HSFEEM-12-R-0004 Question and Answers.pdf

HSFEEM-12-R-0004 Questions and Answers

1) Reference: Section H-1 Subcontracting Plan This paragraph provides an example that indicates a 40% small business subcontracting goal.

However, the table in this Section indicates a 32% goal to all Small Business.

Question: Please clarify the small business subcontracting percentage goal.

Answer: 32% is the goal to all Small Business.

2) Reference: Section L.7 Proposal Preparation Instructions

Question: Is the Small Business (SB) Subcontracting Plan to be submitted with the proposal? If yes, which volume, Technical or Business Proposal, is the Plan to be included?

Answer: SB Subcontracting Plan to be provided with Initial Business Proposal.

3) Reference: Attachment 1 Statement of Work, Section C.5.6.3 Areas of Operation Question: Are the posts identified Monday through Friday open or closed on Federal holidays?

Answer: Most are closed on holidays; however, if there are a significant number of employees on site working on the holiday, selected guard posts must be staffed. For proposal purposes, assume closed on Federal holidays.

4) Reference: Sections L.7 Proposal Preparation Instructions and L.7-1 Technical Proposal Instructions (Volume1) Section L.7 states, “Front matter (title pages, tables of contents, cross-reference matrices, acronym lists, and glossaries) may be provided solely for the purpose of easing evaluation.

Question: Please confirm that front matter is not included in the 50 page limit specified in Section L.7.1 for the Technical Volume.

Answer: Front matter is not included in the 50 page limit.

5) Reference: Section L.7 Proposal Preparation Instructions specifically encourages the use of “bookmarks” but does not provide a definition of a bookmark.

Question: Please define what is meant by a “bookmark” in the context of this hardcopy submittal.

Answer: We would define “Bookmarks” as being tabs or identifying labels

6) Reference: RFP Section I.16 Key Personnel or Facilities and Statement of Work (SOW) para. 4.8.2.1. Section I.16 states that Guard Supervisors are key personnel; however, SOW paragraph 4.8.2.1 does not specify Guard Supervisors as key personnel.

Question: Are Guard Supervisors Key Personnel?

Answer: Yes.

7) Reference: C.5.6.3. Areas of Operation clearly prescribes the watch standing requirements for each post but is silent on the number of Guard Supervisors required.

Question: Are separate supervisors required for CERP and non-CERP functions?

Answer: Yes. These supervisors are at separate locations.

8) Reference: C.5.6.3. Areas of Operation

Question: Is there a minimum number of Guard Supervisors that must be on duty? If so, please provide the required parameter of staffing coverage.

Answer: Two per shift; one CERP certified at the COBRATF; one non-CERP certified for the remainder of the campus.

9) Reference: Section H.1 SUBCONTRACTING PLAN stipulates an All Small Business Subcontracting Goal of 32%.

Question: Given the sensitivity of the CDP sites and the uniqueness of this project, does the Government intend to have a split workforce of which 32% will be managed by one or more small businesses?

Answer: The Government encourages use of small businesses in our awards, however, the Government recognizes that the contractor has to consider if subcontracting opportunities exists for a specific requirement. As an example, you may not be able to subcontract your labor costs if all personnel are employees of your specific company, but there may be other areas that can be subcontracted, such as purchasing of other direct costs. The Government requires that you make your best efforts to meet the goals specified in the RFP.

10) Reference: Section H.1 SUBCONTRACTING PLAN states that each subcontracting plan submitted will be reviewed to determine whether the successful offeror or offerors have submitted an acceptable plan Question: Please clarify/explain what the Government “considers an acceptable plan.”

Answer: Please see Section I, Clause I.5, 52.219-9, Small Business Subcontract Plan. This clause spells out the requirements of a Small Business (SB) Subcontracting Plan. You should address all the elements specified under this clause. An acceptable plan will be approved by the Contracting Officer, FEMA Small Business Specialist and the SBA Procurement Center Representative. If necessary, you may be asked to clarify information in your plan.

11) Reference: Section L.7 PROPOSAL PREPARATION INSTRUCTIONS states “…The typewritten or printed letters shall be no smaller than Courier 12 point or equivalent as the minimum size standard.

Question: Is Times New Roman an acceptable equivalent font?

12) Reference: RFP L.7-1 Technical Proposal Instructions (Volume1), Section 2 - Experience.

The first paragraph of this section states, “Describe your experience of comparable and related work similar in kind to that required under this requirement, including summaries of scopes of work, resource requirement, dollar values and points of contact for each body of work on past or current contracts of comparable or greater scale. Include the following information for all prime contracts or subcontracts, within the past three years, under which your company performed work similar in nature, size and complexity to the immediate requirement…” The first sentence appears to ask for a submittal of summary contract information for comparable and greater scale contracts for the contractor’s entire existence. The second sentence then requests a second submittal of more detailed information for those contracts worked within the past three years that are of similar size. We believe that contracts worked within the three-year span required in the second sentence are most indicative of the quality of our services the Government may expect. Contracts older than that, certainly those that are decades old, are unlikely to show much relevance in that regard.

Question: Please clarify the language above. Is the Government seeking contracts similar in nature, size and complexity performed within the past three years?

13) Reference: Section L.8 Proposal Submission Instructions (page L-10) states the following for proposal submission and due date:”

Proposal Submitted in Response to RFP: HSFEEM-12-R-0004 Contracting Officer: Gary P. Topper Due Date: Tuesday February 29, 2012 at 1:00 pm (Eastern)

Question: February 29th is Wednesday, not Tuesday. Please provide the correct proposal due day and date?

Answer: You are correct. Proposals are due Wednesday February 29th.

14) Reference: Standard Form 33 – The RFP is silent on the submission of Standard Form 33.

Question: Which volume, Technical or Business Proposal, is the SF33 to be included?

Answer: Business Proposal.

15) Reference: F7 – SCHEDULE OF DELIVERABLES lists Business licenses should be submitted with the proposal.

Question: Which volume, Technical or Business Proposal, is the license to be included?

Answer: Technical.

16) Reference: Pg C-29, Para C.5.6.3.4.3 – Please clarify, 2nd Shift Post 5 – 1 Static (to 4:00 PM).

Question: From what time to 4:00PM?

Answer: From 7:00 a.m. to 4:00 p.m.

17) Reference: Pg C-29, Para C.5.6.3.4.1 – “1st Shift”

Question: Does 5:45 – 2pm apply to Post 1, 2, and 3 only?

Answer: Yes

18) Reference: Pg C-29, Para C.5.6.3.6 , ‘Security Systems Monitors’.

Question: Are these separate from the Static guards or the same? If separate then where are the requirements for their job? (ie hours, training, how many).

Answer: These individuals man a static post – three shifts daily, 24/7/365. As campus-wide fire, intrusion detection, and video surveillance system monitors, they must be trained and certified to Central Station Alarm Association (CSAA) standards. Required training is accomplished through internet training at government expense.

19) Question: Can you provide a list/number of the incumbent employees and their length of service on the current contract?

Answer: No.

20) Question: What action does security have with lodging and lock-outs? Is this the responsibility of the Key Control Officer?

Answer: On duty security officers provide lock-out assistance, as needed. This key control system is not currently the responsibility of the Key Control Officer.

21) Question: In reference to the Contractor Employee Reliability Program (CERP), does this apply to all the guards or just COBRATF personnel? Have the incumbents been fully trained and adjudicated?

Answer: The CERP applies to COBRATF Personnel and Supervisors, the Project Manager, and the Deputy Project Manager. Yes, the incumbents have been fully trained and adjudicated.

22) Reference: Pg C-12,13, Para C-37.2.3.9, - Please define “less than lethal equipment”.

Question: When will guards be authorized “less than lethal equipment”?

Will each guard be issued supplemental traffic control/inclement weather clothing?

Answer: When government approved, less than lethal equipment will be provided by the government. Supplemental traffic control and inclement weather clothing is recommended, but is not Government furnished.

23) Question: What are the total annual day hours for this contract?

Answer: Offerors make this determination based on staffing requirements outlined in Paragraph C.5.6.

24) Question: What are the total annual night hours for this contract?

25) Question: What are the total annual weekend hours for this contract?

26) Question: Are vehicles required for this contract?

Answer: Yes. Government furnished equipment.

27) Question: Are two-way radios required for this contract?

Answer: Yes. Government furnished equipment.

28) Question: Are mobile phones required for this contract?

Answer: Yes. One government furnished cell phone is provided for the security shift supervisor and is passed from shift supervisor to shift supervisor at shift change. Other mobile phones are at offeror expense.

29) Question: What are the hourly guard wage rates for each level for this contract?

Answer: Offerors make this determination. See DOL Wage Rate Tables.

30) Question: What fringe benefits are required for guard personnel under this contract?

Answer: Offerors make this determination, based on existing labor laws/regulations.

31) Question: What is the incumbent security guard services provider for this contract?

Answer: G4S Government Solutions, Inc.

32) Question: How long has the incumbent security guard services provider held this contract?

Answer: Five years plus 6 month extension.

33) Question: What is the current hourly bill rate for each guard level for this contract?

Answer: Offerers must determine their hourly bill rate.

34) Question: What security guard services company held the contract prior to the incumbent?

Answer: SCG Security and Wastren, Inc.

35) Question: What was the hourly bill rate for each guard level for the contract under the past incumbent?

Answer: Offerors must determine their hourly bill rate. Historical hourly bill rates are not available.

36) Question: After the contract is awarded, will the contract be paid upfront? (I.E. before the start of the contract?

If not when and how will the contract be paid out?

Answer: No. Payment will be made subject to government receipt and approval of contractor monthly invoices (every 15 days if the awardee is a small business).