract Requirement H.6, Level of Effort, the fixed fee shall be automatically adjusted in proportion to the ratio of the total DPLHs actually delivered to the total DPLH

Y - See revised section B.4 (g).

6 B.5 and I.80;

Section B.5 identifies the minimum number of dollars orderable as $100,000.00 and the maximum number of dollars orderable as $460,000,000.00. Section I.80 under Order Limitations sets the minimum order as $50,000 and the maximum single order as $50 Million.

Please clarify the ordering threshold.

The contract minimum and maximum is distinct from the Order limitations. The Contract Minimum refers the minimum amount of dollars the Government is obligated to place on the contract; that is, the initial order must be at least $100,000.00. The Government is not obligated to order in excess of that amount.

The Contract Maximum refers to the Not-To-Exceed (NTE) value of the IDIQ; that is, the value of all task orders issued under this contract shall not exceed $460,000,000.00.

N

7 C.3.1, BEMS

Support For Operations and Maintenance of IT Applications

24 “Coordinate with the CBP Tivoli group to maintain remote connectivity between the Contractor’s site and the CBP network, and coordinate with the Tivoli group to ensure maximum utilization of all Tivoli features and capabilities” appears in Section C.3.1.

Please confirm that connectivity to the contractor’s site is desired and required.

The TIVOLI group is internal to the CBP Network. There will be no issues connecting CBP TIVOLI inside of the CBP Firewall. Additionally, BEMS has reconsidered its position regarding connectivity to the contractor's site. BEMS will remove this requirement.

Y-Removed this requirement from C.3.1

8 C.2, Scope of Work paragraph 4

RFP Requirement: The lead sentence states: “…, unless at least of the following is true:”

Question: Did the Government intend to state: “…, unless at least one of the following is true:”?

Yes, it should read: "…unless one or more of the following is true…" Y-Changed accordingly

9 C.3.1 and C.4.9 23 (Item 20 on list) and

Is the operation/maintenance of hardware and equipment included in the scope? Reference is made to the statement – “Support deployment to additional sites” and “”equipment.”

Ref to 3.1– the offeror is not expected to support deployment of hardware to additional sites. Ref to 4.9

– this is mis-stated; see revisions:

Section 3.1 #20 is changed to read "Support deployment to additional sites and upgrade existing sites, including travel and labor; shall support all other deployment efforts as directed by the COTR," Section 4.9 is changed to read "Disaster Recover (DR) Planning & Testing," last sentence in first paragraph is deleted, and the 3rd paragraph is deleted.

Y - Revised C.3.1, C.4.9

10 C.3.1; C.3.2 There is a reference to “operate and maintain the systems” – does this task encompass both application maintenance and server platform maintenance?

BEMS requires O&M of the applications only. Server platform maintenance is handled by another Office of Information Technology (OIT) division.

N

11 C.3.1, C.3.2, C.3.3, and C.3.4:

Please confirm that all references to 24/7 and “emergency support” is “on call” support initiated and approved by the Government program manager.

Yes, should be on call support, 24/7. N

12 C.3.2, BEMS

Support for Software Development

24 RFP Requirement: Provide technical expertise/assistance with developing a mobile platform strategy (including mobility analysis, technical strategy, systems integration, design, testing, end user training, etc.

Question: Please define the scope of training requirements including types of end user training, quantities and types of personnel requiring training.

For the purpose of this solicitation, Offerors may assume that CBP will require training of not more than 20 students per class and they shall be composed of CBP technical and end-user personnel.

Assume approximately 5 classes in a 12 month period with instruction limited to 2 days per class.

N

13 C.3.3, BEMS

Support for Technical Integration of IT Applications

25 RFP Requirement: Review performance and tuning of the SAP application servers and troubleshoot the SAP technical environment. Implement patches/changes based on that analysis through a four tier landscape (Development, Test, Training and Production) Question: Please define the scope of SAP training requirements including types of training, quantities and types of personnel requiring training.

BEMS has reconsidered this requirement for SAP training and we believe that it may be removed. Y-Removed this requirement from C.3.3

14 C 3.3 26 RFP Requirement: -Support backup and disaster recovery process to include two test and recovery exercises per year Question: How involved/comprehensive is the exercise? Are all the applications/databases are recovered in every exercise? What is the expected time period for this exercise, week, two weeks or month?

This test is conducted at the DHS-level and will be coordinated with all other primary and sub-systems. The test will be very comprehensive and any deficiencies will need to be defined, remedial action planned, and executed to meet the next re-testing requirements

N

15 C 3.3 27 RFP Requirement: RFP - -Conduct remote backups of field data stores for storage, Question: Are these backups stored at fields? If yes, is the contractor expected to have their backup personnel available at remote locations?

No contractor personnel will be required at CBP field locations in order to do the backups. However, backup activities must be coordinated with all field locations in order to ensure proper backup procedures and redundancies are in place and

N

16 C.3.3, BEMS

Support for Technical Integration of IT Applications

RFP Requirement: "Administer the components of the SAP program including:"

Question: Do all the remaining bullets following the above bullet in section C.3.3 fall under that statement? If not, which of the bullets following the reference to the SAP system fall under the category of administering the SAP program?

The "components" have been identified and highlighted under section C.3.3. Y - See changes under C.3.3

17 C.3.4 What is the number of field servers and workstations that will need deployment and where will these items be deployed? There are currently 364 workstations, 22 servers (field processors) and 72 RSF workstations supporting the ICAD system. A certain percentage of this equipment is replaced each year as part of a technology refresh. The equipment is located at Border Patrol Sectors and Stations. Additional servers and workstations are located at the ICAD Development Center. It is anticipated the number of field servers and RSF units will double over the next five years.

18 C.3.4 BEMS

Support for the ICAD Application

27 RFP Requirement: Provide application training as directed Question: Please define the scope of applications training requirements including types of training, quantities and types of personnel requiring training.

ICAD application training shall be provided to SESs, technicians, FTOs, agents and Sector/HQ management as necessary. Training shall be provided during scheduled visits to Sectors/Stations and/or DC occurring several times annually. Formal application training may be provided at a Northern and Southern location where representatives from each Sector will attend. Additional training may be provided at the CBP training facility for SESs. Training shall be provided at the annual national users group meeting.

N

19 C.3.6.1, Reporting, EVMS Plan

28 a) In which volume should offerors submit the EVMS Plan? We request that the plan be excluded from the page allotment.

b) Will the EVM be evaluated, if so, what are the evaluation criteria?

c) Is the EVMS plan referenced page-limited?

d) We request that the EVMS plan be submitted as an addendum to Volume II, excluded from the Volume II page allotment?

a) An EVMS plan is only required at the Task Order level. EVMS is not part of the evaluation criteria and should not be submitted as part of the proposal.

b) see answer to a) above

c) see answer to a) above

d) see answer to a) above

N

20 C.3.6.3 28 (Item 23) This bullet refers to the transfer of historic data. Is this contract related data? If not please specify the type of data being referred to. This is all contract related data. N

21 C.3.6.3 28 The Transition task described is focused on mainframe applications. Instructions for the Transition Plan (page 100) describe a broader transition task. Recommend the Transition Plan instructions be amended to reflect the scope of Section C.3.6.3.

This section is amended - The Transition Plan is not limited to the mainframe applications. The plan should be all-inclusive; include a narrative for all applications addressed in the entire scope of work.

Y - see highlighted changes in C.3.6.3.

23 C.3.6.3 Transition-in Work Plan and Closeout Plan

28 RFP Requirement: Government-approved training and certification process Question: Please define the scope of training requirements including types of training, quantities and types of personnel requiring training.

The training referred to in this section refers to CBP-wide mandatory training outside the scope of the BEMS program.

N

24 C.3.6.3 Transition-in Work Plan and Closeout Plan/General

29 The RFP states: “The Contractor shall implement the ramp-up process without disruption to Program Office operations or interruption/delay i the data processing production schedule. The Contractor shall be fully responsible for all aspects of the work under this contract throughout the ramp-up period.”

a) What is the anticipated contract start date?

b) What is the anticipated start date of the Base Year?

c) What is the anticipated start date of the Transition Period and when does it end?

d) Does the transition period equate to the ramp-up period, or are these two different time periods?

a) The anticipated IDIQ contract start date is November 19, 2012.

b) The anticipated start date for the Base Year of the IDIQ is November 19, 2012.

c.) The anticipated start date of the Transition Period is November 19, 2012. The anticipated period of performance for the Transition Period is eight months, from November 19, 2012 through July 18, 2013.

d) Yes, the Transition Period is synonymous with the "ramp-up" period. Transition time is provided for the awardee to adequately "ramp-up" staff and operations such that the roles and responsibilities of the incumbent can be gradually passed from the incumbent to the successful offeror. The successful offeror should be fully ramped-up to take on sole responsibility for the BEMS O&M and development work within the 8 months allotted for transition.

N

25 C.3.6.3 Transition-in Work Plan and Closeout Plan

29 a) How will the Government mitigate the incumbent’s advantage regarding transition since they are currently staffed, badged, have appropriate access to the infrastructure and applications, and no GFE needs to be transitioned?

b) In addition, how will the Government mitigate the incumbent’s advantage regarding having the incumbent workforce, who presumably will execute the transition, not being required to bill additional hours to perform a transition that other offerors must price separately?

a) The incumbent has a natural technical advantage regarding transition. To properly address this advantage the incumbent will receive a neutral evaluation for the technical evaluation criteria related to Transition.

b) The incumbent has a natural cost advantage regarding transition. To properly address this advantage the government will not directly evaluate overall cost of the Transition Plan from any offeror. The government will perform: 1. Cost analysis of the individual elements of the full cost/price proposal to determine cost reasonableness and/or cost realism, 2. Price analysis to determine if proposed prices accurately and adequately reflect the work to be performed.

N

26 C.3.6.3 Transition-in Work Plan and Closeout Plan

29 Reference: “The Contractor shall develop and submit a Transition-in Plan encompassing an estimated eight (8) months period of time with a level of effort for transitioning the individual applications with the response to the solicitation” Question: Will the government please clarify whether the incumbent vendor will be available during the 8 month transition period for transition in/out services?

Yes they will be available. N

27 C.3.6.3 29 The Government states that, “The Contractor is fully liable for damages incurred as result of any deviation from the plan.” Please clarify what the Government considers “damages” and what constitutes a “deviation.” We request that the Government amend the language to state that damages only apply to deviations within the contractor’s direct control.

CBP agrees with this clarification. Amended language: Damages only apply to deviations within the contractor's direct control.

Y-Amended language as recommended

28 C.3.6.3 29 Please provide additional information about the 46 BEMS supported mainframe applications listed in Section 3.0, including documents regarding the size (to include lines of code) and scope of these applications and the current development activity and/or Change Requests against each. Please provide additional documentation regarding communications and database environments (i.e., OS/CICS – IMS/DB2).

BEMS estimates roughly 90 change requests over a fiscal year with the majority of those CRs requiring 120 hours of work to complete. Database environment for each app is included in the SOW, table 3.0 which lists each app's operating environment and application language.

29 C.4, Other Technical Requirements and Compliances

29 RFP Requirement: The RFP states a number of standards and policies with which the contractor must comply; for example, DHS Geospatial Information System Compliance, CFR 1194.21 through CFR 1194.24, CFR 1194.31, CFR 1194.41, Section 508, MD4300.1, etc.

Question: Tailoring our technical approach and resource mix to ensure compliance is partially dependent on the current level of compliance.

Will the Government please provide a matrix of the current state of each system in scope of BEMS relative to their adherence to the appropria standards? Also, will the Government please provide the dates when each system will require Security Recertification and Accreditation?

All BEMS major applications do comply with current DHS and CBP policies and standards. All BEMS major applications do have a C&A. Security work is done all year on all applications - a full C&A is conducted every 3 years with operational assessments being conducted the other 2 years.

N

30 C.4.8, OMB-M-

07-18

FDCC/COMMON

SECURITY

CONFIGURATIO

N

32 “…enterprise portal solution [for which ICE is the steward] - to provide a common point of access, with a single sign-on capability to existing applications and to provide the infrastructure for integrating diverse internal and/or external information and transactional resources. This includes the migration of the current ACE Portal to the Single Sign-on Portal as rapidly as feasible.”

Please clarify that the offeror will be expected to migrate the current ACE portal.

Offeror will NOT be expected to migrate the current ACE portal BUT to migrate and/or development applications using a single sign on approach.

N

31 C.4.9. Disaster Recovery (DR) Planning and Testing Hardware

32 RFP Requirement: The RFP details three levels of requirement for DR – robust, moderate, and low.

Question: In order to properly estimate the level of effort to support DR efforts across BEMS, will the Government please identify the level of DR support required by system?

Please see updated reading room with the DHS 4300A Sensitive Systems Handbook. Y-Upload document to Reading Room

32 C.4.10, Technical Architecture Environments

33 RFP Requirement: The section indicates that the technical architecture environment includes SAP R/3.

Question: There is no reference to SAP Basis or Basis Security in the RFP. Is either skill set required?

Yes, SAP Basis skill sets are required; see C3.3 N

33 C.5 Contractor Employee Requirements and Compliances

Attachment 4

C.5.1. Pg.

Reference: RFP states, “All Contractor personnel shall be performing duties at: 1) a Government site or 2) at a Contractor site at contractor off-site rates.”

Question: The RFP provides that work may be done at both Government and Contractor site however the BEMS Cost Template only accommodates the total costs for one work site, i.e. there is no separation of hours per site. Are both Government site and Contractor site rates to be proposed and if so, will the government please describe how these rates are to be applied to the pricing schedule?

For the purpose of a response to the solicitation, the offerors should propose only government-on-site rates.

N

H.1, Place of Performance

34 C.5 Contractor Employee Requirements and Compliances

Attachment 4

C.5.1. Pg.

Reference: RFP states, “CBP is not restricting itself to acquiring only the skill categories listed in this document.”

Question: May contractors provide additional labor categories beyond those listed by the Government in our proposal response? And if so, how would this be done?

Yes, Contractors many provide additional labor categories beyond those listed in the solicitation. The list was provided as a guide to assist vendors in preparing the proposal and understand scope. The cost template is intended to be modified as needed. However any deviation from the total estimates provided in the cost template and section B of the RFP should be substantiated in a narrative portion of the cost volume submission

N

35 F.6, Deliverables and Delivery Schedule

41 F.6, Deliverables and Delivery Schedule, page 41 RFP Requirement: Documentation and Materials for Application Training at Field Sites and Federal Law Enforcement Training Center Question: Please provide the scope of documentation and materials required.

See answer to question 12 above. N

36 F.6, table on page

41; M.5.III.A,

Subfactor 2, item 9, 41; 109 RFP Requirement: (F.6) Maintain Scheduling and Execution of Tasks in SAP; Section M, Item 9 …ensure invoices reconcile with work accounted for in the Government’s project management tool… Question: What role does SAP play as a project management tool?

SAP does not play a role in the PM tool. The PM tool contains more detail of the project schedule and resources.

N

37 G.4, Additional Invoicing Requirements

43 This section requires that invoices shall be submitted for all costs incurred during the reporting period-every 30 days. This section contradicts Section I.78 52.216-7 – Allowable Cost and Payments (Jun 2011) which allows the Contractor to submit invoices every two weeks.

Recommend that Section G.4 language be amended to reflect the Section I.78 52.216-7 language and allow submission of invoices every two

(2) weeks.

The referenced clause provides for discretion in the frequency of payment. The government preference is for the successful awardee to submit invoices for payment every 30 days; however, the Contracting Officer will consider more frequent payment when it is in the best interest of the government.

38 H.3, Earned Value Management System

RFP Requirement: (g) The Contractor shall require the subcontractors specified below to comply with the requirements of this clause:

[EVMS_SUBCONTRACTOR1]

[EVMS_SUBCONTRACTOR2]

[EVMS_SUBCONTRACTOR3]

Question: Subparagraph (g) infers that certain subcontractors will have to comply with the requirements of this clause. Will the Government provide guidance on what criteria should be used to determine which of the Offeror’s subcontractors will be subject to this clause: e.g., by size, by dollar value of the subcontract, or other criteria?

This will be identified at the task order level. N

39 H.4, Key Personnel

46 References here are to the Contractor Project Manager. Page 27, Section C.3.6.1 refers to the Contractor Program Manager. Please change H.4 to refer to Program Manager vice Project Manager. Additionally, recommend the key personnel clause be revised to stipulate a minimum one

(1) year program commitment for the Program Manager.

The Government will not stipulate a one year min regarding the commitment of the PM. For consistency sake, it would be better to have the same PM available throughout the life of the contract (i.e., all five years). If the contractor needs to change the PM during or after one year, than all procedures outlined in this clause shall be followed

N

40 H.4, Key Personnel or Facilities

46 Is it acceptable for the offeror to propose two key personnel to satisfy the requirement stated in the RFP – specifically – that key personnel have 8 years of experience in project/contract management and demonstrated experience with software development applications including wed-based applications and SAP? We believe the ability to propose two resources will increase the pool of qualified resources and benefit the government.

Offerors are limited to propose one (1) key personnel. Additional key personnel will not be evaluated.

To clarify, the requirements for key personnel are revised to state the following:

“Eight (8) or more years of demonstrated experience in project and/or contract management with demonstrated experience supporting a similar scope of work in software development applications.”

Y - see revisions in H.4

41 H.6 (b), H.6 (c), LOE and Completion Orders-Fee Determination, G.5, Payment of Fixed Fee/B.4, Payment of Fixed Fee

47 a) Is the "ordered quantity of DPLHs" deemed to mean the target DPLH LOE in a given Order so that the application of the 10% -/+ variance is deemed the minimum and maximum DPLH LOE, respectively?

b) Please confirm the Contractor earns a) an unadjusted Fixed Fee percentage on all DPLH hours delivered which, according to the Solicitation formula, measure within the minimum through maximum DPLH LOE (i.e. the Target and -/+ 10%) so that the Fixed Fee percentage is not the variable but the Product from the adjustment formula is variable, dependent upon the inputs into the formula such as the expended DPLHs.

c) Recommend the Government allow DPLH to be managed at the TO level instead of at the Labor Category level.

d) Recommend the Government replace H.6(b) and H.6(c) as follows to reflect these recommendations:

“(b) For LOE-type Task Orders, it is understood and agreed that the rate of labor hours per month may fluctuate in pursuit of the technical objective, provided that such fluctuation does not result in the utilization of the total labor hours of effort prior to the expiration of the term thereof or present a materially different labor mix than specified by the Task Order. It is understood and agreed that the Contractor may, witho

(c) For LOE Task Orders, the fixed fee shall be paid based on delivery of the total DPLHs by Task Order. If, at the end of each task order peri (DPLHs Delivered / Task Order DPLHs) X Task Order Fixed Fee = Adjusted Task Order Fixed Fee It is understood by the parties that the Contractor may use subcontractor hours to the extent authorized by the Contracting Officer, to satisfy it

This section is amended to reflect fee variance determination at the Task Order level. The revised RFP limits the variance at the IDIQ level to a maximum variance of +/-10% for each task order. That is, the variance will be negotiated for each task order, not to exceed 10% (+/-), and will be determined based on level of effort required and associated risk.

Answers:

a) Yes, the ordered quantity of DPLHs refers to the agreed upon or target DPLH LOE for each order.

The LOE delivered for each Task Order may vary by a percentage (within a minimum and maximum LOE) as determined at the Task Order Level without a penalty or loss of fee.

b) The fixed fee shall be determined on an individual task order basis and is established at the outset of the task order (negotiated). The fixed fee percentage, as determined at the Task Order the target variance. Within the variance, the fixed fee percentage is not the variable. The total fee earned is adjusted as the percentage is applied to the value of services delivered.

The fee percentage is variable when the DPLH delivered is outside of the target DPLH LOE for the indiv

c) See section B.4 (g) and H.6 for revisions.

Y - See changes to B.2.(b), B.4 (g) and H.6 -

42 H.6, LOE and Completion Orders-Fee Determination, item (c)/G.5, Payment of Fixed Fee/B.4, Payment of Fixed Fee:

a) Please clarify that deviation based on customer-approved activities is not subject to this clause.

b) Please confirm that this applies only to activities within the contractor’s control.

c) Please clarify how the deviation is tracked and administered and if there will be provisions for contractor response.

a) Deviation from the Ordered Quantity of DPLHs/Target LOE and the established variance will not be penalized when the deviation is the result of a customer-approved activity. When a customer-approved activity influences the capability of the contractor to meet the Target LOE, this will likely be considered a change in scope. Under these circumstances, the Task Order and the respective Target LOE and Fee may be subject to bilateral modification.

b) See answer to 42(a), above. The government will assess the applicability of this clause on a case by case basis. Deviations resulting from activities outside of the contractor's control may be applicable;

for example, the contractor is responsible for meeting the LOE under unexpected circumstances such as when employees take extended leave or positions are vacated.

c) LOE is primarily tracked by the contractor, and will be reported in the Monthly Reports as stated in C.3.6.1.

N

43 H.21 Does the Government intend to allow the transfer of incumbent personnel with existing CBP access to the new contract, or will the screening process have to be repeated?

Contractor personnel transferring from the incumbent to a new awardee, who's clearances are not expired or expiring, will be required to submit certain screening documentation; however, this will not hinder the employee from continuing work at the government site under a new awardee. The awardee should identify to the COR any personnel transferring from the incumbent; the COR will oversee individual contractor employee badge accessibility.

44 I.10 52.204-4 57, 96 The regulation suggests the use of recycled, double-sided paper; however, p. 96 states that the proposal will be prepared using Microsoft Offic 2003 or a compatible application and single-sided.

Question: Does the Government want offerors to use recycled paper and to print double-sided, in compliance with the regulation?

Proposals shall be submitted using single sided printing. Clause I.10 52.204-4 will be applicable to the submission of post award deliverables. Furthermore, proposals and post-award documentation should be prepared in any version of Microsoft Word, not exclusive to the 2003 version.

Y - Changed all references to Microsoft Word 2003 to Microsoft Word

45 J.1 List of Attachments, Attachment 1 – Sample Task Order

75 Will the government please describe what, if any additional information, it is looking for in addition to the Level of Effort (LOE) of the Sample Task Order? Section M does not contain any evaluation criteria specific to the Sample Task Proposal. How will the Government evaluate the Sample Task Proposal? Please provide specific evaluation criteria.

The offeror shall provide a technical proposal (limited to two (2) pages) and a cost proposal (unlimited page count) for the Sample Task Order. The Sample Task Order serves as a basis for cost realism analysis, in which both cost and technical data are reviewed. However, it will not be evaluated for technical strengths and weaknesses. As such both the Sample Task Order Technical Proposal and the Cost Proposal shall be submitted in the cost volume.

See changes to table in L.10.

46 J.1 List of Attachments, Attachment 1 – Sample Task Order

75 What is the period of performance for this Sample Task Order? 12 months N

47 Section J Attachment 1, Sample Task Order Request for Proposal, pages 75

– 76; Section L

10.1 Technical

Approach: Phases and Oral Presentation, pages 103 – 103;

H.7.2, Ordering Procedures, page

75, 103, 48 Section L does not provide specific instructions as to the format of the Sample Task Proposal. H.7.2 provides instructions for task order proposals under the contract, while Section L.10.1 provides instructions for the task order response for orals. Should offerors use H.7.2 as a guide for developing the Sample Task Proposal? If so, will resumes be required? If so, can they be outside the page allotment?

Yes. Please use instructions/format included in section H.7.2 as a guide. No resumes will be required.

There is a 2 page limit to the Sample Task Order Technical Proposal; and there is no page limit to the Sample TO Cost Proposal.

Y- See revisions:

Section H.7.2 is referenced in L.10, Cost Proposal Volume.

Also see change in L.10 Subsection 1, Management Approach.

Reference to Sample TO removed.

48 Section J Attachment 1, Sample Task Order Request for Proposal

76 RFP Requirement: Task Order Schedule: The Offeror is encouraged to use its best schedule and cost estimating acumen in devising task order on an annual basis, as well as to identify reasonable and supportable related costs.

Question: Is there a word missing after “task order” to describe what is estimated?

This should read as follows: "The Offeror is encouraged to use its best schedule and cost estimating acumen in devising [the] task order on an annual basis,…"

Y- Added "the" to the sentence.

49 RFP Section and Page Number:

Section J, Attachment 2, Past Performance Worksheet, page 77; Section L.10.1.Past Experience/Past Performance

100-101 • “The Offeror shall provide the following information in connection with each of the contracts or task orders identified in a) above:”

• The Offeror shall list and describe any quality awards…..on contracts/task orders listed in a) above.”

• The Offeror shall complete the attached Past Performance Information Worksheet (Attachment 5) for each client listed in a) above.”

Question: Please clarify to what a) is referring; and does the Government mean “Attachment 2”?

This is a mistype. This is referring to the minimum of two (2) contracts or task orders that the offeror provides as a record of past performance. For each contract or task order listed, a Past Performance Work Sheet should be filled out (Attachment 2).

See Question 68

Y- Removed "in a)" Changed "attachment 5" to "attachment 2"

50 Section J, Pricing Template a. Please clarify the use of the Pricing Template. Should separate pricing templates be submitted for the IDIQ contract, the Transition Task

Order and the Sample Task Order?

b. How should the offeror reflect allocation of hours to subcontractors within the Pricing Template? Recommend the Subcontract section of the Pricing Template be modified to provide labor categories, hours, rates and cost to allow appropriate allocation of labor burdening and aid in reasonableness and realism evaluation.

c. Does the Government desire a single, consolidated set of rates within the pricing template reflective of the entire team for the IDIQ vehicle?

d. Will the Government allow the offeror to modify the pricing template to be compliant with contractor cost accounting practices?

e. Please explain the significant increase in number of FTEs and change in skill mix in the base and option years. Are there significant events o changes in contract scope anticipated between the base year and option year 1?

a) yes

b) check for subcontractor lines or separate out for labor categories - use section B - hrs, rates, labor categories

c) yes

d) yes e)The increase in number of FTE and change in skill mix was based on historical increases of work required. This work would be within the software development scope of the IDIQ and would include surge requirements and a forecast of potential programmatic and mission critical need changes. BEMS does not consider this increase significant and it is only an estimate to establish the IDIQ cost ceiling.

51 J.1 List of Attachment, Attachment 4 – BEMS Cost Templates, clarifications requested.

BEMS Cost Templates, clarifications requested.

a) Several calculations within Attachment 4-BEMS Cost Template do not seem to be calculating correctly, please clarify.

b) Will the contractor be allowed to modify the Attachment 4 – BEMS Cost Template in accordance with their accounting practices?

c) Should the “IS” in the “IS Tech Spec” labor category be “IT Tech Spec”? If not, clarify to what IS Tech Spec refers?

d) Would the Government consider modifying the Cost Template to a loaded labor rate before fee format for evaluation purposes with all the appropriate cost level back up data backup data provided on a separate tab?

a) Please fix it accordingly.

b) Yes, if the individual/unique pricing data is standard accounting practice of the firm and meets CAS standards, it may be included in the BEMS Cost Table. Attachment 4 may be adjusted as necessary.

c) IS means "Information Specialist"

d) no

N

52 J.1 List of Attachment, Attachment 4 – BEMS Cost Templates, clarifications requested.

Some labor categories are repeated in multiple rows in the template, for example, Row 4 and Row 29 both contain the Labor Category Senior Business Process Re-engineer at four FTEs and five FTEs, respectively.

Please clarify if this was intentional. Does the Government intend to delete the duplicate titles? If so, is it the Government’s intention to combine the FTEs total into a single category? Will the Government provide an updated template?

Repeat Labor Categories will be combined into one line Y - See revised cost template.

53 J.1, Attachment 3 (Small Business Subcontracting Plan)

83 Attachment 3, paragraph 5 (page 83), which cites FAR 19.704 (A) (9): Recommend the Government raise the threshold to $650,000 as stated in recent FAR update.

Attachment 3, paragraph 7 (page 83), cites FAR 19.704 (a) (11): Recommend the Government raise the threshold to $150,000 as stated in recent FAR update.

Concur; the correct thresholds are those cited in the FAR. Y - Attachment 3 is modified accordingly.

54 Section L – pgs 95, 100-101 Section J, Attachment 2 – pg

Based on the page limit requirement for Past Experience/Past Performance, the required formatting (e.g. Past Performance Work Sheet – Attachment 2, Arial 10pt) takes up 2 pages without having added the actual reference text of our past experience / past performance. Given this issue, we request the page limit be increased from 2 to 4 pages for each reference.

Will the CBP adjust the page limit requirement for each past experience/past performance reference?

The Past Performance Worksheet is distinct and separate from the Past Experience/ Past Performance narrative. Reference text limited to two pages may be submitted in addition to the Past Performance Worksheet.

N

55 L.10 95-96 RFP Requirement: The total page allotment for Volume II is 35 pages including the Sample Task…All narrative will be typed in Arial with 12-point font size. Text will be single spaced and separation between paragraphs will be double spaced…Margins will be 1 inch top, bottom, and right side. Left side margin will be 1.5 inch.

Question: We request that to fully address the large number of complex requirements within this proposal and provide a more firm basis for evaluation, the Government provide relief as to overall page allotment as well as font size. We suggest the Sample Task Order Proposal be outside the Volume II page constraints and the Transition Plan be allotted eight pages.

The sample task order will not be included in the technical volume, rather, it should be submitted in the cost volume. No other changes will be made to the submission requirements.

N

56 L.10 Instructions for Preparation of Proposals

96 If the offeror is to include a WBS in its Technical proposal, will the government please describe to which section of the solicitation the WBS should respond?

Please disregard; there are no technical requirements for WBS in this solicitation. Y - WBS requirement deleted.

57 L.10 Instructions for the Preparation Of Proposals

96 Transmittal Letter and all Volumes will be prepared using Microsoft Office 2003 or compatible application … Fold out pages are not permitted except for the transition graphic and WBS detail.

Yes to both N

58 L.10, Instructions for the Preparation of Proposals

96 RFP Requirement: Proposals to be mailed to:

1300 Pennsylvania Ave NW, NP 1310 Washington, DC 20229 Question: Are there any special security procedures for hand-delivery of proposals?

There are no security procedures; however, there are further delivery instructions. When entering from the Pennsylvania Ave. entrance, the elevators do not provide access to the 13th floor. Offerors must access one of the lower floors and walk to the elevators operating the other side of the building.

Ring the doorbell at suite 1310 for assistance.

N

59 L.10 Financial Capacity.

98 The Offeror shall provide the following data for itself and subcontractor for which the total value of the subcontract is greater than $500,000.

Would the Government consider using the definition on page 102 of major subcontractors, which is 10% of total effort rather than the $500,000 as a basis for identifying subcontractors to provide this data?

Concur. Y- See changes to "Financial Capability" statement.

60 Section L.10 Instructions, Transmittal Letter and Administrative Volume

95, 98 RFP Section and Page Number: Section L.10 Instructions, page 98, Transmittal Letter and Administrative Volume RFP Requirement: The RFP indicates a three-page limit for this volume.

The Volume contains five sections: 1. Transmittal Letter, 2. Signed SF33, 3. Section K (Reps and Certs), 4. Exceptions, 5. Financial Capability (including financial statements from prime and subs) Question:

Please clarify what is included in the three3-page limit and what is excluded.

b) Offeror’s are to complete those parts that require items such as prices, place of performance, etc. when such items are called for in the enclosed request for proposal A Place is provided to insert such information”

i. Section B – are we to enter our proposed costs in Section B? If so, what do we use as a basis to break to out between CLIN 0001 and 0003 as the LOE has been provided in the pricing template as a total cost?

ii. Page 70-71 1.08 3052.209-70 Prohibition On Contracts With Corporate Expatriates (JUNE 2006) – are we to mark (f) disclosure and if so, where are we to include that in the administrative volume?

c) b. L.10 Instructions direct that three signed copies of the SF33 and three copies of an executed Section K shall be submitted in Volume I. Th

a) Page limit does not include signed SF33, section K, or Financial Capabilities.

b) No, only provide costs for overall cost (cost template), transition, and sample task order. Yes please mark the disclosure and include with section K.

c) Yes, the three signed copies in the original volume and a copy in the rest.

61 Section L.10, Sample TO Instructions

The Submittal Table does not reflect the Sample TO as part of the technical proposal in Volume 2. In the same table, Volume 5, Cost/Price Proposal content includes a separate cost proposal for the Sample TO. Technical proposal instructions (Page 99) direct that the 20-page technical approach/technical solution include the Sample TO proposal. Cost proposal instructions (page 103) state that the offeror shall describe their technical approach and provide a cost proposal for the Sample TO proposal.

a) It is unclear as to whether the Government expects a technical proposal for the Sample TO or just a cost proposal.

b) If a technical proposal is required, we recommend that the technical approach to the Sample TO be included in Volume 2, with an additional 5-page allowance allocated for the Sample TO technical response. Only cost-related information for the Sample TO should be included in the Cost Volume.

a) The Government expects a technical proposal for the Sample TO.

b) Yes, the technical approach to the Sample TO should be included in Volume 5, cost proposal. The purpose of the sample task is to conduct cost realism analysis.

N

62 L.10, Subsection 2, Management Approach, 99 The statement “The Offeror’s management approach shall reference each of Section C” appears.

Was it the Government’s intent to reference each of the sections beginning with C.3.1-C.3.5?” For example, must the approach reference each subsection, each goal, each technology area, each application, etc?

This is referring to each task area, C.3 - C.5 and subsections. The offeror should address how we the offeror plans on managing the entire SOW.

Y - See 10.2, Management Approach.

63 L.10, Instructions, Volume III, Past Experience/Past Performance:

a. Volume III is limited to 2 pages per project, not to exceed 4 references. Request the Government allow a one-page introduction to this volume.

b. Recommend that citations may be included from both the prime and subcontractors.

a) Yes

b) No

Y - see changes to table in Section L.10

64 Section L;

Past Experience/Past Performance Instructions

100 Does “the offeror” include teaming partners, or is “the offeror” just the prime? If "teaming partners" refers to contractors partnering to form a new organization or conglomerate to serve as the Prime, then past performance of the partners may be provided; however, if "teaming partners" refers to subcontractors to the prime who would not serve as a direct awardee to the government, then past performance for those subcontractors will not be accepted.

N

65 Section L;

Past Experience/Past Performance Instructions

100 Reference: “The offeror shall identify a minimum of two (2) contracts or task orders of similar size, scope and complexity to this requirement described in the SOW, which it has performed or is currently performing, within the past five (5) years” Question: Will the government please clarify whether subcontractor past performance references are allowed?

Just the prime N

66 L.10 and M.5.III.

B. Factor 2), Past Performance

100, 110 “The Offeror…” Would the Government consider modifying the past experience/past performance Section to read, "the Offeror should have at least one (1) past performance of similar size, scope, and complexity to the current BEMS program, and may include up to three (3) past performances from the Offeror’s team?”

No N

67 L.10.1, Past Experience/Past performance, pages 100 – 101;

Section L.10, Instructions, page

100-101, 96 RFP Requirement: The offeror shall provide the following information in connection with each of the contracts or task orders identified in a) above.

Question: Clarify whether the items on p. 100 – 101 serve as the outline for the two-page past performance citations, or whether the items liste in Attachment 2 should also be included in the citations/descriptions. There are common elements but some are different. Also, how will the evaluation of the PPW be different from the references/citations?

The government is looking for both information. 1-References with the information required in p100 up to 2 pages each and 2- the past performance information sheet filled out for all the references identified in 1.

N

68 Section L;

Past Experience/Past Performance Instructions;

101 Reference: “The offeror shall complete the attached Past Performance Information Worksheet (Attachment 5) for each client listed in a) above” Question: The section, PAST EXPERIENCE/PAST PERFORMANCE (VOLUME III), makes reference to both “Attachment 5” and (apparently) paragraph “a) above” neither of which are found in the RFP. Will the government correct and/or provide the information to complete these references?

This section should refer to Attachment 2, Past Performance Worksheet.

Please disregard "a) above;" the proposal shall include a Past Performance Worksheet for each client/past performance reference provided. See question 49 above.

Y - Correct attachment number provided

69 L.10, Instructions, 101 This section states that a small business plan must be submitted "in accordance with FAR 19.7 (fill out Subcontracting Plan Outline, Attachment 2 in Section J)" But, attachment 2 in Section J is the past performance template. Should the RFP reference attachment 3 in Sectio J instead?

Yes, the Subcontracting Plan is Attachment 3 in Section J. Y - Correct attachment number provided

70 L.10, Instructions 102 RFP Requirement: Major subcontractors are defined as those performing equal or greater than ten (10) percent of the work.