Vendor_Questions_for_HSBP1013R0012.docx

Vendor Clarification Questions for RFP HSBP1013R0012

· Section 4.6 and Appendix 2 discuss a Data File transfer, while Section 4.8 on page 32 discusses web service requirements. The requirements seem to be contradictory. Do either of these functions already exist in the CBP network and do they cover all of the CBP programs listed on page 26? If not, what is the timeline for CBP to build this functionality?

Web services is an existing function within the CBP network.

· Section 9.3.2.5 on page 44 describes three different levels of Disaster Recovery (DR) that could be selected by the CBP System Owner. Which level of DR does the CBP System Owner require, robust, moderate or low? If this decision has not yet been made, what level should the vendor quote?

The required DR level has not been determined. CBP would prefer to receive a quote at all levels. If only one level can be provided, the quote should be at the robust level.

· Attachments 4 and 5 contain a listing of zip codes for the vendor to review for testing center coverage. Can CBP provide those lists in Excel to ease the evaluation process?

Due to Excel deleting leading zeros, we are providing the zip codes in Word documents.

· Pages 80-90 contain offeror representations and certifications that may need to be completed. Can CBP clarify which volume/section/tab this information should be submitted with?

Representations and Certifications that are submitted can be included in Tab H of Section 4 of Volume II – Management Plan/Past Performance. Representations and Certifications shall not count as part of the 5 page limit for Tab H.

· The Addendum to 52.212-1 on page 96 describes the submission requirements. Please confirm the information for where responses should be mailed to (and where the electronic copy can be emailed to).

Send Submission To:

US Customs and Border Protection Office of Procurement 6650 Telecom Drive, STE 100 Indianapolis, IN 46278 Attn: Robert Sieferman

Electronic copy can either be sent on a CD/DVD along with paper copies to the same address OR emailed to robert.sieferman@dhs.gov

· The submission requirements for Volume 1, Section 3, Tab G discuss managing security initiatives. CBP is looking for a response regarding all “Security Tasks”. Are the “Security Tasks” the items in Section 9 on pages 38-47, the items listed in the First Task Order, or something else?

Volume 1, Section 3, Tab G requires a response to ALL Security Tasks and that all of the security tasks are listed in Section 9 on pages 38-47.

· The submission requirements for Volume II, Section 4, Tab C include “e. Samples of all reports”. There are many references to reports in the RFP; please clarify the samples for which CBP is requesting. For example, does the vendor need to submit samples for all items in Task 7, all items in Diagram 1 on page 33, etc.

Offerors are asked to provide sample reports for all reports listed in Diagram 1 on page 33-38, excluding the report titled Test Response Report. Specifically, samples of the following reports should be included in the offeror’s proposal:

· Daily cumulative scheduling report

· Exit survey data report

· Daily cumulative testing report

· Ad hoc incident report

· International testing report

· Ad hoc retest activity report

· Ad hoc ADA report

· Ad hoc late tester report

· End of month detailed report supporting invoicing

· The submission requirements for Volume II, Section 4, Tab D discuss current/past performance. Would CBP like for the vendor to submit the 3 current/past performance prior to sending the complete RFP response (and also include the same information in the complete RFP response)?

The entire proposal submission needs to be submitted all at once in the format detailed in the RFP. CBP does not want portions of the proposal to arrive separate from other portions.

· The vendor cannot locate a section to respond to all of the requirements in the First Task Order PDF file; please confirm that the reason for including this file was for the vendor to be able to develop pricing for the “Security Authorization/Reauthorization” line item.

The submission for the first task order is completely separate from the proposal response for the IDIQ contract. The technical and pricing proposal for the first task order shall be independent of the IDIQ contract proposal. It is recommended, but not required, that the technical and price proposal for the first task order be submitted in a separate folder/binder than the IDIQ contract proposal. The purpose of submitting information for the first task order is so that CBP can simultaneously award the IDIQ contract AND the first funded task order to the successful offeror.

· In table 4 on page 50, it might seem that some of the option years numbers are missing a number. They might be correct, but, when reading them, I thought, hmm, I think a number didn’t get copied through all the years.

210 minute battery is 170 for 3 of the 4 option years and 1670 in one of the years 270 minute battery is 1310 then, 310, 610, and 810 390 minute battery is 2659 then 659 for 3 years And the no show is 580 then 80 for 3 years.

I just wanted to check and bring your attention to these in case there was a typo.

Upon review, CBP has verified that the numbers reported in Table 4 on p. 50 are accurate and reflect variation in the testing programs expected to be implemented in each year.

· Regarding the Solicitation/Contract Order for Commercial Items, item 15, Delivery Date, the delivery date of 04/01/2013 appears to be in conflict with other delivery dates listed in the RFP, such as the first date listed under II.6 52.216-18 Ordering (OCT 1995) which states orders can be issued from 03/01/2013 through 02/28/2013. The 04/01/2013 date also appears to be in conflict with the timeframes for program implementation listed under Section 5 – Deliverables and Delivery Schedule, which lists delivery of examinations and system components up to six and a half months after contract award. Could CBP please clarify when the anticipated dates would be for the Contractor to have its IT systems ready to begin accepting candidate requests for testing appointments, and have its test delivery systems ready to deliver CBP examinations after contract award?

The date in item 15 of the SF Form 1449 (04/01/2013) is actually the anticipated award date at the time the solicitation was released. It is not a delivery date since different deliverables will be required to be delivered at different times. The dates in FAR 52.216-18 were the “anticipated” order dates at the time the document was being prepared. Since an exact award date is impossible to predict months before the award takes place, estimates have to be used. The order dates will actually be a period of one (1) year after the date of award, with 4 option years to follow. The deliverable dates will be based on when a task order is issued against the contract. Once a task order is funded and issued against the IDIQ contract, the period of performance and the deliverable dates shall be established. Section 5 – Deliverables and Delivery Schedule reflect the time periods that will be used by the government for establishing deliverable dates when task orders are issued.

· Regarding II.11 52.222-49 – Service Contract Act – Place of Performance Unknown (MAY 1989), is the Contractor required to pay its personnel who would work on the CBP contract wage amounts specific to the work sites where online testing services are provided and that these wage amounts would be based on the prevailing Department of Labor (DOL) Wage Determinations that would be applicable to each site?

Yes. The Service Contract Act applies to this contract and task orders issued against it. Because of the enormous amount of locations that testing may/will occur throughout the United States, it is impractical to include all of the Department of Labor (DOL) Wage Determinations in this solicitation. It is the responsibility of the vendor to ensure that wages paid to its employees meet the requirements of the DOL Wage Determination that is in place and covers the area where the employee is working.

· Regarding II.14 52.227-14 – Rights in Data - General (DEC 2007), in performance of the services under any resulting contract, Contractors will utilize significant existing proprietary computer programs, source code, materials, and intellectual property that have been previously developed by the Contractor or its 3rd party licensor (“Contractor Intellectual Property”), some of which may be trade secret, copyright, patent and trademark protected. We presume the DHS and CBP understand the Contractor or its licensors will retain all Intellectual Property rights to Contractor’s Intellectual Property including derivative or customized works and the DHS and CBP will not disclose or provide any such Contractor Intellectual Property to another person not a party to this agreement; is our presumption correct?

Yes. In addition, all data provided to the contractor by the government, and all data created for the government by the contractor in the execution of this contract shall be the property of the government.

· Regarding II. 26 Security Procedures (Oct 2009), item 5, can CBP clarify the extent to which Contractor employees must be registered in the Contractor Tracking System (CTS) database by the Contracting Officer (CO) or COTR? Does this apply only to the key personnel proposed for Section 8? Qualifications of Key Personnel, (i.e., Project Manager, Software/Web Developer, Database Architect Manager, Testing Center Director, and Security Analyst Engineer), does this apply to Contractor and Subcontractor personnel who would specifically work on the contract, or does this apply to all Contractor and Subcontractor personnel?

It is the responsibility of the Contracting Officer’s Representative (COR) to enter contractor information into the CTS system. Individuals required to be entered into the CTS system depend the vendor’s proposed plan to execute the requirements of the contract and which individuals will be required to have access to sensitive information.

· Regarding II.27 Special Security Requirement - Contractor Pre-screening (SEP 2011), in performance of the services under any resulting contract, does CBP consider Contractor to have access to sensitive but unclassified information and/or logical access to Information Technology resources?

Yes, the assessments are considered sensitive but unclassified. Information about the candidates, including a list of candidate names, is sensitive personally identifiable information.

· Regarding 9.1.1. Security Clearances: Personnel Security Background Data, can DHS clarify specifically, which Contractor employees would need to complete a DHS background investigation and have US citizenship in order to work on the contract? Would only the key Contractor personnel outlined under Section 8. Qualifications of Key Personnel, (i.e., Project Manager, Software/Web Developer, Database Architect Manager, Testing Center Director, and Security Analyst Engineer) be the only Contractor personnel who would need to complete the DHS background investigation and have US citizenship or would any of the Contractor and Subcontractor staff involved in supporting the CBP assessment program, i.e., call center staff (domestic and international), test publishing staff, program management staff, finance, IT systems development (domestic and international), IT systems administration, and test center administration staff and proctors (domestic and international) need to complete the background screening process and have US citizenship? Would it be possible to employ non US citizens in test centers, candidate call centers, and mobile testing teams in international locations?

· Contractor employees requiring access to CBP facilities, sensitive information or information technology resources are required to have a favorably adjudicated background investigation (BI) or a single scope background investigation (SSBI) before beginning work on the contract as required in the clause at II.26 Security Procedures (OCT 2009) in the RFP document. Exceptions shall be approved on a case-by-case basis. The extent to which contractor employees require access to sensitive information and IT resources will depend on the contractor’s approach to fulfilling the requirements. Waivers to the citizenship requirement may be granted, as outlined in MD 11055.

· Regarding Attachment 1 - Statement of Work, Section 1, Background, does CBP have specific testing windows during the year or are testing windows only open on an as-needed basis, e.g., at times when CBP has open positions that need to be filled and CBP must recruit new personnel? If there are specific testing windows, when do these occur? Does CBP ever envision moving its recruitment examination program to on-demand testing or will the testing periods remain tied to open enrollment periods?

CBP anticipates continuing testing in accordance with the historical schedule, recognizing that testing in 2013 will be contingent on completion of security authorization requirements. Historically, testing has occurred in 2-3 week windows in the following months: late January, early March, mid-May, early November.

We envision that the testing period will typically be tied to the enrollment period. However, we remain open to the possibility of on demand testing.

· Regarding Attachment 1 - Statement of Work, Section 3, Scope, item b., how many historical records will the Contractor need to import?

We estimate the number of score records that would need to be imported is 69,000, each record being one line of ascii data in the layout presented on pages 57-61.

· Regarding Attachment 1 - Statement of Work, Section 4, Tasks, are there any tasks that non US citizen Contractor employees would be restricted from working on?

In accordance with DHS Management Directive 11055, contractor employees who require access to sensitive information must be U.S. citizens or have Lawful Permanent Resident status. The assessments and candidate data (e.g., scores, some types of personally identifying information) are considered sensitive information. The extent to which access to this information is required by a contractor employee in accomplishing the tasks will depend on the contractor’s approach to fulfilling the requirements.

· Regarding Attachment 1 - Statement of Work, 4. Tasks, 4.1 Task 1, Automate Assessments, are there specific lengths for exams given during each testing window or are these variable based on the positions that are open during the enrollment period? Do the test lengths in the matrix in Appendix 1 include the survey, non disclosure agreement, and tutorial time? If not, how much time should be added to the test length?

Yes, there are specific time limits for each assessment, as well as total time limits for a given assessment session, based on the battery selected by the candidate. The test length in minutes as indicated in Table 1 on page 48 is the time limit for each exam. The durations for test sessions listed in Table 4 on page 49 are total times for a testing session and are inclusive of testing (including breaks) and administrative (e.g., check in, security/confidentiality agreement, exit survey) times.

· Regarding Attachment 1 - Statement of Work, 4. Tasks, 4.1 Task 1, Automate Assessments, 4.1.1.l. can CBP provide more details about the number and size of the supplemental materials (e.g. simulated e-mails, memos, documents) that need to be displayed to the candidate during test administration by each examination program?

Typically there are up to 35 documents that must be available for a candidate to reference when completing the specific assessment that requires those documents.

· Regarding Attachment 1 - Statement of Work, 4. Tasks, 4.3 Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.1.b., can CBP clarify the length of the scheduling period? How far in advance of the testing period does the scheduling period occur? Can CBP provide historical candidate volumes per exams scheduled and rescheduled per city per testing window for the last two years?

Typically, the scheduling period is two weeks. It is preferred that the scheduling period take place four weeks in advance of testing, but historically, operational requirements have allowed as few as three days between the end of scheduling and the beginning of testing.

Data by location, and information about reschedules, is not readily available.

· Regarding Attachment 1 - Statement of Work, 4. Tasks, 4.3 Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.1.d, can CBP provide us with historical volume of ADA accommodations requested and granted during the last two years?

Over the past two years, CBP has received and granted a total of 5 requests for accommodations.

· Regarding Attachment 1 - Statement of Work, 4. Tasks, 4.3 Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.1.e, can CBP provide us with historical volume of the candidates allowed to schedule and complete assessments outside of the pre-determined scheduling and testing periods for the last two years? Are candidates who take tests outside the online testing process taking tests via paper and pencil? If so, how many tests are delivered via paper/pencil each year? And, if tests are delivered via paper/pencil, is there a need to continue delivering these via paper/pencil?

The average number of candidates testing outside of the testing window is about 10 candidates per testing period. Candidates who test outside of the testing window complete the assessments online. Paper and pencil tests are not administered.

· Regarding Attachment 1 Statement of Work, 4. Tasks, 4.3 Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.4.d., are there international locations where tests are administered other than Canada, France, Hong Kong, Ireland, Italy, and Spain?

Yes. See the SOW for locations where overseas testing may be needed.

· Regarding Attachment 1 Statement of Work, 4. Tasks, 4.3, Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.4.f., under what circumstances might CBP request the addition of a static/mobile testing site within three days? Can the CBP provide the number of instances this has happened within the last two years? Can CBP also clarify what has to be “added” within the three days, e.g., is it making the new site available in the Contractor’s scheduling system within three days or making test appointments available to candidates at the new site within three days?

The requirement is to make the new site available for scheduling. While precise data is not available, CBP has not exercised this option more than 2-3 per times per year. An example of circumstances in which this has occurred follows: CBP chose not to have a mobile set up near a small border crossing where three officers intended to test. These officers were directed to a location 120 miles or more away. During the scheduling period, the supervisor of the location made known to us that, due to the size of the port of entry, the absence of the three officers for the time required to travel to the test location would cause a loss of coverage for the port of entry. Due to this operational need, CBP requested the contractor establish a mobile site nearer that location. This mobile was made available in the system for scheduling within three days but the actual testing at that site was conducted during the testing timeframe.

· Regarding Attachment 1 Statement of Work, 4. Tasks, 4.3, Task 3, Provide automated candidate registration and self-scheduling services, subtask 4.3.5, can CBP provide the historical need for the Contractor to have test centers open during evenings and weekends to accommodate CBP candidate volume during CBP testing periods for the last two years? For evening open hours, how late into the evening have test centers needed to remain open? For weekends, have test centers needed to be open on both Saturdays and Sundays, and if so, what hours have they needed to be open on those days?

The requirements for evening and weekend testing are variable. CBP asks the offerors to indicate their availability to provide testing these days/hours. Typically testing that occurs on the weekend takes place during regular daytime business hours.

· Regarding Attachment 1 Statement of Work, 4. Tasks, 4.4 Administer Proctored Assessments, subtask 4.4.4., by requiring proctors to wear name badges and self- identify themselves as contractors in support of CBP in any in-person interaction or correspondence, is it a requirement for the Contractor to only administer CBP examinations at the Contractors’ static test sites open for CBP test administration during the testing period? Also, are there any special materials or equipment that CBP candidates are allowed to bring with them into the testing room at test sites, such as firearms or other work-related instruments or equipment, that would prove distracting to other test takers and require limiting test delivery at the site to CBP test-takers?

No, it is not a requirement for the Contractor to only administer CBP examinations during CBP testing.

As Federal law enforcement officers, both uniformed & non-uniformed candidates may bring their weapons to the testing center. Non-uniformed candidates will be required to display their badge in plain view near their weapon. Since it is common for law enforcement officers to be armed, this should not be unusual or distracting for other test takers. Candidates will not carry radios or other communication devices that could provide a distraction.

· Regarding Task 6. Report assessment results, subtask 4.6.1. and Section 5, number 19 of the deliverables, these requirements refer to Attachment 2 as sample data file layout. Each of these files appear to have a different purpose. We note that the “Data File Layout That Vendor Sends to CBP” is in Attachment 3 - Appendix 2, on page 62, but where is the “section that shows format that is provided to the vendor by CBP”? Is that the lengthy list of data elements on p. 57 to 61? If so, what is the Contractor supposed to do with data such as the following?

· Is “Avoiding Illogical Processing” in this case, an example of section or objective on a test?

Yes, the data file layout on pages 57-61 is that used by CBP to provide candidate information to the contractor. Each row of this list represents a single cell of data (i.e., variable). The first column provides the variable name. The second column is a descriptor of that variable. The third column indicates the type of data and the size of the data field (i.e., number of characters).

Percent Correct, BP, Avoiding Illogical Processing is the candidate’s score on the Avoiding Illogical Processing section of the Border Patrol Logical Reasoning Test.

Development Need, BP, Avoiding Illogical Processing is an indicator of whether the candidate met the criteria for this section of the Border Patrol Logical Reasoning Test, or if the score indicates the candidate has need for development in this area. The three character data field will contain yes/no entries.

All candidate score information, and score interpretation information, should be displayed to the candidate.

· Finally, are the following sections on pages 61 to 62 additional layouts for data to be sent to CBP?

· DATA FILE LAYOUT FOR CRIMINAL INVESTIGATOR

· DATA FILE LAYOUT FOR INTELLIGENCE ANALYST

These are additional layouts of data to be sent to the contractor from CBP.

· Regarding Attachment 2 – Test Samples, The Writing Sample Test, historically, our clients have not required a spell-checking capability in their essay writing items as they want to evaluate candidate spelling ability. Would our proposal be scored less favorably if our system does not include a spell check feature for the Writing Test?

The offeror needs to indicate their ability to meet the requirements as identified in the SOW.

· Regarding Attachment 7 – Subcontracting Plan Outline, paragraph 2, it is stated that CBP has subcontracting goals of 45% for small business, 3.0 for HUBZONE small business, 5.0% for small disadvantaged business, 5.0% for women-owned small business and a 3% goal for Service Disabled Veteran-Owned (a subset of veteran owned small businesses) concerns for fiscal year 2012 -2013. Later, it is stated that the offeror proposing the highest cumulative subcontracting dollars combined with the best historical record for achieving subcontracting goals derives a competitive advantage. Must Contractors meet or come as close as possible to meeting the subcontracting goal percentages noted above in their proposals for the Online Testing services contract? Is there a particular weight that will be given to the Subcontracting Plan in determining the final contract award?

III.7 of the RFP document (Evaluation-Commercial Items) states the relative importance of each of the evaluation factors in the first paragraph (a.). The same paragraph also states the possible ratings an offeror may receive for their subcontracting plan. Further down in that same section (page 105 of the RFP) lists the subfactors that will be looked at during evaluation that will determine the rating received. The percentages listed in the RFP for each socioeconomic category are the goals that the government expects the contractor to achieve. Offerors will be evaluated based on plans to meet those goals during the life of the contract as well as subcontracting efforts on past contracts as stated in the RFP document.

· Regarding Attachment 1 Statement of Work, 4. Tasks, 4.4 Administer Proctored Assessments, subtask 4.4.4., it is our understanding that some agents taking promotional exams are allowed to carry firearms into the testing center. Would our proposal be highly considered if we required firearms to be locked in the candidate’s vehicle when they are in the testing center?

As Federal law enforcement officers, our candidates may be required by policy to carry their service issued firearm when on duty. Candidates completing the assessments are typically on duty. Therefore, candidates may be required to be armed when completing the assessments.

· What is the typical venue for a mobile testing event? Hotel? CBP facility?

CBP facilities are not available. It is the responsibility of the offeror to identify testing facilities/venues.

· What is the typical team size, i.e., the number of staffers, in each mobile team?

CBP has no specific requirements regarding team size.

· Today, are the mobile teams driving or flying to locations?

CBP has no specific requirements regarding team travel.

· How often does the team visit each location in a typical year?

Mobiles are set up as required per testing cycle. There are typically four testing cycles in a year. The locations where mobiles are required vary across testing cycles.

· Today, what percentage of CBP tests are delivered via mobile testing versus at fixed sites?

This information is not readily available.

· Does the incumbent Contractor provide the equipment (hardware, software), site rental, internet connectivity, and the venue, or does CBP?

CBP does not provide the equipment, site rental, internet connectivity, or the venue. As indicated in the SOW, the Government will furnish assessments, assessment related materials, and candidate information.

· How many workstations are usually provided for candidates?

The offeror must indicate their ability to provide workstations for candidate testing.

· Please provide additional information regarding the amount of candidate data to be uploaded (e.g., number of years of candidate data, approximate number of candidates).

We estimate the number of score records that would need to be imported is 69,000, each record being one line of ascii data in the layout presented on pages 57-61.

· In what types of facilities does testing outside of the United States currently occur? For example, does your current provider conduct proctored testing in existing U.S. government buildings (e.g., a room in an existing U.S. office, embassy, or consulate in a foreign country) or does the current provider set up their own temporary offsite location (e.g., an offsite facility that is not otherwise used by the U.S. government)?

International testing does not currently take place in government facilities, nor will government facilities be available in international sites for the new contract. It is the responsibility of the offeror to determine testing locations in accordance with the requirements documents.

· Please provide last year’s (e.g., 2012 or 2011) assessment volume by location and test battery (i.e., location, type of test, target job title).

This data is not readily available. The majority of testing takes place along the southwest border of the United States.

· Please provide the anticipated assessment volume by year (2013, 2014, 2015, 2016, and 2017), location, and test battery (i.e., location, type of test, target job title).

This information is not available by location. See SOW Appendix 1, pages 48-106 for projected workload.

· Please provide the anticipated window dates for each testing location in 2013 and 2014.

CBP anticipates continuing testing in accordance with the historical schedule, recognizing that testing in 2013 will be contingent on completion of security authorization requirements. Historically, testing has occurred in 2-3 week windows in the following months: late January, early March, mid-May, early November.

· In regard to the Writing Sample, what specifically will be required / requested of your new proctored online testing provider in terms of information capturing, providing data back to U.S. Customs and Border Protection, scoring, etc. (e.g., Are we simply capturing the entire written response and sending it back to U.S. Customs and Border Protection for scoring)?

The contractor would simply capture the entire written response and provide the data to CBP for scoring.

· How many electronic (CD) copies are required? Can all three volumes be provided on one CD, as long as each is saved as a separate file?

Only one (1) electronic copy (CD ROM) of the proposal is required. The entire proposal can be put onto a single CD ROM if the files are saved separately to clearly identify the submission for each factor.

· How many copies of Volume III (Price Proposal/Subcontracting Plan) should be submitted?

Only one (1) original and one(1) copy of volume III needs to be submitted.

· For the electronic copies of proposals, would Adobe PDF format be acceptable, instead of MS Word or Excel?

Yes, PDF format is acceptable.