Amendment_000001_Answers_to_Prospective_Offerors_Questions_on_Draft_Solictation_NAC_Guard_Services__11.2.16_PDF.pdf

Attachment A: Prospective Quoters’ Questions

Amendment 000001

DHS RFQ HSHQDC-16-R-00195

DHS Nebraska Avenue Complex Protective Security Officer Services

GENERAL QUESTIONS

Question 1. Is there an incumbent for this opportunity?

Government Response: Yes.

Question 2. If there is an incumbent, are they able to compete for this opportunity?

Government Response: Yes

Question 3. Are set-asides being considered for this opportunity?

Government Response: No.

Question 4. Is there a preference for previously employed security professionals from Department of Homeland Security at Nebraska Avenue Complex (NAC)?

Government Response: No.

Question 5. Is training provided to PSO NAC personnel in addition to the security team?

Government Response:

OCSO personnel can train/educate contractor staff directly associated with our contract. OCSO will educate and train the company security team (PM, QC, management) and provide all OJT or government sponsored training is for the protective security officers.

Question 6. Vehicles are required – is there a specific count that the DHS prefers for PSO at NAC?

Government Response: The contractor is required to provide the vehicle. The EMT is the only post authorized (due to response, equipment) to use a vehicle while performing their duties as regular procedure. Additional vehicles should be stationed on site to utilize during enhanced security situations or adverse weather conditions. Three (3) would be a minimum expectation.

Question 7. Are there more specific firearm / munitions requirements?

Government Response: No, the contractor may provide commercially available firearms and munitions in accordance with Section 15.4 of the RFP.

Question 8. Is there an incident list available to demonstrate the “types” and “frequency” of security related issues?

Government Response: There is not. General examples would be suspicious subject/circumstances along perimeter, access control violation, unscheduled/non-sponsored individual at Visitor Center, security protocol violations, unlawful entry, etc.

Question 9. Is a facilities clearance required?

Government Response: A Top Secret clearance is required for the facility.

Question 10. If a facilities clearance is required – will DHS provide sponsorship?

Government Response: DHS will not provide sponsorship.

Question 11. Is this opportunity definitely intended to be an Indefinite Delivery / Indefinite Quantity

(ID/IQ)?

Government Response: Yes, the resulting contract is definitely intended to be an Indefinite Delivery/Indefinite Quantity contract.

Question 12. When is the intended award date and start date for this opportunity?

Government Response: The intended award date and start date for this requirement is January 2017.

Question 13. Is there a preference regarding quality assured processes the DHS at NAC may identify?

Government Response: Quality Control personnel should provide administrative as well as operational support to the contract in the sense of reviewing personnel documentation, training procedures, certification records and expirations, testing officers on operational procedures (post appropriate)

Question 14. How can contractor’s best aid the DHS at NAC?

Government Response: The contractor can best aid DHS by being responsive to all RFP requirements, for example, providing fully trained officers, maintaining an appropriate staffing roster size, providing highly equipped and proactive supervisory and management staff and fulfilling operational requirements as required by DHS OCSO in its Statement of Work.

Question 15. Can the Sources Sought be consider as an 8(a) Set Aside or can it be a direct award.

Government Response: No.

Question 16. What Level of Security Clearance is required for Security Staff and or admin?

Government Response: All Protective Security Officers/Administrative Personnel, etc. must have a Secret clearance or above. Please see Section 6.9.

Question 17. Is there going to be a site visit.

Government Response: Yes, there will be a Pre-Proposal site visit

Question 18: Is the expectation that persons in this job Classification will provide services 24/7 or will the expectation be that on federal holidays and closures due to natural causes that contract reimbursement will be provided.

Government Response: This is a 24/7/365 complex. Manpower requirements are reduced during Holidays and potentially during extreme weather closures, however, the complex is always manned and staffed with security personnel.

Question 19. What is the process for ensuring all workers and contractors can receive and maintain clearances to work on government installations or use government resources and equipment.

Government Response: All contractors must receive a clearance from DOD before submitting to DHS’ Personnel Security Division for receiving a fitness and clearance to enter the contract. Once this is approved an individual is responsible for their own good standing and clearance. As for equipment and resources, any misuse that is reported would potentially lead to appropriate levels of reprimand and possibly removal from contract. Please see Sections 6.5 – 6.9 of the RFP.

Question 20. Does this contract require the use of Shot Guns? If so, how many?

Government Response: No this contract does not require the use of Shot Guns.

Question 21: The government provided two (2) post exhibits. Please clarify which post exhibit should be used.

Government Response: The offeror should use Attachment 12 Post Exhibit 1 Surge and Enhanced Tab. The other exhibit has been deleted.

Question 22. Please identify what weapons are being used under the current contract.

Government Response: Incumbent contractor uses Glock 23, .40 caliber.

SECTION II

Question 23. In Paragraph 3.6 Typical Post Duties the RFP states: “Contractor shall hold roll call briefings during the 30 minutes prior to shift for on-coming PSOs to cover facility events and incidents, as well as topical operational information prior to the PSOs reporting to a post.” Please confirm this is required for all PSO’s, for each shift, seven (7) days per week.

Government Response: Confirmed. Exceptions being officers holding over or coming in early / working over 8 hours not in the scheduled shift rotation.

Question 24. In Paragraph 3.6 Typical Post Duties are the thirty (30) minute briefings a current contract requirement?

Government Response: Yes, the 30 minute briefings are a current contract requirement.

Question 25. In Paragraph 3.6 is the time for 30-minute guard mount/roll call included in the IDIQ hours detailed in the Schedule B Attachment? Are the guard mount/roll call hours directly billable to the Government, or should this time be included in the proposed hourly unit price rates?

Government Response: Yes, the 30-minute guard mount is included in the IDIQ hours in Schedule B. This 30-minutes is billable to the Government as it is incorporated in the Schedule B hours.

Question 26. In Paragraph 3.6.3 Please confirm that the contractor is not responsible for the repair and maintenance of the security and safety systems, with responsibility limited to notifying the Government of any equipment in need of repair or maintenance.

Government Response: General wear and tear or necessary maintenance is the Government’s responsibility and not the contractor’s. Only when misuse, negligence, or damaged directly caused by a PSO (not in conjunction with performing their duty) would the contractor be responsible for costs or repair or replacement.

Question 27: In Paragraph 3.6.6. Are the contractor’s personnel required to be trained as First Responders for any HAZMAT situations, or is their responsibility limited to establishing a cordon around the affected area?

Government Response: Personnel are not required to be trained as HAZMAT first responders.

Question 28: In Paragraph 3.6.6. If the contractor’s personnel are considered HAZMAT First Responders, to what level must they be trained?

Government Response: Certain minimal levels of Personal Protective Equipment may be required.

Question 29: In Paragraph 3.6.6. What types of Personal Protective Equipment (PPE) will be required?

Government Response: There is no hazmat response or training required and the only PPE that is required is latex/nitrile gloves that are required for the officer to carry on their duty belt.

Question 30. In Paragraph 5.1 The list of Key Personnel includes Training Instructors and Quality Control Quality Assurance. However, these labor categories are not included in the Schedule B Attachment of billable hours. Please resolve this apparent conflict, by either adding them to the Schedule B Attachment or deleting them from SOW Section 5.1.

Government Response: Key Personnel has been amended to remove Training Instructors and Quality Control/Quality Assurance Personnel.

Question 31. In Paragraphs 6.2 and 6.2.2 and Exhibit 19 do all incumbent guards meet the physical qualifications today?

Government Response: This is a new requirement.

Question 32. In Paragraph 6.2.2. Physical Requirements and Demands. The RFP States:” score at least the minimum acceptable score in each PEB category” Please confirm that this is a one-time requirement. Please verify whether this is current requirement. Please confirm that that incumbent PSO’s will not be required to test for this requirement.

Government Response: As stated in the PEB this is a one-time only test. It is not currently a requirement under the current contract. Incumbent PSOs would be required to take and pass the test.

Question 33. In paragraph 6.3 is the medical and physical examination only a one-time requirement, or are periodic re-examinations required? If so, at what frequency?

Government Response: The medical and physical examination is a one-time requirement during hiring /on-boarding. Recurring drug screening is required.

Question 34. In paragraphs 6.9, 6.10 and 6.11: How long is the current clearance process taking to get approved? What is the sponsoring agency for the clearances?

Government Response: 30-60 days for Secret clearance (candidate with minimal possible issues).

90-150 days for TS/SCI clearance. DHS would be the sponsoring agency for contract awardee.

Question 35. In paragraphs 6.9, 6.10 and 6.11. How many officers must be cleared to the TS/SCI level? Do any EMT’s need a TS/SCI clearance?

Government Response: The Post Exhibit reflects the requirement for TS/SCI posts. Contractor must estimate how many TS/SCI officers are needed to fulfill these required posts at all times. EMT does not require TS/SCI.

Question 36. In paragraph 7.2 and in Exhibit 13: Is the contract fully staffed with incumbents today?

What is the average annual turnover rate?

Government Response: The current contract has a total staffing rosters of roughly 135 PSOs at this time. There is a 15-20% annual turnover.

Question 37. In paragraph 7.2.4 please provide clarification on the appropriate number of trained PSOs required for Optional Surge contract requirements.

Government Response: Per the breakdown of hours and additional posts, the offeror must estimate increased manpower needed.

Question 38. In paragraph 7.2.5 Supervision The RFP currently states that to retain a position of supervision that a PSO must be on contract a minimum of six (6). Would the government consider approving outside trained supervision during the transition phase? There are cases in which incumbent PSO’s may not meet the current supervision needs.

Government Response: Yes, the Government would consider outside trained officers for approval as supervisors during the transition phase.

Question 39. In Paragraphs 10.0 and 10.1 from where is the PSO’s authority to carry a weapon in the District of Columbia derived?

Government Response: The authority for officers to carry a weapon derives from 40 USC 1315.

Sections as follows: “(a) Appointment.--The Administrator of General Services, or an official of the General Services Administration authorized by the Administrator, may appoint uniformed guards of the Administration as special police without additional compensation for duty in connection with the policing of all buildings and areas owned or occupied by the Federal Government and under the charge and control of the Administrator. Also “(b) Powers.--Special police appointed under this section have the same powers as sheriffs and constables on property referred to in subsection (a) to enforce laws enacted for the protection of individuals and property, prevent breaches of the peace, suppress affrays or unlawful assemblies, and enforce regulations prescribed by the Administrator or an official of the Administration authorized by the Administrator for property under their jurisdiction.

However, the jurisdiction and policing powers of special police do not extend to the service of civil process.

Question 40. In paragraph 10.2 Privacy Requirements the RFP outlines SPII Training Requirements.

Training is listed in the RFP, but is not included in Exhibit 6 or Exhibit 8. Please provide the estimated number of hours for this training. Can this training be conducted on the job or should it be completed prior to standing post?

Government Response: SPII has been added to Exhibit 6 Item 16. The last section of the Basic Training section of Exhibit 8 states there is 8 hours held for training specifically pertinent based on the governments need. Privacy and SPII training should fall within this block. Once on contract, the contractor will follow the appropriate training for contracted employees regarding the subject. The estimated number of hours for the training is 1-2 hours. It is necessary to complete the training prior to standing post.

Question 41. In paragraph 11.4 Training Requirements per the Draft RFP the contractor is responsible for conducting all vehicle screening. Will the vehicle screening equipment be government provided or contractor provided?

Government Response: The Government will provide the vehicle screening equipment.

Question 42. In paragraph 11.4 Training Requirements please confirm that all PSO personnel are required to be trained in First Aid/CPR/AED.

Government Response: All PSO’s must be trained in First Aid/CPR/AED.

Question 43. In paragraph 11.4 Training Requirements please clearly delineate whether the Alarm Monitor and Dispatcher need 12 hours of separate training, a total of 24 hours, or a different combination of training.

Government Response: Sixteen (16) hours total of training are required for command center training (Exhibit 17) covers both posts. Dispatch officer must have prior completion of approved dispatcher course.

Question 44. In paragraph 11.4 Training Requirements dispatcher training requires a FPB approved dispatcher course. Is this part of the outlined requirements or in addition to the “12” hours originally outlined.

Government Response: No, this is required prior to being able to work the dispatcher post.

Question 45. In paragraph 11.4 Training Requirements please confirm if critical post assignment locations needing specialized training are currently under contract?

Government Response: Yes, critical post specialized OJT is a requirement.

Question 46. In paragraph 11.4 Training Requirements. The RFP outlines “one time only” training requirements. Computer Based Screener Training is listed in the RFP but is not included in Exhibit 6 or Exhibit 8. Please define this training. Please include the estimated number of training hours required.

Government Response: Exhibit 8 was revised to edit and update Computer Based Training a possible tool to be used, but is not a requirement or standard training requirement or standard.

Question 47: In paragraph 11.4 Training Requirements the RFP states that all PSO’s are required to hold a DCJS License. The contract is currently located in the District of Columbia. The DCJS is a state mandated license. Please clarify the requirement.

Government Response: The Government is accepting any State DCJS. The requirement is to ensure a level of training prior to entering the contract.

Question 48: In reference to paragraph 11.4 does the Government or Contractor provide specialized training for the LENEL and Command Center?

Government Response: Government provided training to an OJT PSO. If no incumbents are trained and can act as the OJT officer, the Government will provide training.

Question 49. In Paragraph 11.5.2 Firearms Training. The RFP States: “In order to maintain PSO familiarity with the applicable DOJ Guidelines and DHS Use of Force and Use of Deadly Force Policies through the life of the contract, the contractor will administer semi-annual refresher training.

An acceptable level of familiarity is based on the following: Successfully completing a DHS-approved qualification activity.” Please define qualification activity. Is this requirement part of the Weapons Training Requirements?

Government Response: The Government expects the contractor to create a level of semi-annual training that ensures all officers are aware of the policy and the appropriate levels of force and usage of these levels. Training activity must consist of more than just reading and reviewing the policies twice a year. Qualification Activity refers to the Qualification course decided on that is mandatory to pass semi-annually (twice a year). Currently, we state the ICE Course of Fire is acceptable in our SOW. The refresher training should not only include shooting the course of fire for qualification, but a review of firearm safety, shooting proficiency, and practice rounds of the course of fire.

Question 50. In paragraph 11.5.2 Weapons Platform Training, please confirm ALL PSO’s are required to complete the sixteen (16) hours of Active Shooter Awareness training regardless of whether or not there is a change in duty firearms.

Government Response: Confirmed. All officers are required to complete the 16 hours of Active Shooter training regardless of whether or not there is a change in duty firearms

Question 51: In paragraph 11.5.5. Weapons, Platform Training and Qualification. The RFP States:

“All PSOs on contract will be required to complete an Active Shooter awareness and response training course (16 hours minimum, off-site).” This requirement is not currently listed in Exhibit 6 of Exhibit 8. Is this requirement included in the firearms trying or in addition to? Is there a semi-annual requirement? Is this training on the job training?

Government Response: This requirement will be included in Exhibits 6 & 8 will be revised to include this requirement. Annual refresher training (after 16hr training is completed) will be OJT and provided by FPB on-site.

Question 52. In paragraph 15.2 Communications Equipment, is the contractor required to provide radios or cell phones under this effort? If so, please confirm how many are required?

Government Response: Radios are provided; Government provides cell phone to Program Manager only.

Question 53. In Paragraph 15.3. Per the draft RFP it appears the contractor is required to provide a Vehicle. Please clarify the type and number of Vehicles required.

Government Response: One vehicle to be utilized by the Emergency Medical Technician (EMT). A small/midsize SUV vehicle is recommended. Additional vehicles are recommended for possible enhanced security operations. See also the response to question 6.

Question 54. In paragraphs 5.3, 5.4, 6.0 May Sergeants and Lieutenants be cross trained and cross certified to fill the Lieutenant and Captain positions as needed?

Government Response: Yes. However there should be only one full-time Captain position officer and three (3) full time Lieutenant position officers (1 per shift).

Section IX

Question 55. In Section IX Paragraph 2.1.1 Volume 1 Technical. Section (2) Management Approach references “Resumes.” Should the contractor submit resumes as an attachment to the proposal? If so, which positions resumes are required?

Government Response: Yes, resumes should be submitted as an attachment to the proposal.

Resumes should be provided for all supervisory/key personnel positions (Captain, Lieutenant, Sergeant, Program Manager, Training Instructors, and Command Center Personnel. Please see Section IX of the RFP.

Question 56. In Section IX Paragraph 2.1.1 Volume 1 Technical, please define Transmittal Letter.

Are There limitations on the on the information the contractor can provide as part of the content.

Government Response: The Transmittal Letter is the cover letter which the Offeror utilizes to submit his Offer consisting of a Technical Proposal and Price Proposal to the Government. The offeror should only provide the information requested by the Government that is germane to the offeror’s submission of its proposal. Please see Section IX of the RFP.

Question 57. In Section IX Paragraph 2.1.1 Volume Technical Please provide the formatting requirements for the submission documents to include: Font, Font Size, Margins, etc.

Government Response: Proposals must be legible, single-spaced, typewritten (on one side only), in a type size not smaller than Times New Roman Twelve (12) Point Proportional, on paper not larger than eight and a half by eleven inches and margins of at least one inch on each side. Please see section 1.3.

Question 58. In Section IX Paragraph 1.3 Is there a minimum acceptable font size for proposed text and or tables or figure?

Government Response: Proposals must be legible, single-spaced, typewritten (on one side only), in a type size not smaller than Times New Roman Twelve (12) Point Proportional, on paper not larger than eight and a half by eleven inches and margins of at least one inch on each side. Please see section 1.3.

Question 59. In Section IX Paragraph 1.3 Could the Government please confirm that Table of Contents and Resumes are not part of the page count limits?

Government Response: Correct. The table of Contents and Resumes are not part of the page limit.

Exhibits

Question 60. Exhibit 8 CPT National Weapons Detection Training Program (NWDTP). Per Exhibit 8, the contractor is required to provide NWDTP Training. Please clarify which posts require the eight

(8) hour training versus the sixteen (16) hour training.

Government Response: Exhibit 8 has been edited. No post requires 8 hours of training. All screening posts are X-ray and magnetometer based, so all training is the 16 hour initial training. 16 hours is the requirement.

Question 61. Exhibit 8 Paragraph 4.a.b. What certifications are needed by Instructors to provide this training? Will DHS please provide the types (make and model) of the x-ray machines and magnetometers to ensure the proper training is provided?

Response: Instructors must be certified as an instructor of such screening technologies and processes as Smith Detection X-ray machines and CEIA magnetometers.

Question 62. Exhibit 9 Government Provided Training. Please provide the number of hours required for the completion of government provided training.

Government Response: FPB provided orientation (#1 on Exhibit 9) is 1 hour. DHS Security Orientation Training (SETA) is 4 hours. On the Job Training depends on the post a new officer is assigned. Recommend at least 4 hours of OJT for new officer starting on basic posts.

Question 63. Section II Exhibit 10 and Exhibit 11. Paragraph 3.4 The RFP states that PSOs shall report potential or actual serious incidents to the FPB officer on duty via radio communication.

However, Exhibit 10, Contractor-Provided Equipment, and Exhibit 11, Government-Provided Equipment, do not list any communications equipment.

Government Response: Radios are provided. During transitional phase, Exhibit 11 GPE has been updated to show the radios as inventoried and trackable equipment. Exhibit 11 was updated to include the 65 Motorola radios that will be provided. If additional radios are needed, as stated in the SOW, the contractor will provide the same make and model.

Question 64. Exhibit 12 Physician’s Certificate May the musculoskeletal system testing be removed from this form and completed separately? This type of testing does not require conduction by a physician.

Government Response: No, All of the forms must be competed together and conducted and signed by a physician.

Question 65. Exhibit 18. Where will the Weapons Detection Training Program (NWDTP) Instructor certification course be held?

Government Response: Exhibit 18 was modified to add the following caveat bullet point: “Course curriculum and standard used as an acceptable example of Weapons Detection Instructor training.

Curriculum used and provided must be approved by OCSO/COR.”

Question 66. Exhibit 19 Paragraph 1. May the standard BMI chart issued by National Institutes of Health be used to calculate Body mass index (BMI), which is a measure of body fat based on height and weight, in lieu of the calipers for body fat testing?

Government Response: No. The standard BMI chart issued by National Institutes of Health may not be used to calculate Body Mass Index (BMI).

Question 67. Post Exhibit. Please identify how many incumbent officers are currently training for the command center post.

Government Response: There are approximately 40-45 Command Center Trained officers.

Question 68. Post Exhibit Attachment 13. Attachment 13 Post Exhibit lists, please confirm the S-4 Roving Sergeant is not required to have TS-SCI due to Roving Status for the entire complex.

Government Response: A TS-SCI is not required. Roving Sgt. is not a patrol and response officer as much as a mobile supervisor responsible for performing post checks, officer wellness checks, and assisting posts with general operations.

Question 69. Schedule B Attachment Paragraph 1.1 Are hours for post relief included in the Schedule B Attachment hours? Are relief hours directly billable to the Government, or should this time be included in the proposed hourly unit price rates?

Government Response: Relief hours are not included. Relief hours are not directly billable to the Government.

Question 70: Schedule B Paragraph 1.1 Schedule B Attachment requests labor category rates in units of hours (HR). Schedule of Supplies/Services in the SF 1449 request prices for security guard support services, temporary additional services, optional surge, and transition in units of one lot (LO) each. Please clarify the manner of pricing for this procurement and which pricing schedule(s) must be submitted with the proposal.

Government Response: Schedule B has been amended. Once Schedule B is completed please put the totals for each CLIN on the SF 1449.

Question 71. Price Realism Please identify the level of response required. Would the government prefer pricing data broken out by category or a consolidated response?

Government Response: The Government requires Schedule B be completed by labor category/hour and then the SF 1449 completed as per the CLIN structure displayed in the RFQ.

Question 72. Section I Paragraph 1: The RFP states that this procurement requires a Top Secret SCI clearance. Is a Top Secret facility clearance level sufficient to meet this requirement?

Government Response: The facility clearance level is Top Secret. The SOW and Exhibit 13 indicates several Top Secret SCI posts.