Questions_and_Government_Responses.pdf

Amendment 1

HSCG23-14-R-MPE209

Questions and Government Responses

1. Question: The referenced solicitation was posted on FBO with the response date of

September 10th. Just wanted to confirm/notify you all that we will respond to this latest solicitation. (Reference: HSCG23-14-R-MPE209)

Government Response: That is correct. The response date of the above referenced solicitation is September 10, 2014.

2. Question: HSCG23-14-I-MPE208 has the option now to submit electronically. I know we previously submitted via email and just wanted to check with you to see if we need to go ahead and submit again electronically through FBO.

Government Response: HSCG23-14-I-MPE208 was the Request for Information (RFI). Responses to the RFI are no longer being accepted. The RFI has been archived. Any documents uploaded to Federal Business Opportunities (FBO) will not be reviewed. Please email proposals to the contract specialist, Marlecia Newby (marlecia.m.newby@uscg.mil) no later than the date and time listed in FBO.

3. Question: Will the Coast Guard increase the page limitation for the Volume I

Technical response from 15 pages to 25 pages? With RFP instructions to address every SOR requirement sequentially, and an SOR that is 13 pages long, the ability to offer detailed response within remaining pages is limited.

Reference: Attachment 2 – Clauses and Provisions (Page 11 – Volume I – Technical Capability and Past Performance)

Government Response: The United States Coast Guard (USCG) will increase the page limit to 25 pages. Please see revised Attachment 2 to the Request for Proposal (RFP) incorporating this revision. Note – The RFP instructions do not require offeror the address all SOR requirements (see page 11).

4. Question: Is the calculation in cell “F41” correct in the Pricing worksheet? The calculation appears to be summing the wrong columns and cells.

Reference: Attachment 3 (Cell “F41”)

Government Response: An amended attachment 3 is provided.

5. Question: Will the USCG consider any alternative pricing scenarios?

Government Response: No. Alternative pricing scenarios will not be accepted.

6. Question: When does the USCG expect this RFP to be awarded? Will this be a

FY14 or FY15 expense?

mailto:marlecia.m.newby@uscg.mil

Government Response: It is expected that the IDIQ contract and initial delivery order will be award on or prior to September 30, 2014 using FY14 funds.

7. Question: In the Pricing Worksheet, Attachment 3, Ordering Period 2, CLIN 10001 lists a quantity of 89 Software Licenses. CLIN 10002 lists Configuration (SOR 2.3) of only 33. Please explain the difference.

Government Response: A quantity of 33 is used for configuration of software licenses in ordering periods 2-5 because the USCG expects not more than 33 new software licenses will require configuration in ordering periods 2-5. Renewals will not require configuration.

8. Question: Attachment 1, section 2.4 states that “The Government will reimburse the

Contractor for travel expenses in support of SOW 2.2 only.” Does this mean that travel expenses for conducting on-site training will be reimbursed for all 89 sites? If so, should these travel costs be included on Attachment 3, Ordering Period CLIN 00003?

Government Response: No. SOW 2.2 refers to the development of a configuration and implementation plan and a training plan. No travel cost to conduct training shall be included in this CLIN (00003). It is expected that travel cost as it relates to training (in accordance with SOR 2.3 or 2.5) will be included in the prices for CLINs 10003, 20003, 30003, and 40003.

9. Question: Attachment 2, page 12 of 34, Volume II – CLIN 00001 quantity is shown as 56, which corresponds to the number of initial delivery locations in Attachment 5.

However, CLIN 00001 in Attachment 3 for ordering periods one through five use a quantity of 89. Should the software license quantity in Attachment 3, Ordering Period 1, CLIN 00001 be 56 or 89?

Government Response: The software license quantity in Attachment 3 is correct (89). The prices proposed on Attachment 3 will be used to generate the IDIQ contract. The initial delivery order will be for 56 software licenses. Attachment 5 is provided to give offerors the delivery locations for the initial 56 licenses.

10. Question: Attachment 3, Ordering Periods 2 – 5, CLIN 10001, 20001, 30001, and 40001 all show a quantity of 89 for “new or renewal”. Since the price may be different for new software license and renewal of existing software licenses, how should we address this difference?

Government Response: Sub-CLINs have been added to distinguish the “New” and “Renewal” software licenses for ordering periods 2-5. The total number of “New” and “Renewal” software licenses will not be more than 89. Please see amendment 1 to attachment 3 and the amended clauses and provisions (attachment 2) for revisions.

These revised attachments supersede previous versions.

11. Question: Attachment 3, ordering period 1 – CLIN 00002 uses “LOT” with a quantity of one for combined configuration and implementation plan and training plan. However, subsequent ordering periods (such as CLIN 10002 and 10003) breakout configuration and training into two item numbers using units of “EACH”.

Annual configuration quantities for ordering period two through five are 33, and annual training quantities are 89. Please explain the difference between the unit definition of “LOT” and quantity of one used in ordering period 1 as compared to unit definition of “EACH” and quantity of 33 for configuration and 89 for training.

Government Response: CLIN 00002 uses “LOT” and refers to SOR 2.2 (Configuration & Implementation Plan and Training Plan). CLINs in subsequent ordering period’s breakout configuration and training. They use the unit description of “EACH”. Configuration in CLINs 10002, 20002, 30002, and 40002 refer to SOR

2.3 and the configuration of new licenses. Training in CLINs 10003, 20003, 30003, and 40003 refers to 2.3 or 2.5 and initial of refresher training for each license. The reason these CLINs use different unit values is because they are for different SOR sections and serve different purposes. For example, the CLINs with a unit description of “EACH” are for each software license. A unit description of “LOT” is used because it is anticipated that only one event will be needed to fulfill the specified SOR requirement.

12. Question: Attachment 3, ordering period 1, CLIN 00003 – is the price of $1,364.00 in this item number for example only, or is it to remain in our Volume II submittal?

Government Response: This is the amount that is to be used for travel and shall remain in the submittal of volume II.

13. Question: For travel related costs, will costs be reimbursed at our actual incurred costs or lump sum based on our pricing submittal?

Government Response: For CLIN 00004, travel will be reimbursed in a lump sum based on the travel cost specified in the contract in accordance with the joint travel regulations. Travel for training in ordering period 1 (CLIN 00001) is included in the cost of each license.

14. Question: Will there be an opportunity to put a software license agreement in place with the USCG upon award? Also, will we be given the opportunity to negotiate terms and conditions of the agreement upon award?

Government Response: No, there not be an opportunity to put a software license agreement in place with the USCG upon award? Additionally, offorers will not be given the opportunity to negotiate terms and conditions of the agreement upon award.

15. Question: We request that the due date for proposal submissions be extended.

Government Response: Due to required review levels and time constraints, the proposal submission date cannot be extended.

16. Question: Confirming the USCG will accept a system or solution - which meets most, but not all requirements? Consistently- confirming the USCG will allow 120 days to meet subject minimum requirements?

Reference: The Statement of Requirements (SOR) (page 3/paragraph 3) under Minimum System Requirements states “the contractor’s system and software shall meet the minimum requirements….not later than 120 days after the contract award date.“

Government Response: System delivery is due 120 days after contract award. At that time the system shall meet all system requirements.

17. Question: Will the USCG request the solution be demonstrated as part of the selection process?

Government Response: No, the USCG will not request the solution be demonstrated (in-person) as part of the selection process. The USCG will access the software as part of the technical evaluation.

18. Question: What is compelling the USCG to implement this solution?

Government Response: The USCG is implementing this solution based on a bona fide need and a congressional mandate. See also section 1.5 of the SOR.

19. Question: The SOR supporting documents – as outlined and extracted below, contain inconsistent quantities of licenses identified to support the project. Request the USCG reconcile the differing number(s) of licenses quoted amongst CLINS throughout the RFP and its supporting documents.

CLIN

00001

CLIN

10001

CLIN

10002

CLIN

10003

CLIN

20001

CLIN

20002

CLIN

20003

Source

Page and/or Paragraph

Citation

Software License

Software License (new or renewal)

Configura tion

Trainin g

Software License (new or renewal)

Configura tion Training

1-Original Synopsis paragraph

VII

software licenses initial delivery order to purchase 56 software licenses

2-Attachment

SOR

MINIMUM

SYSTEM

REQUIREM

ENTS

3.1.1 individual site licenses for 300 per authorized site

3-Attachment

Clauses & Provisions

Volume II paragraph A

4-Attachment

Total pages 14 &

56 64 8 8 72 8

Evaluated Price

F(b) Volume II Evaluation

Factors 5-Attachment

Price

Worksheet .xls

89 89 33 89 89 33 89

6-Attachment

Addresses for initial delivery order

Government Response: To better respond to this question, an underlined number has been added under the “Source” column to identify the rows. Row 1 - See answer to question # 12 to explain the difference. Row 2 – 300 different licenses are not needed at each site. 300 USCG-approved users per site must be able to use each license concurrently. Row 3 - See answer to question # 12 to explain the use of 56 licenses.

Row 4 – The quantities used for CLINs 0001, 10001, 10002, 10003, 20001, 20002, and 20003 are estimated quantities that may be used on the initial and future delivery orders. Row 5 - A quantity of 33 is used for configuration in ordering periods 2-5 because the USCG expects only 33 new software licenses will require configuration in ordering periods 2-5. Renewals will not require configuration. Row 6 - See answer to question # 12 to explain why 56 anticipated deliver locations for the initial delivery order is provided.

20. Question: Attachment 1, SOR, page 2, item 2.2.1 and Attachment 3 differences – configuration in ordering period one has a quantity and LOT of one. Subsequent ordering years have configuration quantities of 33 EACH. How many site configurations are to be considered for ordering period one? What is the strategy behind having 33 site configurations per year in ordering periods two through five?

Government Response: The IDIQ contract is for up to 86 licenses for ordering period 1; however, the USCG will initially order 56 with the ability to order up to 33 more licenses. In ordering period 1, each new license will require configuration, which is included in the cost of CLIN 00001.

For ordering periods two through five, there are 33 site configurations per year because that matches the anticipated number of new licenses that will be needed.

Renewal licenses do not need configuration.

21. Question: The RFP is silent on a clear description or context diagram regarding what sensor/data inputs are anticipated to offer a robust Command and Control picture of the incident. Will the Coast Guard provide details regarding what third party systems, sensors, position location/AVL or other relevant data feeds are planned for the solution to ingest and display within the 120 day delivery schedule?

Reference: Attachment 1 - Statement of Requirements (Missing Requirement detail)

Government Response: Yes

22. Question: Is it important to the Coast Guard that the map-based command and control capabilities of incident management be available to users in the field when the network is down and access to the cloud is not available?

Government Response: No

23. Question: In regards to items 3.10.1 and 3.11.1 and resource check-in/out; Is it the Coast Guard’s preference to utilize machine readable identification formats to automate the checking in/out of resources and personnel? If so, is there a preferred format of machine readable identifier such as QR barcodes, PDF417 barcodes, Linear barcodes, or RFID?

Reference: Attachment 1 - Statement of Requirements (Sections 3.10.1 and 3.11.1 of the SOR)

Government Response: Yes. The USCG prefers linear bar code or Radio Frequency Identification (RFID), both of which are built into the USCG Common Access Card

(CAC).

24. Question: Does the Coast Guard plan to utilize pre-existing identification artifacts for the check in/out of personnel (ex: CAC cards)? If so, is there a necessity, or would it be preferred, to perform a three-factor identity verification when reading these cards into the system at a check-in point?

Government Response: Yes, the USCG plans to utilize pre-existing identification artifacts for the check in/out of personnel. A three-factor identity verification is not required for incident check in/check out. Log in capabilities are required to meet requirement 3.3.2.

25. Question: Is there a desire to have the capability to check in/out non-Coast Guard personnel and resources, and track them within the solution? Examples include local emergency services personnel and equipment, volunteers, evacuees, victims, civilian volunteers, etc.

Government Response: Yes. Non-USCG personnel do not have to be checked in using a CAC card, but will be expected to be manually checked in using the ICS-211 (Check-in/Check-out form) within the software as required by 3.8.1.5.

26. Question: Clarification needed from USCG as to what is the definition of “real time” with regard to this project.

Reference: Attachment 1 - Statement of Requirements (2.8.10.3 – Develop and disseminate open source Geographic Information System (GIS) data layers that can be imported into other GIS viewers via a centralized date set updated in real time;

3.3.4 – Maintain version control capabilities with real time track changes and ability to rollback to previous versions.)

Government Response: The SOR will be updated to reflect the change of term from “real time” to “near real time.” For the purposes of this project, “near real time” is defined as a timeframe <=60 seconds.

27. Question: What is the architecture that the USCG will use to access the software system? Mobile vs. fixed console? Portable computers or Smart phones?

Reference: Attachment 1 - Statement of Requirements (3.1.1 Include individual site licenses for 300 USCG-approved users authorized per site.)

Government Response: Primary architecture will be the current USCG Standard Workstation and non-USCG desktops, laptops, tablets, and other smart devices using standard industry operating systems and web browsers (i.e. Windows OS, Apple OS, Explorer, Safari, Firefox, Apple iOS, Android, Windows Mobile, etc.).

28. Question: Is it permissible to allow access to the software using other internet browsers?

Reference: Attachment 1 - Statement of Requirements (3.2.1 Allow access to the software using Microsoft Internet Explorer version 9 and higher via a portal)

Government Response: Yes, but the software must be fully compatible with USCG standard workstation configuration. The primary architecture used to access the software will be current USCG Standard Workstation (Desktop PC or Laptop) and non-USCG desktops, laptops, tablets, and other smart devices using standard industry operating systems and web browsers (i.e. Windows OS, Apple OS, Explorer, Safari, Firefox, Apple iOS, Android, Windows Mobile, etc.).

29. Question: Is there an expectation to develop a contingency that allows access to the software when internet connectivity is not available?

Reference: Attachment 1 - Statement of Requirements (3.2.1 Allow access to the software using Microsoft Internet Explorer version 9 and higher via a portal)

Government Response: No.

30. Question: What are the publicly available data layers that the USCG will display?

Reference: Attachment 1 - Statement of Requirements (3.4.3 – Provide an online mapping tool that integrates both static and real time data, such as Environmental Sensitivity Index (ESI) maps, ship locations, weather, ocean currents, and other Government provided or publicly available data layers in centralized, easy-to-use format.)

Government Response: The USCG does not currently have list of publically available data layers. Examples may be found at:

• http://catalog.data.gov/dataset

• http://www.nws.noaa.gov/gis/otherpage.html

• http://www.srh.noaa.gov/gis/kml/

• http://nowcoast.noaa.gov/ (all layers viewable in the NOAA NowCoast system.)

• http://catalog.data.gov/dataset/national-environmental-sensitivity-index (all 1624 federal ESI data sets should be available)

• http://catalog.data.gov/dataset/environmental-sensitivity-index-esi-shoreline-rest-services (NOAA REST data set)

• http://catalog.data.gov/dataset/noaa-seamless-raster-navigational-charts-rnc

(NOAA Seamless Raster Navigational Charts (RNC))

The above list is not all inclusive and should only be used as an example. Further examples can be found on the attachment titled “More Data Layer Examples.”

The USCG will provide a full list of required publicly available GIS data layer feeds during the first 3 weeks of the contract as the configuration plan is being developed.

31. Question: Is there an expectation that Resources (Personnel and Equipment) also be available for viewing in the layers?

Reference: Attachment 1 - Statement of Requirements (3.4.3 – Provide an online mapping tool that integrates both static and real time data, such as Environmental Sensitivity Index (ESI) maps, ship locations, weather, ocean currents, and other Government provided or publicly available data layers in centralized, easy-to-use format.)

Government Response: See answer to question # 30.

32. Question: Clarification needed on meaning of “create and add new forms”. Will these forms that are created need access to database resources in order to be completed? Will the forms generate from USCG or other agencies?

Reference: Attachment 1 - Statement of Requirements (3.8.1.3 Have the ability to create and add new forms to the system)

Government Response: The USCG Headquarter Program Manager will create the new form(s). Then, the contractor shall convert the forms so it can be utilized in the system. The contractor will not be required to create forms. The SOR (section 3.8.1.3) has been revised to remove this requirement. The forms that are converted will need to be accessed on the database.

33. Question: Section 1.5.4 states that “Some USCG Operational units have purchased single unit licenses for Incident Management and IAP Software systems”. What systems have been purchased?

Government Response: In the past, individual Coast Guard units have purchased licenses for WebEOC, CoBRA, IAP Software, and CommandPro.

34. Question: Will systems purchased previously be replaced, or will the new system need to integrate with incumbent systems?

Government Response: USCG units will be required to use the approved enterprise software solution as the primary incident management software system of record for the entire USCG. Therefore, the current system will be replaced with the new system.

35. Question: Section 3.1.1 requires that the RFP include individual site licenses for 300

USCG-approved users authorized per site and the solicitation states that an initial delivery order to purchase 56 software licenses and associated support will be issued concurrently with the award of the contract. Does it follow then that the initial order will be for 56 licenses with 300 users per license, or 16,800 seats?

Government Response: Yes.

36. Question: In Section 2.5, will the USCG consider other training delivery options such as online training?

Government Response: No, initial on-site training and configuration at each unit is required.

37. Question: Attachment 1, SOR, page 2, item 2.1 – is a configuration and implementation plan to be developed and conducted for the 56 sites listed in Attachment 5, or the 89 sites referenced annually in Attachment 3?

Government Response: The configuration and implementation plan developed under requirement 2.2.1 will be a Coast Guard-wide plan and provide standard processes, configuration standards, and usage rules for the Coast Guard. Local configuration required under 2.5 for the 56 units identified in attachment 5 will be minimal and subject to the higher level configuration and implementation plan.

38. Question: Attachment 1, SOR, page 2, item 2.2 – is a training plan to be developed and conducted for the 56 sites listed in Attachment 5, or the 89 sites referenced annually in Attachment 3?

Government Response: The training plan (SOR 2.2) is for the 56 units listed in attachment 5.

39. Question: Can we assume that each USCG site will have internet connectivity with sufficient bandwidth to effectively utilize a cloud based software application?

Government Response: Yes.

40. Question: In requirement 3.1.1, there is mention of 300 authorized users per site.

Can you please advise as to the number of physical site locations that will be privy to the solution?

Government Response: The initial order will be for 56 units/physical sites locations and each site will have 300 authorized users.

41. Question: Which mobile devices are required platforms for the solution?

Government Response: The USCG will use both iOS and Android mobile devices when operating under requirement 3.7.1.

42. Question: Is there a specific timeline or expectation for the solution training (organization, geographic, functional)?

Government Response: Per section 2.5 of the SOR, on-site training and configuration at each unit shall be completed within 12 months of license purchase in ordering period one of the contract and within 3 months of license purchase during the remainder of the contract. Implementation priorities of the solution are as follows:

1. CGHQ

2. Atlantic Area

3. District 5

4. District 8

5. District 7

6. District 1

7. Pacific Area

8. District 11

9. District 13

10. District 9

11. District 17

12. District 14

Note – Priority list subject to change.

43. Question: Is the Coast Guard seeking a hosted solution, or a “classic” license solution? The price worksheet infers a site-based license model, but the SOR includes requirements for a secure non-USCG system (e.g. cloud-based infrastructure).

Reference: Attachment 3 – Pricing and Attachment 1 - Statement of Requirements (Price worksheet, and paragraph 3.2.2 of SOR)

Government Response: The USCG requires the system be a hosted-solution on a secure non-USCG system (e.g. cloud-based infrastructure).

44. Question: Incident planning functions are typically needed and used by a very small number of the total user population, where the tactical map-based command and control capabilities to manage an incident are value-added to all users. Is it acceptable to have the planning tools available to planners as a separate, complimentary application in the proposed solution?

Reference: Attachment 1 - Statement of Requirements (Sections 2.1 and 2.8 of the

SOR)

Government Response: Assuming that you are referring to two separate software systems being proposed as a total solution to the requirements. The USCG will evaluate all proposals submitted as long as it meet RFP requirements and the total proposed software package meets the requirements outlined in Attachment 1.

45. Question: The Coast Guard is requesting the ability to log into the solution during the review phase to create an Incident Action Plan (IAP). Is it acceptable to the Government to be able to download and install an application on their computer to accomplish the IAP, or must the solution be completely hosted?

Reference: Attachment 2, Clauses and Provisions (INSTRUCTIONS FOR PROPOSAL CONTENT; Page 11 of 34 in Attachment 2, Clauses and Provisions)

Government Response: USCG regulation does not permit the download and installation of an application onto the USCG data network. The system shall be hosted on a non-USCG system that provides the ability to access the system during the evaluation phase to draft, modify and display a sample incident action plan.

Attachments:

1 – Replacement pages for SOR (pages 3, 8, 9, and 10) 2 – Clauses and Provisions – Amendment 1 3 – Pricing Worksheet – Amendment 1 4 – Additional 33 License Delivery Locations for Ordering Period 1 5 – More Data Layers Examples