Amendment__2_-_Q A.docx

Solicitation #HT9404-13-R-0003 Amendment #2 – Clarification and Q & A

Clarification: RFP Page 8 of 14 I. Corporate Experience Reads:

d) Contract must explain the legal restrictions on an employee’s options to make up missed hours for unscheduled absences.

Amended to Read:

d) Contractor must explain the legal restrictions on an employee’s options to make up missed hours for unscheduled absences

Questions and Answers Reference: I. Corporate Experience, section g, Page 9 Q1: What percentage / number of TOs currently require a J-1 / F-1 visa? Will figure remain about the same for this follow-on requirement?

A1: Very few positions. We do not anticipate this will change

Reference: Proposal submission, page 1 Q2: Will access approval be needed at USU Gate in order to obtain delivery access to the specified address? If so, what must Contractor do to obtain access?

A2: Potential offerors may gain base access with a federal contractor ID. See Proposal Submission Instructions: AMENDMENT #2 DUE DATE EXTENSION and Proposal Delivery instructions Reference: IV. Price, Historical Information section, Page 12 Q3: CLIN 0001 – Subcontractor/Consultant notes work in Belize. What percentage of OCONUS is required or anticipated?

A3: Very few work outside of the Continental US. We have three contractor employees doing research in Belize.

Reference: IV. Price, Proposing Your Multipliers section, Page 11 Q4: Will the government provide which SCA rate maps to which labor category?

A4: Per the RFP page 2 of 14: A determination regarding the application of the Service Contract Act (SCA) will be made jointly by the contractor and the Contracting Officer for each individual task order requirement.

Reference: VII. Transition of Existing Contractor Employees, Page 7 Q5: Please clarify, will these current task orders that will continue to completion do so under the new contract awarded or current incumbent’s contract?

A5: See RFP page 7 of 14, VII. Current Task Orders Reference: Page 2 Q6: How many candidates does the government anticipate to be USUHS referrals VS contractor recruited?

A6: Per RFP Page 2 of 14: “Historically, USU referred resumes have filled the majority of requirements and only a half a dozen outside recruitments were required over the life of Contract HU0001-08-D-V001” Reference: III. Invoices, III(b), page 5 Q7: Re: Government Purchase Cards, does this mean that there is a potential of multiple Government Purchase Cards per invoice or one single Purchase Card?

A7: One Contract Specialist will handle each consolidated billing using a single Government Purchase Card

Reference: IV. Background Investigation, ID Cards, Government Furnished Property, Other Considerations, IV(e), Page 6 Q8: Will these employees be foreign nationals? Do we pay SCA rates to foreign nationals? If US citizens, do we apply the State Department allowances to their wages?

A8: The position, not the candidate, determines whether or not SCA applies.

Reference: Evaluation Factors, Section I (b) on page 8 of 14 It states “Contractor is required to submit a quality assurance plan addressing how they will meet delivery dates with regards to the turnaround of task orders and hiring actions as well as meeting all regulatory compliance issues.”

Q9: Is the Government seeking any additional information other than that which is referenced in the quote above in the offeror’s quality assurance plan? Please advise.

A9: Offerors shall submit their proposed quality assurance plan

Reference: Section IV Background Investigation, ID Cards, Government Furnished Property, Other Considerations, Item IV (e) on page 6 of 14 of the RFP Q10: In general are there any special provisions that have to be made for contractor employees or consultants that work at remote locations or perform work out of the country? Will the prime contractor be required to procure office space, phone and internet access for contractor employees or consultants working at out of the country? If so, will this cost be reimbursable as an Administrative Expense?

A10: No

Reference: RFP Paragraph I(a)(i) and Proposal Submission Instruction (first paragraph, page 1) page 2 of 14 Q11: As identified in the Proposal Submission Instruction, a resulting Firm Fixed Price ID/IQ contract will be awarded. The RFP states that the task order and time cards will contain information regarding overtime authorized and overtime bill rate. Since this is a firm fixed price contract, can the government provide us with historical information regarding requirements for overtime.

A11: Please remember this is a Firm Fixed Price Labor Hour contract. If the position requires a higher rate of pay for overtime, a separate CLIN will be established to authorize those hours at a higher price.

Reference: RFP Paragraphs I(a)(2) page 3 of 14 Q12: Paragraphs provide timeframes in hours. Can these be changed to business days to mirror paragraph I(a)(2)(vii)?

A12: Response times were provided as a target based on the level of service currently being provided Reference: RFP Paragraph IV (c) page 6 of 14 Q13: Where do current employees park? Are current employees reimbursed for parking expenses?

A13: There are no parking provisions or reimbursement for parking. USU is Metro Accessible.

Reference: RFP Paragraph IV (g) page 6 of 14 Q14: Is there a page limitation on the OHS plan?

A14: There is no page limitation on the OHS plan Reference: RFP Paragraph IV (g) page 6 of 14 Q15: Can the government provide the “USU policies and procedures regarding occupational health and safety (OHS)” referred to in this paragraph?

A15: Attached is USU’s OHS instruction Reference: Proposal Submission Instructions, II (b) Other supporting Key Resumes page 2 Q16: Is the 6 page limitation for each resume or for all additional resumes?

A16: Resume for primary liaison has no page limit. Total for all additional resumes should not exceed 6 pages.

Reference: RFP Page 10, IV. Price Q17: how would you like a prime contractor to reflect the multiplier of a proposed subcontractor?

A17: Only one multiplier per subCLIN may be submitted per team. Discuss any arrangements in teaming section.

Reference: RFP Page 12, Historical Information Q18: Can the Government provide a better understanding of the current workforce, outside of the types of services. To provide a realistic multiplier, would the Government consider providing additional historical information to include active labor categories or an average rate for the active labor categories?

A18: See attached spreadsheet with twelve (12) months additional historical data Reference: Full-Time Benefits Spreadsheet Q19: It is indicated that this spreadsheet will be used for both the SCA and Exempt. Under Paid leave, anyone over 5 years receives 15 days. Are we to use this for SCA positions as well, and forego what is stated within the WD?

A19: Compliance with the WD is mandatory. Approximately four (4) Contractor Employees have been in their positions for more than five years.

Reference: RFP Page 4, Time Cards Q20: It indicates that signatures are required for the timecard from the contractor employee and Government POC. Would the Government accept a review of audit trails, or must all documents be signed?

A20: Current procedures require the Government POC to open time card documents and to forward approved documents from an official Government email account to an established Federal email group which will provide emails to the Contractor. Contractor shall discuss any proposed changes to these procedures.

Reference: III(b), p. 5 Invoices shall be paid by government purchase card (GPC) upon submission of an invoice to the contract Specialist.

Q21: Please indicate the terms of payment.

A21: Submitted invoices are typically approved for VISA payment within 10 - 14 calendar days Reference: 52.216-18: p. 13 of 18 & 52.216-22: pg. 14 of 18 52.216-18 (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 8/1/2013 through 7/31/2018.

52.216-22 (d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 7/31/2018 [insert date].

Q22: Is the period of performance and the order period the same? Will Task Orders initiated in the final year of the contract run to completion even if the completion date is after the period of performance end date?

A22: Yes Reference: RFP Page 2 of 14 – I.Task Orders

Q23: Will retention be withheld from each Task Order? If so, will retention be withheld on labor only and at what percent?

A23: No retention will be withheld

Reference: RFP Page 6 of 14 IV.Background Investigations – Section IV(e)

Q24: Will work be performed at any locations requiring hazard pay, danger pay, etc.? If so, will danger pay (costs) be considered administrative expenses along with Training and Travel? Please provide more details and specify geographic locations of applicable.

A24: No

Reference: Page 9 of 14 I. Corporate Experience – Section J (j) Teaming

Q25: May a bidder utilize its wholly-owned subsidiary company as a subcontractor to help meet contract requirements? If so will USU sponsor both companies for a facility clearance?

A25: Yes

Reference: Page 6 of 14 IV. Background Investigations – Section IV(c) Base Access

Q26: It is our understanding many Navy facilities have implemented the RapidGates system as a means of controlling contractor access. This can be a significant cost. Will we be required to participate in RapidGates? If so, please specify.

A26: USU is not aware of plans to deploy RapidGates

Reference: Page 6 of 14 V. Administrative Expenses – Section V(b)

Q27: We understand a multiplier may be applied and billed on non-travel costs. Will the successful contractor be allowed to bill G&A costs on Travel Expenses or is travel a pass-through cost? If it is a pass-through, how much travel cost is anticipated per year?

A27: Provisions should be made for G&A in multipliers Reference: RFP Page 1 of 14:

Q28: Does subCLIN 000103 and 000104 exclude SCA employees?

A28: Yes

Reference: RFP Page 4 of 14 II.Time Cards:

Q29: What is the name of the current electronic timekeeping system that is in use? What is the maximum number of authorized Government POC’s that will be required to review and confirm each time card?

A29: Current procedures utilize Excel Spreadsheets and email. Only one Federal signature is required to review and confirm each time card.

Reference: RFP Page 4 of 14 II.Time Cards – Contractor Employees and Unscheduled Absences

Q30: How many temporary employees do you anticipate will telework and is teleworking restricted to certain CLINs or labor categories? Which CLINS or categories?

A30: Very few Contractor Employees telework. Per the RFP page 4 of 14: Contractor employees may telework during scheduled and unscheduled closures only with the prior written approval of a Government POC. Telework is not restricted by CLINS or categories but require prior written approval.

Reference: RFP page 5 of 15 III.Invoices – Section III(a):

Q31: May contractors bill weekly instead of after each two (2) week pay period?

A31: No

Reference: Page 10 of 18 IV.Price

Q32: What is the current incumbent’s multiplier for each of the six (6) CLINs listed in the RFP?

A32: Nice try! but incumbent’s multipliers are proprietary information

Reference: Page 8 of 14 Corporate Experience Item (e): OHS Plan

Q33: please explain further what is meant by “fees will be provided for through Administrative Expenses.”

A33: Any required fees such as testing, training, treatment will be reimbursed through subCLIN 000106, Administrative Expenses

Reference: Page 11 of 14 IV.Price: Cash in lieu of benefits

Q34: The RFP states ‘historically the cash in lieu of benefits has been added to their hourly pay rate and does not affect the multiplier.” Does this mean the fringe benefits included in the multiplier will only include mandatory fringe benefits such as FICA, workers compensation and unemployment taxes but exclude Health & Welfare (cash)?

A34: Yes, hourly rates are adjusted upward if required by SCA compliance

Reference: In regards to the request for the following "1 copy of each completed copies of two fill-in provisions included in the PROVISIONS and CLAUSES document attachment"

Q35: can you please clarify where in our proposal you wish for this information to be submitted? And if within the technical or pricing, must we submit a copy in each requested copy?

A35: One (1) copy of each of two fill-in provisions must be included at the bottom of the submission package (not in the technical or pricing)

Reference: none provided

Q36: Can you provide historical data on the labor categories which required the personnel to possess a Secret security clearance?

A36: No, this is determined on a task order by task order basis.

Reference: none provided

Q37: Can we have more than 1 personnel provide onsite training to our employees?

A37: Yes provided the primary point of contact is involved.

Reference: Section I, Corporate Experience, article d

Q38: what is the current protocol or legal restrictions for/on making up unscheduled leave?

A38: Per the RFP, Evaluation Factors, page 8 of 14: Contractor must explain the legal restrictions on an employee’s options to make up missed hours for unscheduled absences.

Reference: Concerning CLINs, referenced under pricing

Q39: could you clarify who determines whether FT employees receive partial or full benefits? Are FT employees automatically eligible for insurance?

A39: The Contracting Officer

Reference: RFP Pg. 8: I. Corporate Experience clause (d.)

Q40: As for the positions that may require the handling of blood and tissue, is the blood from humans or animals or both?

A40: Possibly both. These issues will be detailed on a case by case basis.

Reference: RFP Pg. 8: I. Corporate Experience clause (f.)

Q41: Historically, what percentage of the positions held have a J-1 and F-1 visa?

A41: See Q1

Reference: Time.

Q42: Throughout the RFP and associated documentation the local time is referred to as “EST”, meaning presumably Eastern Standard Time. As most of the east coast of the USA is on Daylight Time, we recommend change all references of time to be “Daylight” or “Local Time”, particularly on the Proposal Submission Instructions document regarding the Due Time.

A42: EST is changed to read Local Time, Bethesda, MD

Reference: Proposal Submission Instructions; Page Formatting.

Q43: Please clarify that the margin areas may to be used for identifiers (such as logos), proprietary protection identification, and other common uses.

A43: The margin areas may be used for logos

Reference: Fill-in Provisions & Clauses.

Q44: This document appears to replicate information that available for viewing about any vendor registered in the System for Award Management (SAM). The purpose of the SAM (and the predecessor ORCA) is to reduce the amount of paper being used in the acquisition process. The RFP on page 1 requires all proposers to be registered in the SAM, with the result that all qualified offerors will have already completed these fill-ins in the SAM. Please amend the requirement for these fill-ins to be a one-sentence statement that the vendor has reviewed their SAM registration and is it current and accurate. The government can view these certifications for any contemplated awardee.

A44: This is a DoD requirement

Reference: Proposal Submission Instructions requiring a Quality Assurance Plan; RFP pg. 8 I(b).

Q45: Please provide a) copy of the government’s proposed QASP, and/or b) a copy of the current QASP.

A45: No QASP will be provided. A surveillance plan will be devised based on the Quality Assurance Plan submitted by the selected contractor.

Reference: Proposal Submission Instructions.

Q46: There are some Administrative Items that are not assigned a volume location. For instance the Provisions & Clauses Fill-ins (if still required). Recommend allow for an Administrative section.

A46: One (1) copy of each of two fill-in provisions must be included at the bottom of the submission package (not in the technical or pricing)

Reference: Proposal Submission Instructions.

Q47: Is there a SF33/1149 or similar? This normally goes into either the Price or the Administrative sections.

A47: No

Reference: RFP, many pages referencing Service Contract Act (SCA).

Q48: If the bulk of the staff is likely in Bethesda, please provide the applicable WD chart.

A48: http://www.wdol.gov/e98.aspx. Click on “Selecting SCA WDs”. Current WD 05-2103 is provided as an attachment to Amendment #2.

Reference: RFP, many pages referencing Service Contract Act (SCA).

Q49: Which type of WD chart is used – the “odd” numbered charts or the “even” numbered charts? Is this consistent across all task orders?

A49: Odd. This is consistent.

Reference: RFP, many pages referencing Service Contract Act (SCA).

Q50: In the past year, how many positions have been deemed to fall under SCA?

A50: See attached spreadsheet with twelve (12) months additional historical data Reference: RFP, many pages referencing Service Contract Act (SCA).

Q51: Are there any contract-specific (unique) WD charts?

A51: No

Reference: RFP pg12.

Q52: It appears some work is performed OCONUS as reference to Belize is made in one example. Please the number of individuals working in foreign countries in the past two years, and hours worked. Is any work performed in Dept of State-designated hazardous areas, war zones, or other premium pay/benefits locations?

A52: Three (3) task orders are outside of the United States; they are all in Belize. No work is performed in any of the areas mentioned.

Reference: RFP pages referencing handling Foreign Nationals and Visas

Q53: Please identify all the designated office(s) at USU that coordinate visas.

A53: Vice President for Affiliations and International Affairs

Reference: RFP pg. 9 (g) - Visas:

Q54: The instructions say “The contractor is not responsible to sponsor J-1 or F-1 contractor employees.” Who is the sponsor? If USU is the sponsor, what duties does the contractor assume? Are there other visa types (other-than J-1/F-1) that the contractor must sponsor?

A54: USU is the sponsor. Per the RFP page 9 of 14, The contractor is responsible for reporting and withholding taxes for J-1 and F-1 contractor employees.

Reference: RFP pg. 9 (g) - Visas

Q55: In order to build costs into the fully burdened price, a) How many existing visas are expected to transfer? b) How many new visas are processed per year?

A55: Very few Task Orders require visas. Primarily they have been Field Researchers. Fewer than ½ dozen task orders require visas.

Reference: Costs.

Q56: Please state clearly in the RFP whether the contractor responsible to supervise the individual staff/resources? Supervise means address performance issues, work quality issues, work quantity issues, timeliness issues, behavioral issues.

A56: Yes, clearly the contractor is responsible to supervise contractor employees. Government POCs will be available to coordinate through the Contracts office as necessary.

Reference: IV. Price, Proposing Your Multipliers section, Page 11

Q57: Could the government provide the number of labor categories (Types of services) issued for each CLIN. For example, how many TOs for Senior scientist in SubCLIN 000100 were issued; how many TOs for Field Technicians in SubCLIN 000100 were issued?

A57: See attached spreadsheet with twelve (12) months additional historical data Reference: IV. Price, Proposing Your Multipliers section, Page 11

Q58: Could the government provide the frequency of occurrences for the labor categories (i.e. the mode for each SubCLIN) or, which labor category was procured most frequently in each SubCLIN?

A58: See attached spreadsheet with twelve (12) months additional historical data Reference: IV. Price, Proposing Your Multipliers section, Page 11

Q59: Could a company propose a 2-3 tier multiplier system based on the pay rate in each SubCLIN?

A59: No

Reference: Benefits package

Q60: How are the Health and Welfare Fringe Benefit currently being administered to the contract employees? (is it being paid out directly to the employee or directed for each employee to a separate administered plan?)

A60: Health and Welfare fringe benefits are paid directly to contractor employees

Reference: IV. Price, Historical Information section, Page 12

Q61: How long on average is someone on an assignment?

A61: Depends on the position and funding availability

Reference: IV. Price, Historical Information section, Page 12

Q62: How many foreign nationals are there per CLIN?

A62: We do not track this information

Reference: IV. Price, Historical Information section, Page 12

Q63: Are the OCONUS employees expatriate or current citizens of the country where they will be working?

A63: Current contractor employees working outside the United States are Belizean

Special note to potential offerors: Please do not over-focus on F1/J1 visa requirements or OCONUS contractor employees because these represent a very small (teeny tiny) percentage of task orders. USU is more concerned with SCA knowledge and compliance and continuing the high level of customer service and responsiveness.