sf30amend1.pdf

(x)

HSSCCG-08-R-00001

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

CIS

South Burlington VT 05403

70 Kimball Avenue

Department of Homeland Security

USCIS Contracting Office

CIS

South Burlington VT 05403

70 Kimball Avenue

Department of Homeland Security

USCIS Contracting Office

02/28/2008000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/13/2008

CHECK ONE

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Tax ID Number: Not Available

DUNS Number: Not Available

The purpose of this amendment is to revise the SF1449; revise Part I

Description/Specifications; and to answer questions from potential offerors. The revisions are summarized on the contained pages.

Offer due date : 12-MAR-08 1200 ET changed to 13-MAR-08 1200 ET

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Ned R. Ross

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

Amendment 000001 HSSCCG-08-R-00001

The Amendment includes the following:

● Summary of Changes

● Updates to the Solicitation

● Questions from Interested Parties and Answers

Summary of Changes:

SF1449

Block 8 amended to extend the deadline for submitting proposals by one day to

03.13.2008 1200 ET.

Block 21 amended to delete all references to quantities.

Part I, Description/Specifications

PWS Paragraph 5.4

Amended to read as follows:

Workload Assignment FIPS maintains two separate queues for the Routine and Complex cases. Within each queue, cases are assigned and processed on a First In, First Out (FIFO) basis. The successful offeror will be able to direct the “on deck” cases to any employee ready for them.

PWS Paragraph 6.4

Amended to read:

The Government will provide to Contractor personnel, a one time training course on the procedures, standards, automated systems, and documents associated to accomplish the task contained in this PWS. Government instructors will be available to the contractor to answer questions, both informally and formally, during the phase in period mentioned in paragraph 9.0 of the PWS. The Contractor is responsible for follow-on training to contractor personnel not available (i.e. new hires, employees with out EOD’S), in other words, “Train the Trainer.” Additionally, the government will provide training to Contractor personnel on newly acquired equipment, hardware, and software associated with FIPS operations and DHS proprietary systems, as needed. Follow-up training, as needed, will be the contractor’s responsibility.

PWS Paragraph 7.2 amended to read:

USCIS will provide work space with desks and other office furniture for up to 37 contractor employees. There will also be an office provided for Contractor use. The Government will furnish computer resources, telephones, computer terminals, custodial services and equipment maintenance. The Government will provide maintenance and repairs on all government furnished equipment unless the maintenance and repairs are required because of Contractor misuse. The contractor shall be responsible for replacing or repairing any Governmental furnished equipment that is damaged due to negligence or if untrained personnel are allowed to operate equipment.

QUESTIONS FROM POTENTIAL OFFERORS AND ANSWERS

A consolidated list of questions, with like questions grouped together and responses to the questions.

Solicitation Questions

Questions have been grouped based on the subject matter. In some cases it is possible that the questions could have been grouped in two or more subject areas.

Form of the Solicitation/Proposal & Eligibility

Questions

Please modify the solicitation to change the place of performance.

Please provide a copy of the potential bidders list.

Will the Government consider extending the Proposal due date to accommodate answering questions that have been submitted?

Fedbizopps on February 13thdisplayed two documents – Solicitation 01 and Solicitation 02 for this RFP. The two documents appear to be identical. Was one of the documents posted in error?

We have printed both solicitations (01 & 02) and they both appear to be 01. Any assistance you can provide locating the second one would be most appreciated.

Could you clarify what differences exist between Solicitation 1 and Solicitation 2 posted on Fed Biz Opps? We have reviewed both solicitations and can find no differences.

In delivering the hard copy, is there a preference of binding (i.e. 3 ring versus spined)?

Please provide a more definitive timeframe for Oral Presentations to accommodate contractor travel planning purposes.

Do you have a target date for the oral presentations?

There was no mention of a site review. Will USCIS consider scheduling a site review?

And if so, when?

Our team submitted a response to the RFI and received notification that our response met the requirements of the procurement and that we would be permitted to proceed with the submission of proposal once the RFP was released. Are all SDVOSBs eligible to submit a bid, or only those firms that submitted a Statement of Qualifications in response to the pre-solicitation notice? And how will the Statement of Qualifications be considered in the award? If none was submitted does that result in a neutral rating, lower adjectival rating, or disqualification for that contractor?

We could not find any obvious differences between Solicitation 1 and Solicitation 2? Are there any differences?

Does the government wish to see alternative bid scenarios? For example, 1) everybody on the day shift, 2) two shifts daily 3) one shift, with overtime, etc.

Response

This solicitation is a 100% set aside for Service Disabled, Veteran Owned Small Business Concerns. The place of performance is the National Records Center. There is no difference between 01 and 02 other than one was posted as a modification to the original synopsis and the other was posted as a solicitation. FAR clause 52.212-1(e) encourages offerors to submit multiple offers. How offerors propose to make use of the space, equipment and facilities noticed in the solicitations is up to the offerors. Oral presentations are tentatively scheduled to start March 19, 2008 and continue until they are completed. There is no preference for binding type for hardcopy submissions. USCIS issued a Presolicitation notice that announced its intent to use an advisory multi-step process IAW FAR 15.202. All individuals who submitted a Statement of Qualifications in response to the Presolicitation notice received a response that complied with FAR 15.202(b). The Statement of Qualifications presents information that complements the oral presentation. If an offeror submitted a Statement of Qualification, it may be used to provide information in addition to what will be provided in the oral presentation. There will not be an adjectival rating associated with the Statement of Qualifications. Proposal due date will be extended one day. An opportunity for a site review will be provided when offerors are at the NRC for oral presentations. The RFP was posted on the FedBizOps. No “bidders list” exists.

Number of Cases

Is the 3835 figure based upon what people are doing now, or simply an estimate of what you would like done each month in order to catch up?

RFP page 2 Item 0002 mentions that Year 1 of the contract states there are 55,000 Track 2 and 1,000 Track 1 cases to work in year 1. Later the RFP states the monthly goal is 3835 per month. Please explain.

Section 5.1 and 5.5 pg 6 – There are several instances where the total quantity of cases are identified, however they differ. Additionally, number of routine requests (11,500 in the synopsis versus 1,500 in the solicitation) and complex requests (61,000 in the synopsis versus 63,500 in the solicitation – Sec. 5.1, page6). The Section B CLIN 002 requires we submit a price estimate for 55,000 Track 2 (Complex) cases for the 365 day Base Period, however a production goal of 3835 cases per month is specified in Section

5.5. This production goal is assumed to include both Track 1 and 2 cases. However this production goal results in only 46,020 cases per year which is 18,980 cases short of the quantity priced in the Section B CLINs. Please clarify these deltas.

Requesting clarification on the number of routine requests. The synopsis says 11,500.

However, on Page 6, Item 5.1, it states that there are 1,500 routine requests. Which is correct?

Page 5, paragraph 5.1 states in part “The estimated FOIA Workload is 1,500 Routine (Track 1) cases and 63,500 Complex (Track 2) cases.” This differs from the amount estimated in the Pre-solicitation notice, which estimated a much higher volume for Track 1 cases. Will you please confirm that the volume for Track 1 cases?

Answer

This requirement to eliminate the backlog is for a maximum of 65,000 cases. This maximum requirement is firm. The production goal is what USCIS estimated to be a reasonable, minimum, expectation of performance, for total monthly production of cases, routine and complex combined. It is a minimum not maximum threshold. Exceeding this minimum goal is possible, attainable and encouraged. If the successful offeror’s technical proposal establishes a reasonable and practical way to do more, that is acceptable. The numbers for routine and complex cases are estimates. The estimates did change from what was previously announced. The offerors should include in their proposals how and when they intend to handle Track I and Track II cases

Government Furnished Equipment and Supplies

Questions

Does the government provide internet access and email service for all contractor staff members? Specifically, does the government provide, at a minimum, email accounts and internet access to the contractor's management staff working at the government site?

Does the government provide supplies to include printer toner to the contractor?

Page 7, paragraph 7.1 states in part “Automated IT equipment to which the contractor will have access, as needed will include the following: FOIA/PA Information Processing System (FIPS) and Central Index System (CIS)”. Will the contractor be given access to any other systems that you can name specifically?

Response

USCIS will provide internet access and email accounts to the successful offeror’s management personnel on site. Supplies will include toner as required for onsite copying requirements. There are no other systems to which the successful offeror will have access.

Access to Government Systems

Questions

If FIPS is a FOIA processing system why would access to CIS be necessary in order to process FOIA’s?

Answer

Access to CIS will allow the successful offeror to, when necessary, confirm the identity of the subject, confirm the subject’s alien number, and immigration status of the subject.

Security

The solicitation states, “the Contractor will adhere to paragraph 15.0, Security Requirement."

Page 10, Section 14.1 First paragraph makes reference to paragraph 15.0 Security Requirements. However, the Solicitation does not have a 15.0 section.

We assume that the reference should be to paragraph 14.0. Please confirm.

Is the Computer and Telecommunications Security Program Contract Deliverable? When is the Computer and Telecommunications Security Program due?

Can we also assume that the government has already established processes and procedures for the bullet points listed under Item 14.11 (page 14) SECURITY

ASSURANCES?

Can we also assume that the government has already established processes and procedures for the bullet points listed under Item 14.12 (Pages 14 and 15) DATA

SECURITY?

Sections 14.10. 14.11 and 14.12 define requirements associated with systems development, test, accreditation, risk assessment, and security assurance. These appear to be beyond the intended scope of the contract. In addition to processing FOIA requests, will the contractor be expected to also provide services in the areas of systems development, test, accreditation, risk assessment, and security assurance? If so, under which CLIN(s) should this effort be priced? Are Contingency Test Plan Result Reports, Functional Requirements, System Design considered to be contract deliverables?

Paragraph 14.11: Do the computer systems provided by the government to the contractor (see paragraph 7.1) require authentication that meets the DHS standards? Does access to the office automation software on the government provided equipment require a separation authentication?

Paragraph 14.10-11: These paragraphs assume that the contractor will be installing software within the DHS system designed to facilitate the processing of the FOIA requests, to monitor quality and to analyze performance of contractor personnel. Will there be dedicated USCIS IT staff to assist the contractor with the necessary installation and testing?

Page 13, paragraph 14.10 states in part “The contractor shall assist the appropriate USCIS ISSO with the development and completion of all SDLC activities and deliverables contained in the SDLC.” Does this apply to this contract? And if so, will the contractor be required to bid a labor category for this type of work?

Paragraph 14.6: May the Corporate Security Officer function for multiple contracts or must the individual be exclusively assigned to this contract?

Paragraph 14.8: Does the security plan need to be presented to the COTR prior to the notice to proceed?

.What is the level of security required – low risk, medium risk, etc.?

Reference 14.7 – 14.12, Computer and Telecommunications Security Requirements.

Question: Beyond adherence to the DHS and USCIS established Information Security Program; is the contractor responsible for development of programs as part of the requirements of the statement of work?

Must three years be consecutive within the five years?

Is the Corporate Security officer required or expected to be on-site with the customer and employees at all times?

Page 10, Section 14.1 First paragraph. Does the contracting company (not the contractor’s employees) need to demonstrate that is has access to sensitive but unclassified information. If so how does the contracting company go about acquiring this status?

Page 10, Section 14.3, Background Investigations. In general, how long does it take to secure background investigations? Is there a cost to the contracting company to obtain Background Investigations for its employees working at this location? If so can you identify that unit cost?

Page 12, Section 14.8, First Paragraph. This paragraph states that the contractor develop and maintain a comprehensive Computer and Telecommunications Security Program. Is this a requirement that must be met prior to award? Where can we locate a copy of DHS Management Directive 4300 IT Systems Security Pub Volume 1 part A and Part B? Will someone in the USCIS IT Security Office assist in this process? If not is there someone else that can/will assist in helping the successful contractor meet this requirement?

Normally, the job categories described on page 47, Attachment 1, STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES, do not include the IT skills required to develop the security systems described on pages 13, 14 and 15. Can we assume that the government has already established processes and procedures for the bullet points listed under Item 14.10 (pages 13 and 14) IT SECURITY IN THE SYSTEMS DEVELOPMENT LIFE CYCLE? Or, does the government desire that the winning contracting company establish new processes and procedures to satisfy these requirements?

Paragraph 13.0: Do the user guides and handbooks that will be made available at contract award contain the current SOP’s used by USCIS FOIA staff?

Answer

The reference in paragraph 14.1 of the PWS to paragraph 15.0 will be amended to paragraph 14.0. T-2 systems access is required. The successful offeror’s employees will have access to sensitive but unclassified information. The successful offeror will have to provide a copy of its security plan prior to receiving the notice to proceed. The PWS lists multiple references that will be made available to the successful offeror after award.

Included in those will be the references necessary for the successful offeror to meet established DHS security requirements. And the FOIA Processing Guide contains the procedures used by the USCIS FOIA staff. The Corporate Security Officer need not be onsite all the time and may handle multiple contracts. The successful offeror’s employees will not be installing any software on any government computers, nor will they be developing any programs or software. The office automation software requires a separate authentication. There are established processes for the bullet points in paragraph 14.10, 14.11 and 14.12 of the PWS.

Entry On Duty (EOD)

Is there a limit to the number of part-time or temporary employees on the contract, as long as they all complete the required background investigation?

Should we have such a candidate who has not resided in the U.S., but meets the other requirements, is there a consideration process and if so, what is that process?

If an employee holds a security clearance issued by another agency, they would still be required to complete the DHS investigation, correct?

If an employee holds a security clearance issued by another agency, would that be considered in the DHS process as a possible method of reducing the time required for the DHS-specific investigations?

Paragraph 14.3: Are the costs of the background checks assumed by the government?

Paragraph 14.3: What is the average length of time (calendar days) from the submission of the complete security package to the issuance of a favorable EOD? A completed investigation?

How long does it take for USCIS to process and make Entry on Duty (EOD) suitability determinations?

Does the Govt plan to hold up implemetation on the contract for 30 days while OSI does background checks?

Page 8, section 7.3. First Paragraph. Question. How long does it take to get EOD status?

Does it cost the Contractor anything to get? Will you assist the successful contractor in initially securing EOD status for the contract employees?

Response

The Notice to Proceed will not be issued until the successful offeror indicated to USCIS that they sufficient cleared personnel to proceed. The successful offeror is required to submit to OSI through the COTR properly completed packages as specified in paragraph

14.3 of the PWS. There is no cost to the successful offeror for the processing of the packets. The EOD checks will average in the 30-60 day time frame and the cost is born by USCIS. Offeror employees will be subject to clearance by USCIS even if they hold, or have held clearances issued through other agencies. The residency requirement covers the five years preceding the entry on duty and the three years need to be consecutive. The residency requirement is not waiveable. While there is no limit on the number of part-time or temporary employees the offeror can use, the offeror is limited by the space available, the time delay necessary to clear employees, and the impact on contract performance by having train transitory employees. There is also an adverse impact on USCIS for the cost of excessive background checks.

FOIA/PA Processing

Paragraph 7.1: Does the FIPS have built-in redaction support software? If not, is such software added to the 36 work stations?

Paragraph 7.1: Does the FIPS system automatically associate the appropriate A-file with the request and pull the related documents from the Central Record Index or is there a separate search step required?

Paragraph 7.1: Are all documents in digital form? The FY 2006 Department of Homeland Security FOIA Report notes at page 20 that USCIS and ICE shared some 55 hard copy files. Have all those filed been digitized? Have the processing delays noted at page 20-21 of that report been eliminated?

Paragraph 5.2: In an average track 1 request, how many of the estimated 60 pages will require some form of redaction? In an average track 2 request, how many of the estimated 168 pages will require some form of redaction?

Paragraph 4.0 of the Performance Work Statement says that “the Government will provide the contractor with specific guidance, through the identification of Acceptable Quality Levels (AQLs) in the Performance Requirements Summary, on the priority and timeframes with which the contractor shall direct and manage its resources to accomplish these tasks.” Also in the Performance Work Statement, paragraph 5.6, in part, says “Casework shall be rejected and returned to the Contractor for correction, as needed, to conform to the FOIA/PA, appropriate FOIA/PA processing guidelines, and Executive Orders.” It appears that the processing guidelines referred to have not been provided with the RFP. FAR Subpart 37.602 (b) (2) is very clear when it says that “Agencies shall, to the maximum extent practicable (2) Enable assessment of work performance against measurable performance standards.” Please provide a copy of the document that contains the processing guidelines. The Government’s provision of these guidelines will greatly assist the contractor in developing our productivity assessment, our cost and in our assessing risk of performance.

What is the average aging of the FOIA Requests that are backlogged?

Are the FOIA requested documents already redacted? If not, what is the % of the documents to be redacted versus already redacted?

Have the backlogged FOIA Requests already been stamped as received and logged into the system?

Is the Vendor to use the existing FOIA Request Fulfillment Management System within Lee’s Summit, Missouri operations? If so, Are we replacing the current operation staff?

Are we establishing a second shift operation?

Will we be able to work overtime?

How many workstations are available at the Lee Summit Facility?

Is the Vendor able to perform all or some of the services off site from the Lee’s Summit Facility, if a capability was provided to provide proper interface, under a secured environment?

What are your current operation’s staffing positions and the number of staff for each position?

For incomplete FOIA Requests, we are assuming that our CSRs will be contacting the Requestor for additional information to complete the Request to proper format and information. How many Incomplete FOIA requests are there, annually or percentage wise?

Are the FOIA Requests for all departments within DHS? If so, are the rules of the management of FOIAs for each department significantly different?

Who (Components/agencies) determines each FOIA request for viability and responsibility?

Does every request need an estimate of fees and d0 all FOIA Requests require an estimate and contact to the Submitter informing the estimate fees? Are the requested documents sent out prior to receiving the fees?

Does the FOIA Request Management System track the incoming requests and subsequent actions taken (including the receipt of fee payments)?

For improper request is submitted do we still attempt to contact the Requestor for proper information and data request? How many Improper FOIA Requests are there per year or percentage wise?

Will we still be required to submit the Improper FOIA Request into the system, as at least being received but not properly requested?

Will we have to determine if the Request can be fulfilled – has it already been determined within FITS that the Request can be fulfilled?

Are there any requests that require expedited service?

Will there be any Requests that are exempted?

Will determination of fees per Request be required?

What extent of redacting will be required per Request?

Will there be any requests that require MDR or similar classification review?

What is the percentage of Requests that require other components (agencies) to respond to?

Section 5.0, Paragraph 1, Page 6: Do any cases that will be assigned to the contractor still have pending actions other than that listed in the solicitation, i.e. all initial FOIA requests received, reviewed, approved &/or additional information requested, (if any additional information was requested, it was received); the file/data that was requested has been retrieved/received and scanned into FIPS. If yes, how will the time required by others to clear pending actions be credited towards the contractor’s document completion time?

Page 5, paragraph 1.2 states in part “the work consists of accessing pre-scanned images of the records containing the information requested in the FOIA/PA requests.” Does this mean that all of the requests have been scanned? And if not, will the contractor be required to scan any requests or files into FIPS?

Page 5, paragraph 4.1 states in part “The contractor shall perform all functions relating to reviewing the requests for content and consent in FIPS, to include verifying the requester information, the type of request, and ensuring the correct file was scanned”. In the event that the file scanned into FIPS is the incorrect file, will the contractor be required to search for and retrieve the correct file? If so, will access be granted to the system used to initiate the request?

Paragraph 1.2: Are the “pre-scanned” documents within the system maintained as images only or are they stored in a machine readable form (e.g PDF)?

Paragraph 1.2: Are all “pre-scanned” documents assigned unique document numbers by the system?

Paragraph 1.2: Are all “pre-scanned” documents associated with an A-number? If not, what other keys are used to located related documents?

Paragraph 5.2: What fraction of the requests in the backlog are first party requests? What fraction are third party requests? Is there a difference in the processing time between first and third party cases?

Answer

The requests have been received into the FIPS system. While they are supposed to be complete when submitted, only a review will reveal whether or not they are complete.

FIPS has redaction software. While it does not automatically associate the appropriate A-file with the request, the file is complete and there are no related documents to pull in. It does not have a tool that automatically recognizes exceptions. The vendor may need to contact the requestor to clarify a request. The request of additional information as to consent or information to locate records should be taken care of before the case is placed into FIPS. Each case or request in the backlog contains the documents relevant to the file. There are separate queues for Routine (Track I) and Complex (TRACK II) cases.

Within each queue, the cases are handled on a First In First Out (FIFO) basis. The successful offeror will be able to assign the “on deck” cases to their employees as they see fit. The cases in the backlog have not been acted on. They have been scanned into the system as images. The successful offeror is not required to scan any documents in to the files assigned by FIPS. How old the various requests are is not material. Processing time estimates are based on historical data and how long it takes USCIS employees to process cases. Approval time is not included in the estimates. Case redactions will vary from case to case. Track I cases may have very few redactions since they are smaller cases and many are for requests for specific documents. If the file is an incorrect file, it will be referred to USCIS for resolution. Track II cases may have more pages to be redacted simply because they contain more pages. The requests are limited to USCIS. It is possible that as many as 30-40% of the cases may contain documents from other agencies that must be referred to those agencies. The processing employee will need to identify those documents to the USCIS approver who will make the determination on referral of the documents to the other agency. Approval and closure of the case does not depend on the response of the other agency. As all cases receive the same processing, the numbers of first party and the number of third party requests is not material. However, first party requests may need less redactions. As the cases have not been reviewed, the number of requests that may be incomplete is not known. They are supposed to be complete when they are placed in the queue by FIPS. The successful offeror has to use FIPS and work must be done in the NRC. FIPS tracks cases and can provide information on performance. Based on input from the successful offerors employees, USCIS will determine whether request meet statutory requirement and what appropriate fees are. As noted in the PWS, the successful offeror will be expected to process responsive requests.

Per the PWS, the successful offeror may need to draft letters or other documents for USCIS signature to clarify requests. The successful offerors involvement with each case ends when it has been reviewed and approved by the government The fact that a request in FIPS means that it has been received and is in the system. The number of USCIS positions is not material as the federal employees will not be working the backlog that is the subject of this solicitation. None of the requests will require Mandatory Declassification Review (MDR) or similar classification review

Technical Evaluation/Oral Presentation

Questions

Please clarify 52.212-1 5) General Proposal Preparation Instructions. Specifically:

Technical Proposal shall not exceed 40 slides in length, excluding the Statement of Qualifications provided in response to the Presolicitation Notice;

The preparation instructions state 40 pages single space, 1” margins, in MSWORD, etc.

The above statement indicates that we are to provide slides only. Was it the government’s intent that a separate package of not more than 40 slides in PowerPoint be made and delivered for the oral presentation IN ADDITION to the 40 page MSWORD technical proposal?

Past Performance 10 Pages Max. Are these 10 pages above the 40 page count for the MSWORD technical volume?

Does the government require a separate CD for the slide presentation? Does the government require separate hardcopy of the slide presentation?

The solicitation states, “The briefing slides should highlight information in the briefing, not provide a complete written response to the RFP.” Clarify whether the briefing slides presented during the oral presentation are the same briefing slides submitted as part of the proposal, or whether the contractor may prepare detailed slides for the proposal and higher-level slides for the orals.

Because some of the oral presentation deals with corporate capabilities, is it permissible for the contractor (and subcontractors) to have management personnel who will have overall program management responsibility for delivery of these services take part in the oral presentation? Our intent would be to use these individuals strictly to present corporate capabilities, while relying on full-time project team members to discuss our detailed approach to meeting PWS requirements.

Within the limit of five contractor personnel attending the oral presentation, would the government allow non-key contractor personnel to attend if they have no speaking role whatsoever?

The RFP notes that the briefing slides should highlight information on the briefing, “not provide a complete written response to the RFP.” Does the Government expect the Technical Proposal slides and the Oral Presentation briefing slides to be the same, or does the Government expect the Oral Presentation briefing slides to be a summary of the Technical Proposal slides?

The Offeror’s presentation team is limited to five individuals, who shall be identified as Key Personnel. Other than the Project Manager, are there specific positions that are to be included as Key Personnel or is that to be left to the discretion of the contractor? Is there a location specific requirement for Key Personnel?

Page 39, part 5, first bullet states the following: “Proposals must be submitted using Microsoft Office 2000 including Word (.DOC), Excel (.XLS), and PowerPoint (PPT or PPS). Disable all macros on all files.” Question: Should this state that the proposals must be compatible with Microsoft Office 2000? Microsoft file extensions labeled as .doc, .xls, .ppt and .pps are described by Microsoft as Office 97-2003 compatible files. Will you also consider accepting Adobe PDF files for submissions?

Please clarify the difference between the technical proposal and the presentation. In the proposal organization and page limits, the page limit for volume I is “technical proposal shall not exceed 40 slides in length…” (p 40); however under oral presentation limits (starting on p 41) the third bullet (which is near the top of page 42) states “The briefing slides should highlight information in the briefing, not provide a complete written response to the RFP”. Is the response to the solicitation one technical proposal, and one set of briefing slides?

Response

Please refer to the Addendum to 52.212-1, Instructions to Offerors – Commercial Items, paragraphs 3 and 5, pages 38-43 of the solicitation. Proposals must be submitted in Microsoft Office 2000. As a limited exception, Adobe PDF files may be used.

Proposal submissions are a combination of hardcopy documents, electronic copies and oral presentations. Hardcopies and electronic copies must be submitted in accordance with the limitations in Block 8 of the SF 1449. There is no page limit on the Business

Proposal but you are limited to a maximum of forty slides to orally present the Technical Proposal. There is also a limit of ten pages for the information you submit on Past Performance. For Volume I, the Technical Proposal, consisting of up to 40 slides, and Past Performance consisting of up to ten pages, you must submit an original and five copies and one electronic copy on a CD. The slides you submit will be the slides you use for the oral presentation. For Volume II you must submit an original and two copies and one electronic copy on a CD. You are limited to five personnel with which to make your presentation. Subject to the limitations of the solicitation, how you select to designate Key Personnel to make the presentation is your call. Non key Personnel will not be allowed to attend the presentation.

Service Contract Act

Questions

Since the government is already performing the functions required by the RFP, and in order not to create a disparity in compensation between folks doing the same work, what Service Contract Act wage determination categories would correlate to the work currently being accomplished by government employees?

Does the government require contractor employees to wear uniforms while on government site and performing the duties required to fulfill this requirement?

Attachment 1, lists a set of employee classes. This inclusion brings to question the expected/implied skill set(s) which might be required to support the activity. This implies that legal knowledge base is paramount and critical to the performance of this effort. If that is the case, the impact on staffing requirements changes drastically.

Can/will the government provide/clarify expected labor categories/skill sets/qualifications associated with this effort?

It’s unclear what the ratio between Paralegal Specialist types vs. FOIA/PA Assistants types should be. Can you provide additional information that will help us better understand what this ratio should be?

STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES, identifies Paralegal Specialists, Supervisory Paralegal Specialists and PA Assistants as the expected classes of service employees to be employed under this contract. Are these the suggested job categories?

Page 44 of the solicitation states in part “The Service Contract Act (SCA) will apply to the contract awarded pursuant to this RFP.” Then in Attachment 1 on page 47 it is stated “This Statement is for Information Only: It is not a Wage Determination”. Please clarify.

Do not understand the pricing of various positions listed with appropriate hourly wage included. Are these suggested hourly wages and the fringe of 36.45% a suggested or required hourly wage for workers? In other words, the hourly rate of $19.41 + the 36.45% equals $26.48. Is $26.48 a suggested or required hourly rate for employees in that category?

Response

Please refer to FAR Subpart 22.10 which provides information on the Service Contract Act (SCA) requirements. Your attention is invited to FAR 22.1002-1 and 22.1002-2.

FAR 22.1006(b) requires that FAR clause 52.222-42 be in the solicitation. This clause provides information on what employee class, and the wage rate and fringe benefits USCIS would pay federal employees. It is up to offerors to determine and propose what occupation codes/categories they need to accomplish the requirement presented -- the elimination of the existing backlog. There is no implication that the employee classes used by USCIS are the only employee class that can be used. Likewise it is up to the offerors to propose the number of supervisors needed. Attachment 2, pages 48-57 of the solicitation is a wage determination. Employees are not required to wear uniforms but must wear issued ID badges.

The Backlog

How fast is the backlog currently growing? Track 1 requests? Track 2 requests?

Have the average processing times for a Routine (Track 1) case - 45 minutes - and Complex (Track 2) case – 120 minutes - resulted in the 65,000 case backlog?

If the answer to the above question is “yes”, it would then be logical that additional backlog will result from the contractor’s staffing as a result of using these metrics.

Would this be a correct assumption?

The monthly production goal of 3,835 cases reviewed and approved (per paragraph 5.5 of the PWS) would indicate an approximate 17 month period of performance for the existing 65,000 case backlog. Assuming this monthly production goal is met by the contractor, does the Government anticipate the accumulation of additional backlog from its own efforts during the contractor’s period of performance?

We understand that the quantities listed for Routine Cases and Complex Cases are estimates. However, in order to determine how many personnel we need to staff throughout the contract, can the government provide additional information about the timing of the backlog? Will the full backlog exist at Base Year contract initiation, or will it vary from month to month? Will new backlog cases be added during the period of performance?

Answers

Offerors need to understand that the requirement is to eliminate an existing backlog of up to 65,000 cases. That number will not be exceeded. The backlog will exist on day one of the contract. The cause of the backlog is not material to the requirement. No additional backlog cases will be added to the maximum of 65, 000.

The National Records Center

Paragraph 7.2: Are separate training rooms available for staff training on site? If so, are the rooms equipped with work stations to facilitate training on the actual system?

Does the FOIA unit have contractor support now? If so, what functions are they performing? If so, who are the contractors?

Will the NRC classroom be available to the contractor for doing training of new hires after the government-performed start-up training?

Will the staff of the selected Contractor be required to interact with the current NRC Contractor staff?

Who (Government staff or contractor) is currently performing the FOIA request work at the NRC?

The solicitation states, “The Contractor shall develop Standard Operating Procedures (SOPs), as needed, to document their processes and provide reference information to their employees.”

In order for us to determine the level of effort required to create SOPs, does the government have an SOP available that the contractor can use as a starting point, or should the contractor assume that the SOP must be created from scratch?

Is the workspace provided by the Government for 36 Contractor employees contiguous, or will it be necessary for contractor employees to be separated into different locations within the facility? If so, please provide the number of employees that can be accommodated in each location.

Is there an incumbent to this RFP? If so, who is the incumbent?

Reference Part I, Description Specifications – Performance Work Statement, Section 7.2, Government Furnished Equipment (page 8) states “USCIS will provide workspace with desks and other office furniture for up to 36 contractor employees” and Section 11.0, Can the contractor assume a maximum of up to 36 people can occupy the same workspace for each of two eight-hour shifts?

It is noted that the majority of FOIA requests are processed using the FOIA Information Processing System (FIPS). Do any contractors currently have access to and use, i.e., have experience using this system? If yes, are they eligible to bid on this work? If contractors do have access, how will they be rated versus a contractor that does not have access, in that training is to be provided upon award to the successful bidder?

Is any of the work described in Part I, Description Specifications – Performance Work Statement (pages 5-17), currently being performed by a Contractor? If so, who is the incumbent Contractor?

Is this a totally new requirement?

If not, is there an incumbent contractor performing this work currently?

Are there government employees currently performing the work?

Often, it is an added incentive to perform outstanding work if the individual contractor has an opportunity to eventually work directly for our clients. And, we do understand that we can never prohibit any of our employees from making application for a federal job. But, would there be any real opportunity for any of these contractors to become government employees after the contract ends?

Because the workflow depends heavily upon the government computers (FIPS), we would like to know if there has been down time due to computer failure in the past two years?

Has the government experienced down time due to increment weather in the past two years?

Answers

This is a new requirement. There is no incumbent contractor. Training rooms are available on site but are not exclusively for the successful offerors use. They must be scheduled. For more on training see the heading on training. USCIS employees are working on FOIA/PA requests but these 65,000 cases are a separate, segregable requirement. USCIS expects there will be interaction between the successful offeror’s employees and USCIS employees working at the NRC. Examples include, but are not limited to, the case approval process, required training, and the issuance of ID badges.

As noted in Part 13.0 of the PWS, there are multiple references that will be made available to the successful offeror that the successful offeror can use to create a Standard Operating Procedure ( SOP.) As noted in paragraph 7.2 of the PWS, there is contiguous space, with the necessary office furniture and equipment to accommodate up to 37 of the successful offerors employees at one time, plus one office. It is up to the offeror to propose how to use this space and equipment during the hours of operation noted in paragraph 11.0 of the PWS. USCIS cannot prohibit the successful offeror’s employees or any other individuals from applying for jobs. There has not been any significant down time at the NRC due to either computer failure or inclement weather.

Training

Page 13, 14.9 IT SYSTEMS SECURITY. How long does it take to complete the “Computer Security Awareness Training?”

Does the one-time training include a FOIA/PA overview from the standpoint of how CIS processes FOIA’s (FOIA training as opposed to FIPS training)?

Does the one-time training include a hands-on training opportunity on the FIPS software?

NFTS is not listed as another system to which the contractors will need access in order to perform their job. Will access to NFTS be provided? Will training on NFTS be provided?

Please provide the length (or estimated length) of the government-provided training on procedures, standards, automated systems, documents, and USCIS-proprietary systems associated with the PWS tasks. This information is required in order for us to understand how many hours our personnel will have available for FOIA processing activities so that we can determine the required staffing level.

The link provided for CSAT is not accessible. Please provide the length of time required to complete CSAT training so that we can add it to our staffing model.

Is training to be held only at the contract initiation or should the trainer be available for additional training throughout the life of the contract, e.g. new employees?

What is the length of training the GOVT furnishes? Is it video, lecture, or at a PC?

Would the Contractor be allowed to video the GOVT training session for future use?

Will the GOVT trainer be available for follow on discussion/questions after the formal training? If so, how many GOVT trainers would be available to the Contractor at the start of the contract for the first few days/weeks?

Will this one-time training course provide enough training to satisfy the requirements of The Program Management Sub-factor (Page 40, Part 1) asking that the offerors demonstrate proficiency in processing FOIA requests? How long is this training course?

Our experience placing attorneys, paralegals and legal assistants in the Kansas City market tells us that, although trained paralegals, etc. are in adequate supply, paralegals with FOIA experience are not. Is there any additional training, outside of the government training mentioned in the solicitation that would be required to perform the stated work?

Or, could any paralegal perform these duties once they have received the government provided training identified in the solicitation on Page 8, 7.3 Government Furnished Training?

We understand that the government will provide only the initial “training of the trainers” and that the contracting company would be responsible for training additional staff. Does the contract have to be fully staffed and trained before anyone can start working? Or can we have people begin working as soon as they are identified, trained and processed for clearances, with the understanding that the entire staff be proficient within the 90 day phase in period as stated on Page 8, 9.0 Period of Performance?

Answers

The USCIS furnished training if referenced in paragraph 7.3 of the PWS. The training will follow classroom/Hands on format using FIPS and “live” cases. The training will be held once the successful offeror has notified USCIS that it is ready to proceed and a Notice to Proceed order has been issued. The training will be on USCIS systems (FIPS & CIS), procedures, standards, automated systems and documents associated with accomplishing the task noted in paragraph 2.0 of the PWS. The training will not provide competency in, and understanding of FOIA/PA issues. The successful offerors employees need to have a working knowledge of FOIA/PA. Once the training has been accomplished, the successful offeror is required to conduct all follow-on training.

USCIS instructors will be available informally and formally to answer questions during the 90 day phase in period. Video and audio recording of the training is not authorized.

The length of time needed to complete CSAT is 1-2 hours. Access to the CSAT training will be provided to the successful offeror. There will be no access to or use of NFTS.

There is no implication that this work had to be done by paralegals. See the questions and answers on the Service Contract Act.

Specific Taskings

Questions

If the contractor processor finds that functions outside of redacting and writing…