PWS Anwers from RFI_Summary PWS Revs.doc

ASC RFI: Consolidated Questions

Equipment

1. Who owns and maintains the biometric equipment? If it is contractor provided, would the government provide the specifications for this equipment with the RFP?

Response: Biometric equipment is procured and owned by the government. The fingerprint scanners are supplied by L1 Identity Solutions. The scanner is the TP4100 scanner. There are three configurations, a stand alone cabinet model; a desktop model; and a laptop mobile unit. L1 Identity Solutions maintains the equipment.

2. What computers (if any) are government furnished?

Response: Government provides all necessary computers and Information Technology (IT) equipment required for biometric capture and process which includes desktop for site supervisor, scanner and biometric machines. All IT equipment on site is furnished by the Application Support Division (ASD) and is the only IT equipment authorized.

3. For Task 4.6.2 Facilities Management, who provides the x-ray equipment and magnometers, the government or the contractor?

Response: The government may provide and/or the contractor may provide and be reimbursed by the government.

4. Per page C-5 of the RFI, biometrics capture equipment and computer equipment are either GFEs or contractor-purchased and then become government owned (per 4.6.3). There is no mention of maintenance support in the whole document except for one phrase in the invoicing section 13.18(2), under Other Direct Costs) but only in the facilities sub-section, not the equipment sub-section. Will the Government please expand and clarify maintenance requirements and responsibilities?

Response: Maintenance support of biometric machines are provided under a separate contract. (Also see #5 below.).

5. With regard to GFE and contractor-purchased equipment, what is the failure rate of key pieces of equipment (e.g. biometrics capture equipment) and the amount of redundant equipment available/allowed to be direct billed to the Government to guarantee no interruption in service?

Response: The failure rate is very low for the biometric capture equipment. The meantime between failure is over 5,000 hours. The contractor that supplies the equipment is required to maintain an operational percentage of 95 percent. They are required to respond to reports of equipment problems within 24 hours of receiving notice from the DHS helpdesk. Sites have sufficient equipment that exceeds current workloads so if a fingerprint workstation does go down there are other workstations that can be used to meet the workload. In addition there are manual ink stations at each ASC that can be used in the event of failure of the electronic workstations. The amount of redundant equipment fluctuates based on workloads. The contractor can only purchase items after approval of the COTR.

6. What procedures apply if equipment breaks down and the contractor cannot maintain production although the staff is available and ready to work?

Response: No deductions will be taken when the equipment is not operational. Also see response to #5 above.

7. Please specify the manufacturer/model of the biometric capture equipment.

Response: The fingerprint scanners are supplied by L1 Identity Solutions. The scanner is the TP4100 scanner. There are three configurations, a stand alone cabinet model; a desktop model; and a laptop mobile unit.

8. Prior to the RFP release, will the government provide a field site demonstration of the current processes, procedures, and equipment?

Response: The government plans to provide this information at the pre-proposal conference. The pre-proposal conference is scheduled for approximately one week after RFP release.

Key Personnel

9. Will Key people with USCIS experience be scored higher in the evaluation if they possess USCIS experience? If USCIS is scored higher, it gives a clear advantage to the incumbent.

Response: Key personnel proposed will be evaluated based on the education and qualification requirements in the PWS.

10. What cities will the Regional HQs be located (we assume Burlington, Miami, Dallas and Laguna Niguel)? Do all key people have to be located in the Regional HQ location or can some of the Key Personnel (i.e., the PM, the Facilities Manager) be located within the Washington DC area (collocated with the company’s Headquarters) to provide USCIS potential economies through shared services?

Response: The regional Headquarters (HQ) listed in the question are correct, except for the Southeast Region, which is located in Orlando, FL. Key personnel are not required to be located at the Regional HQ. Each Offeror should propose a staffing plan that efficiently places key personnel.

11. With respect to the language “Staffing numbers include ASC operational staff only, no program management personnel” on page C-4 of the RFI, will the Government please clarify whether the “program management personnel” refers to contractor staff or both contractor and Government?

Response: Staffing numbers listed are for contractor staff only.

12. The Corporate Program Manager is not specifically named as key personnel in 5.1, but is listed as key personnel in 5.2. Will the Government please clarify?

Response: The Corporate Program Manager is considered a key personnel position.

13. Will the Corporate Project Manager be a directly billable position?

Response: The Corporate Project Manager costs are included in the firm fixed price baseline Contract Line Item Number (CLIN) and Fixed Unit Price per applicant CLINs.

14. With respect to Section 7, can the Corporate Project Manager be located outside of the awarded Region, as long as the On-Site Project Manager is located in the Region?

Response: Each Offeror should propose a staffing plan that efficiently places their management staff.

15. The key personnel section of the Performance Work statement lists several of the Program Management positions as full-time. Since the program is fixed price, could the government allow the vendor to determine the appropriate level of support by key position as part of the contractor’s overall solution?

Response: Those positions stated as full time positions are specifically required to be full time positions.

Personnel/Staffing

16. If there are unions, what information can you provide? In order to provide a successful bid, offerors will need Collective Bargaining Agreement, union type and local affiliation, and how many sites are involved. If so, please provide a copy by location of labor categories and pay rates for affected positions.

Response: There are two Collective Bargaining Agreements (CBA) for the ASC contract. A copy of the CBAs will be provided with the solicitation when they are available.

Local 804 – Delivery and Warehouse Employees

International Brotherhood of Teamsters

34-21 Review Avenue

Long Island City, NY 11101

718-786-5700 Service Employees International Union, Local 1

111 East Wacker Drive, 25th Floor

Chicago, IL 60601-4205

17. In the table on page C-3, the number of benefits processed at the ASCs in 2010 went up by nearly 900,000 yet the staffing for that fiscal year went down significantly. Can USCIS share what factors influenced a reduction in staffing with an increase in applicants – technology improvements as an example?

Response: For the last couple of years fingerprint activity has remained relatively constant. In fact the number of fingerprint transactions actually declined. The contractor was forced to reduce their staff and convert many positions from full time to part time and on-call positions. By using their part time and on-call staff they were able to continue processing even with the increase in the number of transactions.

Prior years required the contractor to provide larger numbers than 2010, the numbers went down and then back up in 2010. With these changes the contractor was forced to reduce their staff and convert many positions from full time to part time and on-call positions. By using their part time and on-call staff they were able to continue processing even with the increase in the number of transactions.

18. Are there bonding requirements for the security personnel or the guards?

Response: There are no bonding requirements for security personnel or guards. The requirement for armed guards is not required at this time but is included in the Performance Work Statement (PWS) in the event they are needed in the future.

19. Page C-16, #5-Contractor training: Contractors can’t perform work until trained, do we train at our expense or can that be billed subsequent to successful completion? If we have to hire armed guards, do we have to qualify them in firearms proficiency ourselves? Section 6, page C-22 shows the training required before entering onto the contract. Could be upwards of two days. How much of the curriculum and of what duration is the government provided training material?

Response: Contractor training is at contractor expense. The contractor is responsible for all training and qualifications. Government furnished training material is for biometric equipment and the Standard Operating Procedures (SOPs). Training is on-going and mostly “on the job” training. Armed guards are not currently required.

20. Will the Government provide current or typical staffing levels for each site?

Response: The Government will provide volume levels rather than staffing levels but numbers are based on the current contract at a snapshot in time and the current mission.

Service Contract Act

21. Will the procurement incorporate the Service Contract Act?

Response: Yes, the procurement incorporates the Service Contract Act.

22. Are the Biometrics Technician and Armed Guard positions subject to the Service Contract Act?

Response: The biometrics technicians are currently subject to the service contract act. Both unarmed guards and armed guards (when and if required) are currently covered by the service contract act.

23. Are any contractor employees covered under the Service Contract Act? If so, please identify those covered by position and location for the affected positions.

Response: Service contract act positions are determined by the contractor and not specified by the Government.

Security/Clearance

24. Section 4.6.2 (regarding security) requires that the contractor provide alarmed security services (e.g. alarm, CCTV, peepholes, panic buttons, etc.). It is not clear if these are all direct costs that are reimbursed and whether there is a particular specification that must be followed (only that it be approved by the ASD program manager). Will the Government please clarify?

Response: Security equipment is cost reimbursable, but must first be approved by the Contracting Officer’s Technical Representative (COTR).

25. A question-oriented comment inquiring as to the rationale for requiring T-1 clearance for armed guards, but only T-2 clearance for personnel with daily access to PII.

Response: All employees are required to have T-2 suitability determinations. Armed guards are not currently required.

26. Question Regarding T-1 vs. T-2 Clearance for Select Personnel. The current PWS requires that armed guards possess a T-1 security clearance determination. Other personnel require a T-2 security clearance determination. We are wondering the rationale for more stringent clearance requirements for armed guards, who do not handle PII, vs. other employees that will manage PII and applications on a daily basis. Is this requirement reversed? Or does it simply reflect current DHS directives and requirements for armed guards?

Response: All employees are required to have T-2 suitability determinations. Armed guards are not currently required.

Incumbent

27. Does the incumbent have a backlog? If so, please provide further details.

Response: No.

28. Is the incumbent vendor responsible to deliver a transition plan, and will the government provide that plan as an attachment to the PWS?

Response: The incumbent will be required to provide a phase-out plan as part of their current contract requirement. This will not be provided as a part of the solicitation. Phase-out, if applicable will be in accordance with FAR 52.237-3 Continuity of Services which outlines the phase-out and phase-in requirements.

29. Is there an incumbent contractor currently providing these services?

Response: Northrop Grumman Enterprise Management Services Corporation (EMSC) is the incumbent contractor.

30. If there is an incumbent contractor, can the Government please provide the contractor name, contract number, and contract value?

Response: The incumbent contractor is Northrop Grumman EMSC. The contract number is HSSCCG-08-D-00004. The current contract value is approximately $342M.

Biometrics Capture

31. Section 4.1 (Biometrics Capture). What information is contained within the scheduling notice and applicant worksheet?

Response: The scheduling notice contains information on the applicant and the type of appointment they are scheduled for. Applicant information is encapsulated within a 2D barcode which is scanned by the fingerprint technician to pre-populate the data entry screens on the workstation. The applicant worksheet is used to capture information about the applicant that is used to complete the ‘Masthead’ data. The Application Information Worksheet (AIW) is used to capture information such as name, address, applicant form type, height, weight, sex, race, eye color, hair color, country of citizenship, place of birth.

32. Section 4.1. What percentage of the biometric transactions are ink based versus electronic?

Response: Less than three percent of our biometric transactions captured at the ASC’s are ink prints.

33. Section 4.1. If a contractor has the capability to perform ink to electronic conversion, would USCIS consider awarding that conversion work in addition to the tasks defined within the PWS?

Response: No, OIT will not allow the contractor to attach non-government IT equipment to government IT equipment.

34. Section 4.1. Do the biometrics or demographics which are captured vary depending on applicant type/benefit? If so, can you please provide a mapping of the items required to be collected for each applicant type/benefit?

Response: Yes, the demographics vary, but the process to capture fingerprints are the same regardless of application type and the process to capture biometrics are the same reqardless of application type (however the process for fingerprints may be different than the process for capturing biometrics). For biometric capture only minimal information is captured in addition to the photo, signature, and single pressed print. This information may include the receipt number, A-File number, name, and form type. Biometric demographics are the same for all application types

35. Can you describe the data validation and image quality analysis which is performed by the systems which are currently used to capture the biographic and demographic information? Do the systems provide the operators with assistance, such as automated quality scoring and sequence checking?

Response: All masthead data is validated during data entry to ensure the data is in the correct format and does not contain errors that would cause the FBI to reject the record. The data is validated again when it is sent to the Benefits Biometrics Support System (BBSS) servers at the ASC.

The fingerprint images are automatically validated for sequencing by doing a slap to rolled matching when the fingerprints are captured. The fingerprint workstations do perform quality scoring of fingerprints and photos.

36. Do the systems which will be used to perform the biographic and biometric capture collect and report the total number of biometrics applicants processed, or is it expected that the contractor will collect this information manually?

Response: The government collects data both manually and electronically. Daily reconciliation reports are performed to ensure all records processed at the ASC’s are received by the BBSS where information on all fingerprint and biometric transactions are stored. At the end of each day the ASC’s run reports that give them a count of the number of transactions processed that day. The contractor then reconciles their manual count against the electronic count.

In addition, the government runs daily reconciliation report that lists all the sites and compares the manual counts against the count of the electronic transactions. If a site is out of balance the site is contacted to resolve the discrepancy.

37. What determines whether an applicant will be processed as a Code 1, 2, or 3? Can you provide a full listing of the transaction types and associated workflows?

Response: The determination whether an applicant is processed as a code 1, 2, or 3 is made by our mainframe computer systems. Code 1 are fingerprints only; Code 2 are biometrics only; and Code 3 are both fingerprints and biometrics. In addition there are UKVisa transactions which capture a full set of fingerprints and a photo for the British Visa Office. The ASC’s also do I-90 processing for replacement of Permanent Resident Cards commonly referred to as “Green Cards”. This requires the capture of a set of fingerprints and biometrics.

38. With respect to Attachment F, for each Biometrics Processing PRS, will the government consider a region-wide versus a district-wide metric for measuring compliance?

Response: No.

Testing

39. For Task 4.4 Testing, has USCIS ever required this service from the ASC contractor before? Do the current SA office configurations provide the capacity for this capability?

Response: Testing has been performed in the past by the Immigration Services Officer (ISO), not the contractor (we do not expect the contractor to provide any testing, just administrative support). Not all ASCs have the capacity at this time. Citizenship testing services at the ASC are not currently required.

40. In the current draft, it is unclear how PWS Task 4.4, Testing Services will be acquired if DHS makes a determination during the term of this contract that such support is required.

Response: When and if citizenship testing support is implemented, it will be addressed at that time.

41. Is it anticipated that a Task Order will be issued for response by each Prime Contractor for evaluation by the Government?

Response: When and if citizenship testing support is implemented, it will be addressed at that time.

42. Is it anticipated that testing services will be provided regionally as part of each regional contract?

Response: Clerical support for citizenship testing could be required in each region when and if this requirement is implemented.

43. Is it anticipated that respondents will be offered the opportunity to price this requirement separately or is it anticipated that cost submissions for testing services will be solicited as a part of a future Task Order?

Response: When and if citizenship testing support is implemented, it will be addressed at that time.

44. If the testing component outlined in 4.4 is implemented, will CIS allow/anticipate facility issues in terms of test control management, i.e., security/privacy/control?

Response: ASD is only seeking administrative support if testing is required.

45. The RFI states “Although not currently required, ASCs in the future may provide citizenship testing support through issuance of a separate task order.” May we assume that the task order would be under the ASC Support contract, rather than a separate new contract?

Response: ASD will only require pricing for administrative support if and when this requirement is implemented. If implemented, it would be required under a separate task order and separately priced.

46. With respect to Section 4.4 (Testing), on average, how much time, per-applicant, is required to administer the anticipated tests? Can you provide additional details on the nature of the tests? What is the frequency and duration of the tests?

Response: This information is not known at this time.

Scheduling

47. ER-M 34. Several elements of PWS Task 4.3 are unclear as it relates to the current scheduling environment and published methods patrons currently use to communicate with USCIS. The PWS states that rescheduling activities shall be performed at USCIS Headquarters or as designated by the COTR/PM. Is all scheduling currently performed at USCIS Headquarters, with the contingency of performing at alternate sites or supported offices if that need should arise?

Response: Approximately 90% percent of scheduling takes place at USCIS HQ. The remaining 10% of scheduling represents rescheduling and ad hoc scheduling done by the Application Support Centers, Service Centers and other System Notification of Applicant Processing (SNAP) users.

48. Is it the actual current practice for scheduling to be managed from supported offices and SAs independently?

Response: No, Fingerprint and Biometric scheduling is solely managed at USCIS HQ.

49. How are applicant re-scheduling requests received—is there a central number, or is the contractor responsible for publishing specific numbers for supported facilities and SAs?

Response: Currently applicants are asked to send their rescheduling request to the Application Support Center they were scheduled to appear. It is the duty of the Application Support Center Immigration Services Officer (or SNAP user) to reschedule individuals to the next available appointments. The appointments slots are set up and maintained by USCIS HQ.

In the near future all rescheduling requests will be sent to a centralized rescheduling processing unit. This unit, located in Alexandria, Virginia, will be responsible for processing all fingerprint/ biometric rescheduling requests.

50. Is there a specific scheduling system in place, or will the contractor need to furnish a schedule tracking system?

Response: In regards to fingerprint and biometric scheduling, there are two scheduling systems used to schedule appointments; SNAP and Computer Linked Application Information Management System 4 (CLAIMS 4 or C4). The contractor will not need to furnish a schedule tracking system.

51. Assuming there are multiple contract awards, is it expected that contractors will manage re-scheduling only for applicants within the region they service, or is a centralized approach envisioned? If a centralized approach is desirable, will it be the responsibility for one contractor to manage all centralized re-scheduling as a component of one of the regional contract awards?

Response: All rescheduling requests will be sent to a centralized rescheduling processing unit. This unit, located in Alexandria, Virginia, will be responsible for processing all fingerprint/ biometric rescheduling requests.

52. Is it anticipated that the contractor will provide full time support for scheduling activities at USCIS headquarters? If a contractor has call center and scheduling capabilities, would USCIS consider allowing the contractor to conduct those activities within contractor facilities, rather than at USCIS headquarters?

Response: No, contractor provides re-scheduling support only at a location to be determined, the current location is at a Stand Alone ASC.

53. In Section 3, page C-4, please clarify if scheduling is done by each region or nationally? Is the government providing the scheduling application for this purpose?

Response: See response to #50.

54. Attachment B (USCIS CIV Sites) provides an average number of interviewees per day. The information does not identify that number of applicants by Code 1, Code 2 and Code 3. Can the government provide more detail on workload by site, district, or region?

Response: Customer Identity Verification (CIV) captures is simpler than the biometric capture at the ASCs. The process includes the scanning of both fore fingers, verifying an applicant’s photograph, and printing the results. Additionally, the process may include the collection of minimal biographical data. Attachment C does provide a chart providing the anticipated volume by site/district/region.

Mobile Routes

55. Is the contractor expected to provide the vehicles for mobile route support? If so, what are the job requirement specifications?

Response: The Government will furnish transportation for all mobile route support.

56. Please provide examples of mobile routes.

Response: Currently there is a mobile route in Alaska. There are multiple locations (see PWS attachment) and multiple means of transportation used to accomplish this requirement. The contractor will travel with the government ISO on these routes, therefore, the contractor’s only responsibility is to provide the biotech to travel with the ISO and arrange accommodations. Additional information is available in the SOPs.

57. What is the maximum number of mobile units deployed concurrently? What is the average number of days per month each mobile unit is deployed?

Response: Currently the contractor does not use the mobile units, they are only used by the government ISO.

Productivity Rates/Inspections

58. For each applicant processing CLIN (District), the Contractor shall maintain a minimum biometrics productivity rate of six (6) applicants per hour per Biometrics Technician (BT). How is the productivity rate calculated? Is it based on how many are hours worked for the day/month? What if the workers are only working partial days or not at all? How is it determined if there is a “steady” flow of applicants? Is 100% AQL reasonable?

Response: Productivity is calculated by total number of applicants processed divided by time (based on a per hour rate). Time is based on hours worked (not by days). Schedule determines steady flow, this is determined two weeks in advance. The 6/hr rate will apply when the site has enough scheduled to meet the 6/hr rate.

59. For each applicant processing CLIN (District), the Contractor shall maintain a minimum biometrics productivity rate of six (6) applicants per hour per Biometrics Technician (BT). 100% Inspection – Four (4) Times per Month.

Does this mean that the Government will select 4 days a month and 100% inspect all that was produced to ensure quota was met?

Response: The Government requires 100% reporting quarter monthly (e.g. 4 times per month)(per PWS). The COTR will randomly select a district and measure each site to verify rate. COTR will then measure the overall contract production rate for the month..

60. Customer Identity Verification (CIV), for each field office applicant processing CLIN (District), the Contractor shall maintain a minimum biometrics productivity rate of 10 applicants per hour per Biometrics Technician (BT). How is the productivity rate calculated? Is it based on how many hours are worked for the day/month? What if the workers are only working partial days or not at all? How is it determined if there is a “steady” flow of applicants?

Response: The rate per hour will apply when the technician has a full schedule (scheduled to capture 10 applicants in the hour calculated). The government intends to use the same system as described in #59 above.

61. Contractor shall maintain an overall FBI biometrics reject rate for Code 1 and Code 3 Form FD-258 biometrics not to exceed one and a half (1.5) percent for unclassifiable biometrics. 100% Inspection – Monthly. Does this mean that the Government will be inspecting 100% of all that is produced?

Response: Government bounces the FBI rejects against the prints taken at a site to determine the reject rate.

62. Contractor shall maintain a minimum overall program-wide application productivity rate of 10 applicants per hour per BT for CIV.

No measurement listed in this graph. On page 66, Deviation (0/1): An adjustment is made for each occurrence, beginning with the first.

Inspection: 100% Inspection – Monthly. Is the CIV meeting 10 per hour 100% of the time reasonable?

Response: Time is very reasonable, this is a much less time consuming process.

63. Contractor shall maintain a minimum overall customer satisfaction rate of 98 percent, excluding refugee processing. Page 67 states “Monthly, based on customer complaints and random inspection of customer service questionnaires.” For clarification, will 100% of customer complaints be reviewed and a random selection of customer service questionnaires. Could this have potential of all negative feedback instead of positive?

Response: Customer comments are taken seriously and are reviewed 100%.

64. Contractor shall maintain a minimum program-wide customer service questionnaire return rate of 65 percent for all tasks, excluding refugee processing. 100% Inspection -Monthly, Random Inspection. How is it determined if 100% of the questionnaires are reviewed or a random sampling is taken? Page 67 states Random Inspections, should this be updated to match?

Response: Contractor attempts to collect 100% of cards (must collect at least 65%) (this is determined by total cards collected divided by total applicants processed). The contractor provides data to COTR who asks for a specific location(s) and date(s) to randomly sample.

65. Contractor shall ensure one hundred percent (100%) of its staff at ASC sites (including full-time, on-call, back-up, part-time, and subcontractor staff) has received an appropriate DHS/CIS security clearance required for the job category being performed. 100% Inspection –Monthly, and Random Inspection. Will there be a report generated for the Government to review all employees have proper clearance? How is it determined if there will be 100% or random sampling? On page 69, it states Random Inspections, should this be updated to match?

Response: Government provides monthly audit of random sites.

66. Some examples have calculations that are multiplied by 4; it appears that such is done for examples that occur four times within a month. This is consistent with the 2% threshold divided by 4 to yield .5% as in example 3. However, the 4 multiplier is also used in example 5, yet inspections are only done monthly. Examples 4 and 7 use a multiplier of 2, yet inspections are done monthly. Is this for weighting?

Response: Formulas will be revised in the PWS.

67. Is Customer Satisfaction (page C-67) measured four times a month as the multiplier is 4 in this example?

Response: Customer Satisfaction is measured daily by the contractor, the government will provide random spot checks of the contractor system

68. Can the Government describe its experience or current performance as it relates to “Applicant Turn-Aways” as presented on page C-69?

Response: Turn-Aways are rare and will not happen if the contractor follows the established processes. In the times they have occurred, a contractor did not follow procedure and turned an applicant away without sending the applicant to the government official on site. It is always the government official’s responsibility to determine if we are unable to serve the individual and thus the government official is the only individual that should turn away any applicant.

Operations

69. The RFI does not specify all of the applications and tools that are used to perform this work. Will this list be made available with the final RFP?

Response: The government will provide all the tools and equipment required to perform biometric capture.

70. Is CIS expecting/seeking innovation or process improvement for this work?

Response: USCIS is always seeking to improve their systems and processes.

71. Will the government make all current CIS ASC documentation, including historic performance metrics available to offerors in a secured library?

Response: Pertinent ASC documentation will be provided as part of the reference library however, any performance metrics from the current contractor will not be provided.

72. Will the Government provide historic average cycle times for processing the various transactions?

Response: No.

73. Do you anticipate expanding the program internationally?

Response: This is not known at this time.

74. Do you anticipate any synergies with other DHS programs, such as the HME Threat Assessment Program or TWIC, potentially allowing for the processing of those applicants at the USCIS sites and vice versa? For instance, would you consider allowing a contractor to service both USCIS and non-USCIS applicants at USCIS sites?

Response: Yes

75. What are your yearly applicant volumes for each transaction type at each of your existing ASC's?

Response: Historic data will be provided in the reference library. Keep in mind, the standard is processing 6 applicants per hour for other than CIV.

76. Can you describe any instances in the past where surge support was necessary? What was the geographic coverage, enrollment volume, and timeframe for completion?

Response: Temporary Protective Status (TPS), Haiti are specific instances. Each surge support has a different geographic coverage, enrollment volume and timeframe. There does not seem to be any correlation in the data that would be helpful.

77. At the start of the new contract, will current locations be physically operational and furnished with items meeting government specifications and requirements?

Response: Yes.

78. Please provide examples of existing reports.

Response: We will provide standard formats for each of the reports in the deliverable section as a part of the reference library.

79. Please provide existing Standard Operating Procedures in the RFP.

Response: Standard Operating Procedures will be included in the reference library.

80. Section 13.7 (Property Disposal Report) specifies some disposal-related activities that must be reported on and implies some specific standards that must be followed, however these standards are not specified or referenced. For example, the requirement for sanitizing magnetic storage devices can have a wide range of possibilities with a commensurate wide range of expense and procedure associated with them. Will the Government provide more specific details?

Response: Property Disposal requirements are covered in the SOP Section 8.E. A copy of all SOPs will be provided with the RFP.

81. While supplies are part of potential other direct costs, the draft PWS does not specify which supplies are allowed to be directly charged. It primarily talks about equipment purchases. Are there any exceptions beyond break room/kitchen related ones, i.e. all supplies related to office needs and direct services needs are allowed to be ODCs?

Response: The Government will reimburse the contractor those supplies required to carry out the biometric capture mission, however they must be approved by the COTR in advance.

82. Most of the floor plans show little or no file storage. Will the Government provide further information on file storage requirements?

Response: The floor plans provided are accurate. File storage requirements are minimal.

83. Is the only purpose of the CIV requirement to confirm that an applicant who appears to complete the interview process is the same applicant that submitted his or her biometrics during that portion of the application process? Can you provide the reasons or other functions for the CIV to better describe its purpose?

Response: Yes, the only purpose of the CIV is to confirm that an applicant who appears to complete the interview process is the same applicant that submitted his or her biometrics during that portion of the application process. No further explanation is required.

Miscellaneous

84. Will the Government identify what the abbreviation “WS” at the head of the right-hand column in Attachment B stands for?

Response: The abbreviation “WS” stands for Work Stations.

85. Please clarify and identify the current number and type of contractor positions by site.

Response: The contractor should propose the staffing they feel meets the requirements.

Historical numbers will be provided in the reference library.

86. On page C-3, there are few inconsistencies on the number of locations supported. Is it 51 or 52 COLO sites? The PWS states there are 83 SA sites in total, but the SA sites referenced in the regional summary on that page adds up to 82 SA sites.

Response: The current numbers are 53 COLO, 82 Stand Alone, plus 6 air POE and 44 additional Field Offices (for CIV) that are not at COLO sites.

87. On Page C-10, in reference to Invoicing, we assume this discussion is in reference to the contractors invoice for this project and that the contractor is not processing any invoices on behalf of the government directly. Is this assumption correct?

Response: Correct

88. Are the current leases for the SA’s assumable? Do they all currently have 5 year options to extend? We suggest the government make the leases at all 83 SAs available for review.

Response: They are assumable, but vary in length of time left on their lease. They will be available as a part of the reference library

89. With respect to Section 4.6.7, will special projects be awarded as individual task orders?

Response: No, these special projects are normally just analysis information required quickly and should be included in your baseline or fixed unit prices.

90. Will the government provide network connectivity to each site, or is this a reimbursable item?

Response: The Government provides DHS network connectivity to each of our sites.

91. Would USCIS consider setting aside Solicitation Number ASCRFI01 as a small business service disabled veteran owned (SDVO), or Small Business Administration 8(a) requirement?

Response: A small business set-aside was considered and due to the value, large geographic area of support, staffing and facilities requirement, it is considered in the best interest of the government that this requirement be solicited as unrestricted. All small businesses can submit proposals and will be evaluated in accordance with the evaluation factors for award.

92. Has USCIS developed a timeline for this acquisition?

Response: Yes. Estimated Request for Proposal (RFP) release is May 2011 and anticipated award is October 2011.

93. Will the government conduct a local site tour of the various types/sizes of facilities?

Response: Information regarding ASC sites and processes will be provided at the preproposal conference rather than a walk through of a particular site.

94. How will the evaluation criteria be weighted in terms of importance?

Response: The evaluation factors for award are Technical Capability, Small Business Participation, Past Performance and Price. The non-price factors are in descending order of importance and when combined are significantly more important than price. The order of importance for each subfactor under the main factors will be addressed in the RFP.

95. Greater definition is needed around multiple language needs. What ratio or measurable level of specific languages is needed to meet the needs of this procurement?

Response: Multiple language needs is not a requirement, it is a preference therefore not a measurable requirement. When hiring potential employees, multiple language capability is of great benefit and value and it is suggested that it be pursued as preferred candidates.

96. We recommend that the government clarifies how the IDIQ contract(s) will be structured and awarded. For example, will there be one IDIQ contract awarded for each region? Or will a company be awarded an IDIQ contract that has the ability to provide services in any of the four regions?

Response: This information is provided in the Request for Proposal.

97. After a careful review of all RFI requirements, we believe that the draft SOW (C-9), as well as the USCIS Transformation Program, indicate that the role of the ASCs may be expanding and changing. As a result, the Government may wish to consider the advantages of a Time and Materials (T&M) Labor Hour (LH) contract, such as added flexibility to price and start new or expanded tasks (scope of work); and lower maintenance and effort to manage this contract type.

If the Government proceeds with a T&M contract, please explain how forms that cannot be fully completed are handled. Related thereto, please address how the contractor(s) will be compensated for partially completed forms. For example, will the Government consider compensating the contractor at a discounted fixed unit price basis for forms that were initiated, but unable to be fully processed?

Response: The government has studied this issue and concluded it is in the best interest of the Government to use an IDIQ arrangement. The work requirements are well defined and understood however the amount of work by location is not known on a month to month basis, therefore the IDIQ arrangement handles this flexibility.

REVISIONS TO DRAFT RFP

Following is a list of revisions made to the draft RFP. Offerors are cautioned to read the RFP in its entirety.

· Revisions to due dates

· Table of Contents revised

· Attachments revised and Attachment D (CIV) added

· Cross-references to attachments and sections revised throughout

· Definitions section revised (specifically, “ASC” and “Mobile ASC Route”)

· Background section revised (specifically, second paragraph and chart following third paragraph)

· Scope section reworded and revised to eliminate reference to POEs

· SOW Tasks renumbered to remove any duplicative numbering

· SOW Task 4.1 reworded and revised to include timing requirements for any additional staffing

· SOW Task 4.3 (renumbered as Task 4.4 Rescheduling Support) reworded

· SOW Task 4.4 (Testing) removed and Task 4.8 (Administrative Support) added

· SOW Task 4.5 revised

· SOW Task 4.6.2 revised to reflect current number of ASCs, add language regarding removal of excess property/equipment and property disposal and revise SA ASC facility specifications and security requirements

· SOW Task 4.6.3 revised to specify price competition documentation needed in contractor’s purchasing system

· SOW Task 4.6.4 reworded and revised to remove language regarding language preferences and state that contractor shall remove any employee from the contract immediately on request of the government and training shall be provided at contractor expense

· Contractor Personnel section revised to modify security clearance requirements

· Key Personnel Categories section revised to clarify minimum education requirements

· Non-Key Personnel labor categories revised to include Clerical/Administrative Support

· Training Program section reworded/renumbered and revised to remove Testing Services

· Work Location section revised to clarify that the VTC availability requirement does not apply to the USCIS Program Manager

· Hours of Operation section revised

· Other Direct Costs section moved and revised to state that contractor shall provide evidence of fair and reasonable facility leasing costs

· Travel section revised to include attendance at required program management meetings on the list of allowable direct travel costs

· Monthly Report Section revised to extend the monthly reporting deadline from 7 working days to 10 working days following the end of the month

· Monthly Contract Order Report section added

· DHS Contractor Report of Government Property section revised for further clarification

· Property Disposal Report, Production Report, Incident Report and Monthly Staffing Report sections revised for clarification

· Transition and Management Support Plan section revised to remove armed guard requirement

· Invoices section removed

· Deliverables Schedule revised

· Reserved sections removed

· Suitability Determination section revised

· Background Investigations section revised

· Continued Eligibility section revised

· Security Management section revised

· Information Technology Security Clearance and Information Technology Security Training and Oversight sections removed

· Several security-related sections added, as follows: Security Management, Significant Incident Reporting, ASC Site Selection-Security Market Survey, Physical Security , Security Screening, Local Area Network, Immigration Services Officer Office, and Computer and Telecommunications Security Requirements, General, IT Systems Security, IT Security in the Systems Development Life Cycle, Security Assurances, Data Security, PII Storage and Destruction and Exit Procedures

· Solicitation number added to header

· Code 1, 2 and 3 Biometrics section, paragraph 1 wording revised

· Change to bullet (2) and (12) under SA ASC Facility Specifications

· Paragraph 12.15 – Revision to Attachment number

· Paragraph 12.18 – Spelled out VTEL acronym

· Deliverables schedule revised to state business days vs. working days

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