Q&A.pdf

Q&A

RFP HSHQE3-17-R-00003

PSO services throughout the state of PA Dated: 7/27/17

Question 1: Will the Government provide a copy of the current Post Exhibit, Exhibit 13?

Answer 1: See amendment 0001 and 0002; an updated post exhibit included in the solicitation.

Question 2: Will the Government incorporate the most current CBAs into the solicitation?

Answer 2: see amendment 0001. CBAs – CBAs 2017-9665, 2017-9668, and 2017-9669 are applicable to this solicitation.

Question 3: Attachment 9 does not mention the requirement for a CD included in Package One or Package Two. The proposal submission requirements do not mention the requirement for CDs. Would the Government please clarify whether or not CDs are required with offerors proposal submission?

Answer 3: Yes CDs are required with the offerors proposal submission. See amendment 0001 to correct Attachment 9 and add the requirement to the solicitation provisions to submit the CD in a separate envelope as part of proposal submission.

Question 4: If offerors have an up to date CPARS in PPIRS, are we still required to provide Past Performance Questionnaires to our contract references included on our Past Project Forms?

Answer 4: No. Reference solicitation provisions – Technical Proposal Past Performance Questionnaires; “The Agency may decline to reach out to FPS customers who have not retuned a questionnaire if a Contract Performance Assessment Report (CPARS) for the most recently completed performance period is resident in the Past Performance Information Retrieval System (PPIRS) for the reference contract.”

Question 5: The Management Approach states in second sentence, “In response to Evaluation Factor, offerors shall address Quality Assurance, Transition, Staffing and Participation in the DHS Mentor Protégé Program.” There is no mention of Staffing in the Management Approach instructions. The only items addressed are A. Quality Assurance, B. Transition and C. DHS Mentor Protégé Program Participation. Additionally, Attachment 9-Proposal Checklist does not make mention of Staffing Would the Government please clarify if bidders must address Staffing?

Answer 5: Staffing is not a requirement to be addressed as part of the Management Approach Submission. See amendment 0001 to remove the reference to staffing in the solicitation provisions “Management Approach.”

Question 6: Can the Government please clarify whether or not incumbent PSOs meet the standard set out in SOW Section 6.7.4.1.1.1?

Section 6.7.4.1.1.1 states: “PSOs previously certified to the appropriate standard for their duties (i.e. eight (8) hours for non X-Ray screening posts and sixteen (16) hours for X-Ray screening posts) by a FPS NWDTP Training Instructor or FPS certified contractor NWDTP Training Instructor are not required to repeat the NWDTP initial training.”

Answer 6: To the Government’s knowledge incumbent PSOs do not meet the standard in SOW Section 6.7.4.1.1.1

Question 7: Can the Government please confirm that “New X-Ray Mag Training” on the Exhibit 10 refers to initial NWDTP certification training?

Answer 7: Yes, X-ray Mag Training is NWDTP training.

Question 8: Can the Government please indicate the X-Ray Screening, Non X-Ray Screening, and Non-Screening posts on the Post Exhibit?

Answer 8: See amendment 0002 for updated post exhibit.

Question 9: Can the Government please indicate the applicable CBA for each post on the Post Exhibit?

Answer 9: No. It is incumbent upon the offeror to apply the applicable CBA for each location.

Question 10: Can you please confirm the address of building # PA0826 Answer 10: See amendment 0002 for updated post exhibit. PA0826 is located at 303 Cayuga Avenue, Altoona, PA 16602

Question 11: In the Solicitation Provisions, page 3, Proposal Submission Requirements, item #1: "Offerors shall document within their proposal whether or not they possess the required facility clearance." Is a statement affirming the proper clearance sufficient? If not, will evidence of clearance be counted in the page count?

Answer 11: Yes; a statement affirming current Top Secret Facility clearance is required and is considered sufficient for proposal submission. The statement regarding the offerors current Top Secret Facility clearance is not considered part of the technical proposal and therefore does not count against the 20-page limit. It shall be included in package two.

Question 12: In the Solicitation Provisions, page 4, Proposal Submission Requirements, item #7: Please confirm, the Small Business Subcontracting Plan is included in the package two / price proposal and not in the technical proposal 20-page limit.

Answer 12: The Small Business Subcontracting Plan is not considered part of the technical proposal and therefore does not count against the 20-page limit. It shall be included in package two.

Question 13: In the Solicitation Provisions, page 8, 2. Management Approach, C. DHS Mentor- Protege Program Participation: b. Large Businesses may be given additional credit for participating in the DHS Mentor Protégé Program. Additional credit will only be applied when comparing the offer of one large business to the offer of another large business. A large business will not be given credit for this factor when comparing the offer of a large business concern to the offer of a small business concern. Will DHS provide additional information regarding the methodology for assigning additional credit? What are the thresholds?

Answer 13: The solicitation is clear on its face.

Question 14: Can the Government provide the addresses for each location on Exhibit 13, Post Exhibit?

Answer 14: See amendment 0002 for updated post exhibit.

Question 15: Exhibit 13 Post Exhibit, column J (No of PSO’s on post) is incomplete. Can the Government complete the post exhibit with all applicable information?

Answer 15: This column has been deleted from the post exhibit. See amendment 0002 for updated post exhibit.

Question 16: Are there any locations that fall under a DOL Wage Determination versus a Collective Bargaining Agreement?

Answer 16: No.

Question 17: Does the Government have a desired supervisory to PSO ratio?

Answer 17: The Government does not hold a specific supervisor to PSO ratio that would be considered a minimum requirement of the solicitation. The Government requires the offeror to clearly delineate and establish the minimum level of field/onsite supervision the offeror shall provide under this effort. The proposed minimum level of field/onsite supervision will be evaluated by the Government to assess the level of oversight offered by the contractor and shall be incorporated into the successful offerors’ contract.

Question 18: Are the posts identified as “X-Ray” and “Evening X-Ray” in Exhibit 13, column L, the only posts requiring the 16 hours OJT for NWDTP training? It is not clear as there are blanks in some posts and “Magnetometer” in others.

Answer 18: See amendment 0002 for updated post exhibit. Posts requiring the 16 hours of NWDTP training are identified in amendment 0002 updated post exhibit.

Question 19: What is the meaning of “Combination” in Exhibit 13, column K Post Description?

Answer 19: Combination refers to a post where the PSO performs “fixed” and “roving” duties.

Question 20: Does the medical examination need to be repeated at any time throughout the employee’s term of employment (i.e. every 3 years)?

Answer 20: No. In accordance with 5.2.2.1 of the SOW, contractor personnel are required to have a “pre-employment” medical and Physical examination. The pre-employment medical exam must be completed once and is valid throughout the life of the contract. The SOW does not require PSOs to undergo a medical exam every (3) years

Question 21: Will the Government confirm that weapons are not required to be stored on site at each work location?

Answer 21: PSOs are to transport the firearms to and from work site in accordance with state and/or local law requirements (and company policy). NO PSO firearm shall be stored at any worksite.

Question 22: Will the Government provide Exhibit 8 for this effort?

Answer 22: See amendment 0002 for Exhibit 8.

Question 23: Will the Government clarify which locations/posts require X-ray or Non X-ray training?

Answer 23: See amendment 0002 for updated post exhibit.

Question 24: Since offerors must honor the employee’s anniversary date they began working as a security guard for FPS in the state of PA, will the Government provide a revised seniority roster with actual hire dates?

Answer 24: See amendment 0002 for updated seniority list.

Question 25: The Statement of Work (SOW), Section 1.1 states PSO services are to be provided for the State of Pennsylvania (excluding the Philadelphia Metro Area). Building PA6430 in Kensington, PA is included in Exhibit 13, Post Exhibit, as CLIN 46. This building however, appears to be in Philadelphia County, within the boundary of the Philadelphia Metro Area. None of the three (3) Collective Bargaining Agreements (CBA) include Philadelphia County. Please confirm PA6430 is to be included in this solicitation, and if so, please identify the applicable

CBA.

Answer 25: See amendment 0002 for updated post exhibit. PA6430 is located in New Kensington, PA 15068, which is in Westmoreland County.

Question 26: SOW Section 12.1.2 states, “The Contractor shall provide breaks or meal periods in accordance with the minimum state requirements or applicable Collective Bargaining Agreements (CBA). The Post Exhibit will specify which posts require provision of a relief PSO if the assigned PSO is taking a break or meal period to ensure continuous/uninterrupted coverage. The Contractor must provide a replacement PSO for each employee on an authorized break where the post exhibit specifies relief/continuous coverage. Patrol (rover) PSOs shall not be used to provide relief for PSO on a break or meal period. Supervisors shall not provide relief while working in a supervisory capacity…”.

a. Exhibit 13, Post Exhibit identifies all posts as requiring the provision of a relief PSO if the assigned PSO is taking a break or meal period to ensure continuous coverage.

b. The 3 CBAs all have a similar requirements regarding breaks. “Subject to contract requirements or rules and scheduling needs, employees will receive breaks as available. In addition, employees will be provided with breaks for emergency purposes as reasonably required, subject to government requirements or rules. For the purpose of rest periods and breaks, supervisors and managers may assume any post when a relief officer is not readily available. Any employee who works six (6) or more hours in any one day but does not receive a thirty (30) minute lunch break during that day shall receive an additional $10.00 in wages, which will not be used to calculate overtime.”

Please confirm a dedicated relief PSO is required for relief of every post in Exhibit 13. If not, please identify the posts that are self-relieving.

Answer 26: See amendment 0002 for updated post exhibit. A supervisor may not assume a post for relief while on duty as a supervisor.

Question 27: SOW section 6.4.1 states, “Exhibit 8, Contractor-Provided Training and Exhibit 9- Government Provided Training, contains training information and outlines specific training requirements.” Exhibit 8 is not included in the documents provided with the original solicitation, or Amendment 1. Please provide Exhibit 8.

Answer 27: See amendment 0002 for Exhibit 8

Question 28: SOW Exhibit 10, Section 4 requires the Contractor to equip each security officer on post a method to communicate with FPS. Exhibit 11, Section 2 states the Government will provide radios for each post in Building 9903PA. Will the Government provided communications equipment satisfy the communications requirement for Building 9903PA, or must the Contractor provide a second communications system for this building?

Answer 28: No; this equipment will not satisfy the communications requirement. Government provided equipment for Building 9903PA is for that building’s internal communication between PSOs and agency site physical security staff. Vendor is responsible for ensuring that the PSOs (at this facility) have communications equipment allowing them to communicate with vendor officials and FPS officials (i.e. Mega Center).

Question 29: Will the government please advise offerors which posts require the NWDTP x-ray and non-x-ray screening that we may accurately price the costs associated with this training?

Answer 29: See amendment 0002 for updated post exhibit.

Question 30: What are the average miles traveled weekly for the vehicles specified in the Exhibit?

Answer 30: N/A. Reference Exhibit 10 – Contractor Vehicle Requirement: None

Question 31: Will the government identify on the exhibit, label which buildings require a TS clearance and which ones just suitability?

Answer 31: Reference the post exhibit column N. All PSO require suitability. Additionally, PSO’s at PA0714 require Top Secret Clearance.

Question 32: How much relief is required by post?

Answer 32: Refer to SOW Section 12.1.2 which states, “The Contractor shall provide breaks or meal periods in accordance with the minimum state requirements or applicable Collective Bargaining Agreements (CBA).

Question 33: What weapon is the incumbent workforce carrying?

Answer 33: 9MM

Question 34: Is the incumbent workforce NWDTP qualified to the certifications listed in this solicitation?

Answer 34: No.

Question 35: The government states in the instruction to offerors under page limitations that past performance forms (attachment 3) are excluded from the page count. Are any other past performance materials page count accepted other than the government’s form that is provided in Attachment 3?

Answer 35: Reference solicitation provisions Proposal Submission Requirements “Page Limitation” Excluding the cover page, table of contents, past performance project forms (attachment 3), past performance questionnaires (attachment 4), field level supervision exhibit (attachment 8), and the teaming agreement or teaming narrative, the technical proposal (covering all non-price factors) is limited to twenty (20) pages in at least 11pt. font and 1” margins. Pages in excess of this limitation will not be evaluated. The pages excluded from evaluation will be at the discretion of the Agency.

Question 36: Are internal covers and tabs page counted?

Answer 36: No.

Question 37: Is a compliance matrix, table of contents, table of figures, and list of acronyms page counted?

Answer 37: A compliance matrix relating to compliance with proposal submission is not. A compliance matrix relating to the Management Approach is. Table of contents, Table of Figures and list of acronyms are not counted.

Question 38: How many Trainers can the contractor send to FLETC for NWDTP training paid for as part of this requirement?

Answer 38: There is no maximum amount of trainers the contractor can send to FLETC as part of this requirement. However, it is noted the vendor is responsible for all costs associated with travel to FLETC (e.g. lodging, transportation, meals, etc.).

Question 39: Can the government please specify if the contractor staff has been issued PIV cards?

Answer 39: Incumbent PSO have been issued PIV cards.

Question 40: Will the government please specify if guard mount/gear up-gear down is required?

Answer 40: Guard mount/gear up-gear down is not required.

Question 41: Will the government provide locker rooms/break rooms for gear up-gear down?

Answer 41: No.

Question 42: Will the Government confirm that ESS hours per year are only used in that year and not aggregated to be used whenever necessary throughout the contract?

Answer 42: As identified in the addendum to FAR 52.212-4 paragraph 03 The Schedule of Supplies/Services and Prices (i.e. the Schedule) sets forth the maximum quantity of hours that the Government may order per each stated ordering period.

Question 43: Will the government please specify the transition time period?

Answer 43: Per Statement of Work, Section 2 and the addendum to FAR 52.212-4 paragraph 7, the firm transition requirements shall be 90 days for startup, from the contract award date to the performance start date. PSO’s shall begin standing post 0000 (12:00 a.m.) 2/1/18.

Question 44: Is there anything new (specifically) in the Medical Exam and PAT requirements that differ from current contract requirements?

Answer 44: Yes. The Mental Health portion of the Medical Exam (Reference Exhibit 12, page

3) is new compared to the current contract requirements.

Question 45: Please specify if the Government will be providing the Post Tracking System?

Answer 45: Refer to Question 3 answer of attachment 11 – FAQ. The Post Tracking System will be used in the future as stated in SOW section 9.5.1; it is not an immediate requirement.

Contractor must comply with SOW sections 9.3 and 9.4.

Question 46: Will the Government include on the post exhibit, which posts require 16 hour NWTPD training, 8 hour NWDTP training, or no NWDTP training?

Answer 46: See amendment 0002 for updated post exhibit.

Question 47: Will the government confirm that there are no self-relieving posts on this contract and that all posts will require a separate relief officer for the provision of breaks?

Answer 47: See amendment 0002 for updated post exhibit.

Question 48: Are the incumbent employees currently qualified to the medical requirements as set forth in the RFP, Statement of Work, Section 5.2 Medical and Physical Qualifications? If not, can the government confirm that a new medical will be required for all incumbent personnel prior to commencement of the new contract?

Answer 48: Refer to Question 7 & 8 answer of attachment 11 – FAQ. No, they are not currently qualified to the medical requirements set forth in the RFP as there is a new requirement, which is the Mental Health portion of the Medical Exam (Reference Exhibit 12, page 3) The incumbent force will require new medical certifications.

Question 49: Will the government confirm that the incumbent personnel currently assigned to FBI offices possess a Top-Secret Clearance?

Answer 49: Yes; incumbent personnel currently assigned to PA0714 are required to possess a Top-Secret Clearance.

Question 50: Can the government advise of the make/model of weapons being used on the current contract and if a weapons platform change will be required?

Answer 50: The current make/model is the 9MM; therefore a weapons platform change will not be required.

Question 51: Can the government please note on the post exhibit which CBA is applicable to each post?

Answer 51: No. It is incumbent upon the offeror to apply the applicable CBA for each location.