HSHQE3-13-R-00006 _Q A_Sept_2013.xlsx

XLSX spreadsheet 20 KB Posted Sep 3, 2013

Attached to: Guard II services for Virginia
Solicitation number: HSHQE313R00006
Issued by: Department of Homeland Security Office of Procurement Operations

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File	Type	Posted
HSHQE3-13-R-00006_000006.pdf	PDF	Sep 5, 2013
FPS_SOUTHERN_VA_Local_453_Addendum.pdf	PDF	Sep 5, 2013
HSHQE3-13-R-00006_Amendment_05.pdf	PDF	Sep 3, 2013
Attachment_2_-_HSHQE3-13-R-00006_SOW_Exhibits_-_Sep_2013.pdf	PDF	Sep 3, 2013
HSHQE3-13-R-00006_Amendment_04.pdf	PDF	Aug 28, 2013
HSHQE3-13-R-00006 _Amendment_3.zip	ZIP file	Aug 22, 2013
HSHQE3-13-R-00006 _Pre-Proposal_Conference_Presentation_NOTES.docx	DOCX document	Aug 14, 2013
HSHQE3-13-R-00006_Pre-Proposal_Attendance.xlsx	XLSX spreadsheet	Aug 14, 2013
HSHQE3-13-R-00006 _Pre-Proposal_Conference_Presentation.ppt	PPT presentation	Aug 14, 2013
HSHQE3-13-R-00006 _Amendment_01.pdf	PDF	Jul 31, 2013
HSHQE3-13-R-00006.zip	ZIP file	Jul 26, 2013

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Sheet1

	Question	Reference
(i.e. SOW, RFP, SOW Exhibits)	Reference Page #	Reference Paragraph/ Section	Reference Sentence Text	Question:	Answer:
	1	General	n/a	n/a	n/a	Please provide a seniority list.	The most recent seniority list was provided via Amendment 2.
	2	SOW Exhibits	Page 42	Exhibit 4C	"Contractor must present a minimum total of 40 hours of firearms (32hrs) and Less-Than-Lethal weapons (8hrs) training."	Please confirm that the 40 hour course identified in Exhibit 4C (4 hours Use of OC Spray, 4 hours Use of Baton, 8 hours Firearms Maintenance, Safety and Handling, and 24 hours Initial Firearms Familiarization Fire) is required for both incumbent personnel and new employees.	All new hire PSO require the 40-hour weapons training. Incumbent PSOs who have received previous basic firearms training and possess current baton training/ certification will only require OC training. If any incumbent PSO does not have a current baton cetification, then he/ she must receive baton and OC training.
	3	SOW Exhibits	Page 42	Exhibit 4C	SOW Exhibit 4C outlines Contractor-Provided Initial and Transitional-Platform Firearms and Less-Than-Lethal Weapons Training and Qualification.	Question A: Do incumbent personnel possess training in OC spray (pepper spray)?

Question B: If yes, will they require retraining under the new contract?	Incumbent PSO are not trained in OC as it was not a requirement under the expiring contract. All PSO hired to work under the newly awarded contract must fulfill this training requirement prior to performing.
	4	SOW Exhibits	Page 42	Exhibit 4C	SOW Exhibit 4C outlines Contractor-Provided Initial and Transitional-Platform Firearms and Less-Than-Lethal Weapons Training and Qualification.	Question A: What is the make/model of the weapon that officers are currently utilizing?

Question B: If a successful new contractor provides the same type of weapon (make and model) as the incumbent contractor, will PSOs still be required to undergo the 3 hours of transitional weapon training provided in Exhibit 4C?	The PSO are using a Glock 9mm, Model 17 under the expiring contract. If the firearm selected for use by the successful awardee is the same make and model as used by the incumbent, then transitional training is not required.
	5	SOW Exhibits	Page 58	Exhibit 4H	Exhibit 4H provides two, 2-hour, one-time Post-Duties Orientation training courses for a total of 4 hours of "other special" one-time training.	Will incumbent personnel be required to complete the two "Post Duties Orientation" one-time training courses?	Any incumbent personnel that will be assigned to the sites listed on Exhibit 4H that have not already received this training will require it.
	6	SOW Exhibits	Page 90	Exhibit 8A	SOW Exhibit 8A itemizes contractor-provided uniform items.	Under Duty Belt "Keepers" there is no number specified. As such, please confirm whether Duty Belt "Keepers" are required and, if so, please specify the quantity required per officer.	The quanity of "duty keepers" in Exhibit 8A has been modified and incorporated into the subject RFP via Amendment 5.
	7	SOW Exhibits	Pages 3-9	Post Exhibit, Exhibit 1	n/a	The Post Exhibit does not indicate which posts require relief. Please provide an updated Post Exhibit indicating which posts require relief or confirm that all posts, to include those which are "roving" posts, require relief to be provided by a contractor-provided dedicated relief officer that is not assigned to any post listed on the post exhibit.	See Amendment 5.
	8	6.6.4 Transitional Weapon/weapon Platform Change				What weapon platform is the existing guard force currently using?	9MM is the weapon platform used on the existing contract.
	9	14.4.6 Exhibit 8C specifies amount and type of ammunition, including additional rounds for contingency. For those contracts storing weapons on site, Contractor shall store and secure additional ammunition on-site, periodically rotating old duty ammunition with new ammunition.				Exhibit 8C does not specify how many additional rounds are required. How many additional rounds are required to be stored at each location?	Exhibit 8C specifies the amount and type of ammunition, including additional rounds for contingency. In accordance with Section 14.4.6 of the SOW, there is no storage of ammunition at the sites.
	10	14.4.6 Exhibit 8C specifies amount and type of ammunition, including additional rounds for contingency. For those contracts storing weapons on site, Contractor shall store and secure additional ammunition on-site, periodically rotating old duty ammunition with new ammunition.				Are weapons allowed to be stored on-site at each location listed in the post exhibit?	No, weapons are not to be stored on-site. Refer to Section 14.4.6 of the SOW.
	11	Exhibit 1 Post Exhibit, Building VA0491, posts 1A and 1B				At the bottom of the post exhibit it states that “There are no self-relieving posts under this requirement.” The post description for posts 1A and 1B is Supervisor. Do these two posts require a relief supervisor to provide coverage for breaks?	All post require relief. Please refer to the updated post exhibit incorporated via amendment 5.
	12	Exhibit 4H Other Special Training				The table in this exhibit lists building VA0631ZZ as one the Joint Staff facilities in Suffolk, VA requiring the special training listed. The post exhibit (Exhibit 1) identifies building VA0631ZZ as an SSA facility in Virginia Beach, VA. Does building VA0631ZZ require the special training listed in exhibit 4H?	The Post Exhibit (exhibit 1) is correct. A corrected version of Exhibit 4 - Other Special Training has been incorportated via Amendment 5.
	13	Exhibit 8E Contractor-Provided Communication Equipment				The facilities as well as the quantities in this exhibit have been left blank.

Is the contractor required to provide cell phones or radios?

If so, which facilities require cell phones and radios?

How many radios and cell phones are required for each facility?	FPS does not require anything in particular, and the vendor may provide whatever he likes (if anything at all). In addition, the RFP does not require that offerors specify the type, amount and location of communications equipment to us.
	14	CBA 2010-3610 and CBA 2010-3611	The most current rate listed in each CBA has an effective date of April 1, 2012 and an expiration date of March 31, 2013.

Is there a new rate for each of these CBAs that was effective April 1, 2013?

If not, should we use the rate that was effective April 1, 2012 for pricing purposes?

The current CBA was provided via Amendment 2.
15	A seniority list of current incumbent contractor personnel was not provided as part of the RFP. Will FPS provide a current seniority roster so bidders can accurately price vacation and other paid-time-off benefits?	The most recent seniority list was provided via Amendment 2.
16	RFP SOW Exhibit 8E does not identify any contractor-provided communications equipment requirements for this contract. Are contractor-provided communications equipment required for this contract, and if so, please provide type and quantity.	See response to question # 13
17	RFP SOW Exhibit 8F does not identify any contractor-provided vehicle requirements for this contract. Are contractor-provided vehicles and equipment required for this contract, and if so, please provide type and quantity.	FPS does not require anything in particular, and the vendor may provide whatever he likes (if anything at all). In addition, the RFP does not require that offerors specify the type, amount and location of vehicles to us.
18	Should bidders price basic services hour requirements using the SF1449 annual basic services hours amount of 388,000 or use the annual RFP Exhibit 1 Post Exhibit basic services hours amount which is less than 388,000.	1.The contractor may use whatever hours it chooses in building its unit price.

2.However, for evaluation purposes, the contractor must submit a price proposal that uses the quantites specified in the SF 1449.

3.For reference, the 1449 sets for the maximum quantity of hours that the Goverment may order. The maximum quantities are based upon the current, known service requirement plus additional hours to provided for maximum ordering flexibility. The current, known service requirements are set forth in the Post Exhibit (exhibit 1) and were provided for informational purposes only. The Government reserves the right to order up to the maximum quanitites set forth in the 1449 regardless of thes contents of the Post Coverage Exhibits.

19	If we submit the pricing schedule do we still need to submit pricing information on the SF 1449 or do we only need to include our company name, address, telephone number and POC with POC signature on the SF 1449 (Does FPS require both the SF 1449 and the Pricing Schedule to be completed with numbers included)?	Yes, both the pricing schedule and the SF 1449 must be submitted. POC information can be provided on the SF 1449 or as a separate document as part of the pricing proposal.
20	During the pre-proposal conference, it was made clear that FPS would like to have access to and view the formulas in our submitted excel workbook. It is our understanding that the second file is to be only one file that includes among other documents: the SF 1449, Pricing Schedule, Price Element Breakdown, Disclosures, Representation and Certifications, etc.. In order to combine all of those documents into one file, it would be necessary to convert all of the files into pdf format, then combine them into one pdf file. However, if we convert the excel file into a pdf file, I am not sure FPS will be able to see the formulas? Would you please provide direction on how this should be handled?	Excel files should not be converted to PDF files. See Amendment 2 for electronic submission clarifications.
21	How many Area Supervisors (AS) are currently utilized in the Basic Service by the current contractor?	The number of area supervisors on the current contract is not relevant to the RFP.
22	Is there a minimum requirement for the number of Site Supervisors (SS)?	Post which require supervisors can be found on the Post Exhibit (exhibit 1).
23	Are any posts under the Basic Service that must have a Site supervisor (SS)? If so which sites are they?	See response to question # 22
24	Which locations under the Basic Service currently have Site Supervisors (SS)?	See response to question # 21
25	Are there a minimum number of patrol inspections that are to be performed by the Roving Supervisors (RS)?	No
26	How many Roving Supervisors (RS’s) currently service this contract?	See response to question # 21
27	Do any posts have specific requirement for “Lead” PSO’s?	No
28	How many “Lead” PSO’s are on the current contract?	See response to question # 21
29	If there are ‘Lead” PSO’s, what is their pay rate?	The pay rate of lead PSOs are at the discretion of the contractor.
30	In the event of large and small-scale events such natural disasters, civil disturbances, or other unanticipated events, is the Emergency Surge Security Force (ESS) expected by DHS to have the same qualifications (Firearms training, DHS training, etc) as the PSO’s that normally work the Basic Service outlined in this contract. If not what are the minimum requirements required for employment in the Emergency Surge Security Force?	Yes
31	Will DHS issue and current seniority list for all PSO’s that are currently working on this project?	See response to question # 1
32	Will DHS issue an amendment that lists all the current qualifications and training for each PSO that is currently working on the project?	See response to question # 1
33	In order to be compliant with FAR 52.222-17 “Non-displacement of Qualified Workers (JAN 2013) (E.O. 13495),” will DHS issue a list of all current PSO’s qualifications and training anniversaries so we can price training costs accurately?	The most recent qualifications/training was provided via Amendment 3.
34	Are they any insurance or performance bond requirements for this contract?	The solicitation is clear on its face.
35	Is there a requirement for roving supervisors or any supervisors to be armed if they will not stand post under any circumstances?	Yes
36	Can we as contractors can propose three different rates?

A. Basic Services?

B. TAS?

C. ESS?	Yes, contractors may propose three different rates.
	37	How many ESS hours were conducted in the past year of this contract, 2012?	The information requested is not relevant to the current solicitation. For informational purposes only, 286.25 FEMA hours were ordered in 2012.
	38	Is there a requirement for an indirect burden rate in regards to the COOP?	Yes, the SF1449 must include the indirect direct burden rate for COOP.
	39	There are two different CBA’s that have been issues with the solicitation:

a. Which posts fall under the stipulations of the Richmond CBA?

b. Which posts fall under the stipulations of the Norfolk CBA?

c. Posts that are not in the city of Richmond or Norfolk, do they have a CBA that they call under? Are those PSO’s currently in a union?	CBA-UGSOA 40 and CBA-UGSOA40 represent the entire PSO workforce under the existing contract. Amendment 3 provided a representative sample of CBA by Post.
	40	20) Exhibit 8E has a description of Contractor provided communication equipment that is required for this project but no quantity. Is there a quantity that contractors are expected to maintain? Is this equipment required for every post? How much of this equipment does the incumbent, Paragon Systems, maintain on the project?	See response to question # 13
	41	21) Exhibit 8F- States that there is no requirement for vehicles throughout this project, but later describes the standards for vehicles on the project. How many vehicles does the current provider, Paragon Systems, use throughout their management of the project?	The question is not relevant for purpose of the current solicitation. There is no requirement for vehicles.
	42	22) Which scenario is technically evaluated higher? A large firm submits a proposal where they utilize a small business that they have no joint experience with, or a large firm submits a proposal where they propose to work all posts on the contract?	The Government will evaluate proposals in accordance with FAR 52.212-2 as set forth within the solicitation
	43	23) Attachment 10- How long does approval take for a DHS Mentor-Protégé Program to be completed?	The Contractor has the responsibility for obtaining approval of a DHS Mentor- Protégé Application. Information regarding the DHS Mentor-Protégé Program can be found at:

http://www.dhs.gov/mentor-prot%C3%A9g%C3%A9-program

44					Will the FPS provide a detailed seniority list so that we may comply with the SCA requirement to honor an employee’s tenure?	See response to question # 1
45					The last line of Exhibit 1 states that there are no self relieving posts under this requirement and that if relieve is required, the post must be filled by another PSO during the relief period. It is our understanding that for the incumbent contractor the Roanoke, Danville, Bristol (eastern Virginia) sites are currently self relieving due to the remoter locations and limited number of posts. Would FPS please confirm that these posts will no longer be allowed to be self-relieving and that a relief plan for these posts is required as part of the technical submission.	See response to question # 7
46					In Exhibit 1, there are several roving posts. Typically roving posts are self-relieving. Would FPS please confirm if roving posts require relief?	See response to question # 7
47					Exhibit 7 outlines the physical ability test requirement for the PSOs. Is the PAT a new requirement for this solicitation or has the PAT already been implemented under the existing contract?	Yes
48					Exhibit 8C requires for the PSOs to carry a 9mm weapon. Would FPS please confirm the current caliber of weapon being utilized by the PSOs?	The firearm used on the existing contract is 9MM.
49					The Collective Bargaining Agreements providing with the solicitation both expired on 31 March 2013. Are there any amendments to the CBAs for the current timeframe of service and if so, would the FPS please provide these to all offerors?	See response to question # 14
50					And if there are not current CBAs for offerors to use, would FPS please provide guidance on the wage and benefit structures that offerors should use to price the PSO services, as it is necessary in order to provide a level playing field on which to evaluate costs?	See response to question # 14
51				Exhibit 4H provides two, 2-hour, one-time Post-Duties Orientation training courses for a total of 4 hours of "other special" one-time training.	Additionally, we understand that there is case law, 406 US 272 National Labor Relations Board v. Burns International Security Services Inc Burns International Security Services Inc (see: http://openjurist.org/406/us/272), that indicates new contractors are not bound by the terms of a CBA negotiated by a predecessor contractor. Their only obligation is to negotiate in good faith with the recognized union, but they can bid different wages and benefits in their proposals. It is our understanding that some contractors have used this strategy to underbid incumbent contractors who are bound by the terms of a CBA in order to win contract awards and pass the cost back to the Government in the option years. Therefore, we would request that the FPS confirm their intent for all offerors to include in their price proposals all wages and benefits included in the expired CBAs.	It is the responsibility of the contractor to ensure that any costs associated with the solicitation requirements are included within pricing for services
52	N/A	N/A	N/A	N/A	There was no seniority list provided, will there be one forthcoming?	See response to question # 1
53	N/A	N/A	N/A	N/A	No Pricing Schedule was provided, will there be one forthcoming?	The pricing schedule was provided via Amendment 2.
54	SOW Exhibits - Exhibit 1	p.3-9	N/A	N/A	The Post Listing was provided in PDF, will an Excel version be forthcoming?	An excel version of the Post Exhibit was provided via Amendment 2.
55	SOW Exhibits - Exhibit 1	p.3-9	N/A	N/A	The Post Listing does not reference the posts that require relief. Will there be a list of posts requiring relief forthcoming?	See response to question # 7
56	SOW	p.51-57	N/A	N/A	Neither the Government provided property nor Contractor provided property references office space. Will office space be provided?	See Amendment 5.
57	SOW Exhibits - Exhibit 9b	p. 100	N/A	N/A	Exhibit 9B references on-site workspace, equipment and supplies, what is included with this?	See Amendment 5.
58	Attachment 5a	N/A	N/A	N/A	CBA 2010-3610 is missing pages 21, 23-25, and 27, will they be forthcoming?	See response to question # 14
59	Attachment 5b	N/A	N/A	N/A	CBA 2010-3611 is missing pages 21-26, will they be forthcoming?	See response to question # 14
60	Attachment 5a	appendix (i.e. p.2)	N/A	N/A	For CBA 2010-3610 there is an Appendix A for Tidewater, what posts does “Tidewater” apply to?	See response to question # 14
61	Attachment 5a	appendix (i.e. p.2)	N/A	N/A	For CBA 2010-3610 there is an Appendix A for Tidewater for which there is reference to wages, Health and Welfare, and Retirement benefits. Do the personnel covered under this appendix receive the same benefits as the PSOs under CBA 2010-3610 (E.g., vacation, holiday, sick leave, etc)?	See response to question # 14
62					What company currently holds the incumbent contract?	This info is not relevant.
63					What is the contract number for the current contract?	This info is not relevant.
64					The excel Post Exhibit that was included in Amendment 2 had four tabs – can you clarify the information provided on the second, third and fourth tabs please?	It is the responsibility of the contractor to ensure that any costs associated with the solicitation requirements are included within pricing for services
65					Attachment 11 (Seniority List) only shows Southern VA employees. Can you provide a complete seniority list?	See response to question # 14
66					Also, can you provide what the Government’s requirements are for Relief in the outlying and remote locations. The RFP has boilerplate statements about relief and it does not address the single post, remote locations.	See response to question # 7

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Sheet3

File details come from the government source that posted it. Updated Nov 14, 2017.