Final Q A Amendment 0003.doc

QUESTIONS AND ANSWERS

AMENDMENT # 3

HSHQDC-12-R-00002

1. QUESTION: Attachment 3, Quotation Cover Sheet, Line items K and L make reference to a GSA Federal Supply Schedule Contract. Will these line items be removed since this is not a GSA contract procurement?

ANSWER: Please insert “N/A” for line items K & L.

2. QUESTION: The SOW Section 1.21.2.1 requires an Information Security Plan approach to be submitted with the RFP. The IT security approach is not included in the evaluation criteria. Does the RFP require an IT Security Approach to be submitted with the responses and if so, and how will it be evaluated?

ANSWER: No, the IT Security Plan is not required to be submitted with the contractor’s proposal. The IT Security Plan is to be submitted within 60 days AFTER contract award in accordance with Section 1.21.2.1 of the SOW.

3. QUESTION: The Fixed Labor Rate Breakdown by Cost Element includes formulas that calculate inconsistently. Specifically, the H&W hourly rate should multiply by the number of hours, not the hourly rate (column B rather than column C).

ANSWER: The revised “Fixed Labor Rate Breakdown by Cost Element” worksheet is provided as Attachment # 8 to this amendment.

4. QUESTION: The instructions supplied in the Fixed Labor Rate Breakdown by Cost Element are inconsistent with our company’s DCAA approved forward pricing disclosures and rate structure. Per our disclosures with DCAA, payroll taxes and FUTA/SUTA insurance are included within our company fringe pool, however the instructions require us to include these within the Labor Overhead rate. There are no other columns provided to account for these costs. If we modify the form in compliance with our disclosed pricing methods will we be considered non-compliant?

ANSWER: The revised “Fixed Labor Rate Breakdown by Cost Element” worksheet is provided as Attachment # 8 to this amendment.

5. QUESTION: RFP Page 9, reference FAR 52.216-19 (b) (1) and (2) reference “a single item in excess of 59,520” and “…combination of items”, respectively. Please confirm that the term “item(s)” refer to a task order line item? Please confirm that the units associated with “59,520” are hours.

ANSWER: Yes, the term “items” refer to the task order line item. Yes, the units associated with the 59,520 are hours.

6. QUESTION: RFP Page 40 references FAR 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. Since this clause is for solicitations for the provision, service or sale of food, are such services to be provided under the resultant contract?

ANSWER: No, this clause will be deleted from the solicitation in its entirety via Amendment #0003.

7. QUESTION: RFP Page 40 references FAR 52.247-64 Preference for Privately Owned U.S. – Flag Commercial Vessels. Recommend removal of this clause as it doesn’t appear to be applicable to this solicitation.

ANSWER: This clause will be deleted in its entirety from the solicitation via Amendment #0003.

8. QUESTION: RFP SOW Section 1.7.3 identifies 24-hour response time for “Critical Issues.” In order to comply with this Section of the SOW, will the government define what is considered a “critical issue” and will they be identified in writing as a “critical issue” during the performance of the contract?

ANSWER: Section 1.7.3 of the SOW has been edited to read as follows: Problems or issues shall be expeditiously (within 24 hours of submission by FPS) handled via direct interaction of both parties to include the contractor support personnel and FPS COTR or other affected employees at all FPS locations.

9. QUESTION: What is the average tenure of the current incumbent employees?

ANSWER: Two years

10. QUESTION: Will this award be to multiple firms or to a single firm?

ANSWER: This award will be made to a single firm.

11. QUESTION: Can you provide the Schedule B in and MS-Word or MS-Excel format?

ANSWER: Attachment #5 Schedule of Prices - revised (Schedule B) is provided as an attachment to Amendment #3. The solicitation SF 1449 can not be provided in MS Word. Contractors will need to hand write or type unit and extended pricing into the specified fields. Attachment #5 “Schedule of Prices” has been provided as a word document for editing purposes.

12. QUESTION: Proposal Submission Requirements, item #2: We produce our proposals using binders, which will make it nearly impossible to fit 5 copies in an envelope. Can we use boxes instead?

ANSWER: Yes, you may use boxes so long and the price proposal and technical proposal are in two separate boxes.

13. QUESTION: Page 41 of 122 states that submissions should be mailed to Ms. Stacy Powell in Philadelphia, PA. Is hand-delivery of proposals permissible?

ANSWER: Yes, you may hand-deliver proposals to 701 Market Street Suite 3200 Philadelphia, PA 19106 Attn: Stacy Powell 215-521-2287

14. QUESTION: Are we correct to assume that the Project Manager (PM) is the only labor category that shall NOT be classified as Wage Determination (i.e., PM will be exempt)?

ANSWER: Yes, the PM is the only labor category that shall not be classified as Wage Determination.

15. QUESTION: The Instructions for Pricing calculations cite 1920 hours per year for 1 FTE. Please confirm that vendors should use 1920 hours when calculating 1 man-year (1 FTE).

ANSWER: Yes, vendors should use 1920 hours when calculating one (1) man year (1 FTE).

16. QUESTION: Section 1.5.3 of the SOW states that “FPS reserves the right to request additional administrative personnel at any of the 11 Regions across the United States.” We understand the 11 Regions to be:

Region 1 - New England; Region 2 - Northeast & Caribbean; Region 3 - Mid-Atlantic Region 4 – Southeast; Region 5 – Central; Region 6 – Heartland; Region 7 - Greater Southwest; Region 8 - Rocky Mountain; Region 9 - Pacific Rim; Region 10 - Northwest & Arctic; Region 11 - National Capitol Region

Can the Government be more specific regarding what cities in each region may be office sites that will require this additional support?

ANSWER: If additional support is required, it may be required to be performed at one or more of the following cities:

FPS Region 1 Headquarters Boston, MA 02222

FPS Region 2 Headquarters New York, NY 10278

FPS Region 3 Headquarters Philadelphia, PA 19106

FPS Region 4 Headquarters Atlanta, GA 30303

FPS Region 5 Headquarters Chicago, IL 60604

FPS Region 6 Headquarters Kansas City, MO 64106

FPS Region 7 Headquarters Grand Prairie, TX 75050

FPS Region 8 Headquarters Denver, CO 80225

FPS Region 9 Headquarters San Francisco, CA 94102

FPS Region 10 Headquarters Federal Way, WA 98001

FPS Region 11 Headquarters Washington, DC 20536

17. QUESTION: Page 46 specifies that ODCs are NTE $12,500. Should we use this as a plug figure, or are we permitted to provide a number less than $12,500?

ANSWER: Yes, use the $12,500 as a plug in figure.

18. QUESTION: If included, should the cover letter and table of contents be included in the 20 page count?

ANSWER: No, these two documents should not be included in the 30 page, page count. Amendment #0002 dated 6/19/2012 increased the page count from 20 to 30.

19. QUESTION: On page 44 of 122 of the RFP, it states, Within the Staffing Plan, the vendor shall provide a narrative that clearly notes the following:

· the available DHS suitability cleared resources the vendor has to immediately meet the initial order criteria

· the amount of DHS suitability cleared staffing resources in total that are currently available to the Vendor among the labor categories

· and how the vendor plans on obtaining and maintaining an amount of DHS suitability cleared staffing resources within the described labor categories throughout the BPA period of performance sufficient to meet orders for increased services up to the estimated level of effort set forth in the RFP.

How do vendors get DHS suitability cleared resources or obtain DHS suitability clearances unless the vendor has already performed work for DHS. What is the process?

ANSWER: Contractor personnel will have to go through the suitability clearance process unless the vendor has already performed on contracts with DHS.

20. QUESTION: Does the PM need to hold a PMP (Project Management Professional) certification or simply a PM certificate?

ANSWER: PMP certification is required. See SOW Paragraph 1.18.2.

21. QUESTION: How much advance notice will FPS give the contractor to meet FPS’ request for additional administrative personnel?

ANSWER: The COR expects the vendor to immediately acknowledge the request and move forward with the recruitment process within 3 business days.

22. QUESTION: SOW, Section 1.8.1: By what means and with what frequency is the contractor required to keep the FPS Program Manager/COTR informed of all actions assigned? Will this be accomplished via the Monthly Status Report?

ANSWER: With an onsite PM, the COTR expects to communicate with the PM on a regular basis or as needed to ensure contract compliance.

23. QUESTION: SOW, Section 1.12.1.1. It is stated that Contractor support personnel shall submit a monthly status report. Does FPS expect a monthly status report from each, individual contractor staff member, or a single, consolidated report from the Contractor Project Manager reflecting the work performed on all tasks by all contractor staff members?

ANSWER: FPS expects one single consolidated report from the PM of all tasks/work assigned.

24. QUESTION: SOW, Section 1.14.1. Please confirm that FPS will configure the workstations assigned to contractor personnel.

ANSWER: Yes, FPS will configure all workstations.

25. QUESTION: SOW, Section 1.15.3. Regarding the statement that “the Contractor shall ensure that no more than two (2) personnel are out of the office simultaneously”, is this on a per location basis or does this apply as an across-the-board requirement over all locations?

ANSWER: There should be no more than two (2) personnel per location out of the office simultaneously per location.

26. QUESTION: SOW, Page 67, Section 1.21.2.1. Please expand on the requirement for conducting security reviews and reporting findings. Frequency? Format of report? Submission to whom?

ANSWER: The security reviews will take place annually upon the exercise of the option period. The document should be submitted in word format and sent to the Contracting Officer: Stacy Powell 701 Market Street, Suite 3200 Philadelphia, PA 19106.

27. QUESTION: SOW, Page 118. Executive Assistant: Will FPS provide training to Contractor personnel for use of “Fed Traveler” to process travel arrangements?

ANSWER: Yes, FPS will provide Fed Traveler training.

28. QUESTION:: Receptionist/Administrative Assistant I: Based on the description of the job responsibilities, is proficiency in MS Access and PowerPoint required?

29. ANSWER: Yes, proficiency is required across all MS Office software applications including MS Word, Access, Excel and PowerPoint.

30. QUESTION: Is there an incumbent or incumbents currently providing this support for FPS? Bidder is aware that FPS has in the past utilized a number of contracts/vendors across the US to provide support. Please identify all contractors providing support intended to be consolidated into this contract for the currently named locations: Washington, DC; Philadelphia, PA; Denver, CO; and Ft. Worth, TX. This information is essential to bidder development of a realistic staffing/transition plan for all required support.

ANSWER: ACCEL Corporation (HSCEEH-09-D-00004) is the incumbent contractor who provides administrative support service to the four locations identified in this solicitation (Washington, DC; Philadelphia, PA; Denver, CO; and Ft. Worth, TX).

31. QUESTION: Bidder is aware FPS has a number of contracts for providing similar support at the 11 FPS Regional offices across the US. These current contracts are a combination of individual contracts awarded under a number of vehicles/methods including direct award, GSA schedule and DHS PACTS awards. Does FPS intend to consolidate those contracts under this IDIQ in the future?

ANSWER: The Government reserves the right to order or exercise additional quantities up to the statement limits in the solicitation

32. QUESTION: SOW, paragraph 1.12: Please clarify the due date of the deliverables (Monthly Status Report and Transition Plan) required in the referenced paragraph.

ANSWER: The Monthly Status Report is due the 10th of each month to the COTR. The Transition Outline is due in draft form at the time of proposal submission on or before July 10, 2012. The final submission of the plan is due 15 days after contract award.

33. QUESTION: Position Descriptions, Executive Assistant, Education Requirements. Please confirm that there is a desire for Executive Assistants to be certified Program Managers (PMP).

ANSWER: It is “desired” that the Executive Assistants hold a PMP certification but it is not required.

34. QUESTION: Per the referenced paragraph 1.24.1, please clarify if this is a requirement for this effort. Bidder's understanding is that staff will be using DHS approved systems and there is no apparent need to connect to any contractor-supported IT systems.

ANSWER: Contractor personnel will be connected to a DHS-approved system.

35. QUESTION: Referring section 52.2222-42 page no 40 of the RFP. Is the correct WD number for receptionist 01280, RFP refers to WD number as WD# 02103.

ANSWER: Yes, the correct Occupational Code for the Receptionist position is #01280

36. QUESTION: There’s also been a change in the DoL SCA rates. See http://www.wdol.gov/sca.aspx#8. Will you be issuing a mod to reflect the changes or should we use the SCA rates you attached to the RFP?

ANSWER: Yes, all updates to the DOL Wage Determinations are provided as Attachment #6 to this amendment.

37. QUESTION: Can we use DoD cleared resources as part of our count of DHS cleared staffing resources?

ANSWER: No reciprocity exists between DoD and DHS regarding background investigations. In summary, personnel will have to enter into the DHS suitability process for an adjudication decision prior to the start of work.

38. QUESTION: Please clarify where/how this form is provided in bidder's proposals. Proposal Submission Requirements, paragraph 1 (pg 46/122) states vendors must use the SF 1449 as a cover page to the proposal. Instructions for Attachment 3 imply it should be used as a cover sheet. In which volume is Attachment 3 included and in what order with the SF 1449?

ANSWER: Please submit both the Quotation Cover Sheet and the SF 1449. The 1449 must be signed and dated. The Quotation Cover Sheet provides additional information we need to process the proposal package (TIN, DUNS, etc). Please submit the Quotation Cover sheet with your Technical Proposal submission.

39. QUESTION: The Quotation Cover Sheet references providing a “Federal Supply Schedule Contract No.”. Is an existing GSA Schedule required for award?

ANSWER: No, an existing GSA Schedule is not required for this award.

40. QUESTION: The RFP SOW and the QAs in Amendment 2 state that the offerors should submit a draft transition outline in their proposals. Is the draft transition outline to be included in the technical submittal, and if so, does this requirement count toward the 30-page limit?

ANSWER: Yes, the Transition Outline is to be submitted with the Technical Proposal and yes, it will be included in the 30 page limit.

41. QUESTION: On page 48 under “52.212-3, Offeror Representations and Certifications,” the RFP states that “Offerors shall complete only paragraph (b) of this provision if the offeror has completed….”

Will the Government be providing a copy of paragraph (b) for offerors to fill in? Should the form be included as part of the pricing or technical submittal? If part of the technical submittal, will it count toward the page limit?

ANSWER: A copy of Paragraph B has been provided as Attachment #10. No, this form will not count toward the page count.

42. QUESTION: “Proposal Submission Requirements” on page 46 states that the margins should be 1 inch. Are the page numbers and information such the name of the offeror, the RFP number, and a statement regarding proprietary information allowed in the 1-inch margin, or are they excluded?

ANSWER: Yes, the RFP number, and a statement regarding proprietary information are allowed in the 1-inch margin.