M00264-13-T-0066-0001.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been added by full text:

AMEND. 0001 QUESTIONS/ANSWERS

M00264-13-T-0066

QUESTIONS & ANSWERS

Question 1: Is there an incumbent?

Answer 1: Yes.

Question 2: If so are they eligible to rebid?

Answer 2: Yes.

Question 3: When I searched for Department of Defense Instruction (DODI) 1300.18 dated 18 December 2000 I found that there is a newer version dated Jan 08, 2008. Should that be the version we refer to for DoD definitions of Next of Kin?

Answer 3: Yes.

Question 4: I am confused about the workload. In the scope section you mention 3000 unidentified Marines from WW II and 30 from VietNam, Korea, and the Cold War, then the CLIN minimum/maximum quantity states that the maximum is 40 per contract year. How many Marines are you requesting genealogy services for each contract year?

Answer 4: In the scope section we also mention that Marines unaccounted for from World War II will be worked on a case by case basis when deemed necessary by the Joint POW/MIA Accounting Command, meaning, genealogy services for World War II cases are submitted when there are requests from the Joint POW/MIA Accounting Command to either obtain a DNA Family Reference Sample for specific Marines unaccounted for from World War II, or when the Marine Corps Casualty office receive an email from the Joint POW/MIA Accounting Command that they are finalizing the identification of a Marine previously unaccounted for from World War II that we have no family contact for. The approximately 30 Marines unaccounted for from the Vietnam and Korean War consists of Marines that were recovered and partial remains were identified. Periodically, when remains of service-members from previous conflicts are recovered, during the identification process, it is discovered that they are the additional remains of a service-member that was recovered and identified, in some cases, 40 years ago. Often times when this happens, the service of a genealogist is necessary to locate a family member. The minimum amount of cases the Marine Corps could receive a request for from the Joint POW/MIA Accounting Command for is one (1) and the maximum amount is forty (40) per year.

Question 5: If the maximum quantity truly is 40 per year, will they be sent to the contractor at the rate of about 1 per week and are they all from WW II?

Answer 5: Cases will be sent to the contractor upon receipt. The number of cases sent to the contractor in any given week could be 1 or it could be 10, depending on the number of cases received for requests from the Joint POW/MIA Accounting Command. Regardless, there will be no more than 40 cases submitted to the contractor per year.

Question 6: How does this contract fit in with the Genealogy Services contract issued to IBEX International in May 2010? Does that contract still have 2 more option years?

Answer 6: That contract lapsed unintentionally, and so it is no longer a valid contract.

Question 7: Is IBEX International allowed to bid on this contract?

Answer 7: Yes

Question 8: Do you expect the selected contractor to submit invoices through WAWF on a monthly basis? If not, what are the conditions that must be met prior to submitting an invoice?

Answer 8: Yes

Question 9: Regarding the CLIN value, because you have a Minimum of 1 and a Maximum of 40, I assume the government wants an HOURLY RATE of the genealogical service to be performed. If not, can you please be specific concerning the 1 and 40

Answer 9: Cases will be billed at a Flat Rate per case.

Question 10: Will multiple awards be issued in response to this RFQ or will there just be one?

Answer 10: One.

Question 11: The RFP lists a maximum quantity of 40 units. Can you please describe in detail what a unit represents? Does it represent an unaccounted for Marine or request for genealogy research? Are you asking for a single price regardless of the effort that may be required to process the case?

Answer 11: The RFP should read: “maximum quantity of 40 cases” vice “maximum quantity of 40 units”. The contractor will be required to locate the Next of Kin (NOK), as defined by DODI 1300.18, of an unaccounted for Marine.

Question 12: If the contractor’s work is to be billed on a per case basis (firm fixed price), why is the contractor required to keep track of the number of hours they work on all cases?

Answer 12: There is no requirement, per se, for the contractor to “keep track” of the number of hours they work on all cases. The Marine Corps request that when it is determined that a case will require more than 22 hours to complete due to adoption, etc., that the contractor notify the Casualty Section Representative. The reason for this is because the Marine Corps is often notified by the Joint POW/MIA Accounting Command for an update on the status of locating a DNA Family Reference Sample donor for an unaccounted for Marine because it may be that the Scientist is in the lab analyzing remains which are believed to be the Marine that the contractor has determined will require more time to complete. The Marine Corps only request that the contractor notify the Casualty Section Representative for discussion and guidance on those cases that might require more than 22 hours to complete.

Question 13: Page 5, 4.1.2-What specific information is provided to the contractor at the time of request?

Answer 13: DD Form 1300 (Report of Casualty), NAVMC Form 118, and any other documents with pertinent information deemed necessary in order to assist in the genealogical research.

Question 14: Page 5, 4.1.2-How is the request provided to the contractor?

Answer 14: Initial requests-telephonically. Documents will be fed-exed. Signature Required.

Question 15: The RFP said that if the NOK was not maternally related (mtDNA donor), the researcher should find two paternal relatives. Does the MFPC want us to report other maternally related donors that were identified in the research? For example, the NOK may be the soldier's brother's eldest daughter (not an eligible DNA donor) but the soldier may also have a sister with a living daughter who could provide an mtDNA reference sample.

Answer 15: Yes.

Question 16: Unless there is a living sibling, it is often necessary to locate an obituary to identify living relatives, and especially to find a woman's married name. Sometimes this can be done online, but it sometimes a vital record is needed. It can take a couple of weeks to obtain these. In this type of situation, will notification of the case's status be sufficient? How much flexibility is allowed in the timeline?

Answer 16: Yes. In cases where more time may be required for obtaining vital records etc., notification of the case’s status is requested so that we can provide a status report to the Joint POW/MIA Accounting Command, if necessary.

Question 17: Page 5, 4.1.2 - How much information do want for the NOK and/or DNA donors? Do you also want birth date or just contact information? What about for the individuals linking the marine to the relative? Do you want data (birth/death dates, etc.) for them?

Answer 17: The following contact information is required: name, address, telephone number, if available, and the relationship to the unaccounted for Marine.

Question 18: Page 5, 4.1.3 - How are the 72 hours to complete a case calculated? Are they consecutive or are the 72 hours working hours? If working hours, does that mean the contractor has nine working days to complete the work? What if additional time is needed? In this type of situation, will notification of the case's status be sufficient?

Answer 18: Three calendar business days. Notification of the case’s status is requested so that we can provide a status report to the Joint POW/MIA Accounting Command, if necessary.

Question 19: Page 5, 4.1.4 – Please provide a final report example. Does the MFPC desire that a family tree diagram and/or research log be included? Is there any other information required?

Answer 19: MFPC desire that a research log that includes family member contact information and relationship to the unaccounted for Marine.

Question 20: Page 6, 4.3 – States that the contractor will utilize MFPC’s standardized spreadsheet to report progress/successful contacts on a weekly basis. Can you please provide a copy of the MFPC’s standardized spreadsheet that the contractor must compete and submit on a weekly basis?

Answer 20: MFPC’s standardized spreadsheet will be provided to the contractor electronically. It’s a simply spreadsheet listing the names of the unaccounted for Marines sent to the contractor and conflict which they are unaccounted for. There is a column for next of kin information.

Question 21: What is the trigger for providing cases to the contractor? Do the contractors inform the MFPC when they are prepared to work another case? At what rate are cases provided to the contractor? Are the requests made on a predictable schedule? Are requests made in batches or one at a time?

Answer 21: Cases will be sent to the contractor upon receipt. The number of cases sent to the contractor in any given week could be 1 or it could be 10, depending on the number of cases received for requests from the Joint POW/MIA Accounting Command. Regardless, there will be no more than 40 cases submitted to the contractor per year

Question 22: What was the total number of cases that were processed in 2010, in 2011, and in 2012? What was the total number of cases that were successfully processed in 2010, in 2011, and in 2012?

Answer 22: That information is not available at this time.

Question 23: How is the turnaround time requirement handled when records such as birth certificates have to be requested from an agency? While the contractor may have made a request immediately, it may take several weeks to receive the information. How do these types of delays factor into the time the contractor has to process the case?

Answer 23: In cases where more time may be required for obtaining vital records etc., notification of the case’s status is requested so that we can provide a status report to the Joint POW/MIA Accounting Command, if necessary

Question 24: Proposals are due March 12th which is five days after the questions are due. If the answers to the questions are not provided back by March 8th will the due date for the proposals be extended?

Answer 24: An extension is not planned.

Question 25: Page 3, Supplies/Services Section: a) Does the current funding only allow for 40 units/cases per base year and option year 1 and 2? b) Do you have a preference for pricing to be presented either in hourly format versus flat rate? c) If yes, please state your preference.

Answer 25: Flat rate is the preference.

Question 26: Page 5, Paragraph 4.0: a) Do you have a budget cap per case? b) If so, what is the cap dollar amount?

Answer 26: The Marine Corps does not have a budget cap per case. The contractor is to determine their flat rate per case.

Question 27: Page 5, Paragraph 4.0: Would the Casualty Section consider allowing a contractor who is experienced with contacting relatives of service members to make contact via telephone and/or letter of correspondence? It is necessary to make contact with a family member to confirm a correct telephone number and address.

Answer 27: No. Information will be provided to the Marine Corps Casualty Section Representative who will confirm information provided by the contractor.

Question 28: Page 5, Paragraph 4.1.1: Please clarify when you refer to the “Marine’s Next of Kin (NOK), as defined by DODI 1300.18” in this task, are you referring only to the PNOK? Or any NOK of the service member?

Answer 28: Any NOK. The Marine Corps will determine the PNOK for all unaccounted for Marines

Question 29: Page 5, Paragraph 4.1.2: “The contractor will report all potential NOK found…” If the PNOK is maternally related, this will be identified in this task. Please clarify your research priorities in order: 1. NOK (or PNOK, please clarify) 2. mtDNA 3. Y-DNA?

Answer 29: 1. NOK. (The Marine Corps will determine the PNOK for all unaccounted for Marines). 2. MtDNA donor. 3. Y-DNA donor.

Question 30: Page 5, Paragraph 4.1.3: “Contractor will respond with the NOK’s contact information as required in paragraph 4.1.2 within 72 hours” a) Please clarify if you are only seeking contact information in this task? b) Please clarify whether you are seeking a family tree in any of the tasks? c) If not, in what format do you want the results provided to you demonstrating the relationship to the service member? d) What is your next step when a report has been completed by the contractor and you are unable to contact a family member with the information provided by the contractor? e) Does the incumbent contractor/s provide confirmed or unconfirmed contact information? f) Is the incumbent contractor/s allowed contact with family members? g) Will you consider recommendations on alternative, possibly more efficient and effective research methods?

Answer 30: The contractor will first attempt to find the Marine’s Next of Kin (NOK), as defined by DODI 1300.18.The contractor will report all potential NOK found as a result of the genealogy search. The contractor will report the NOK’s contact information (to include name, address, phone number, etc.) to MFPC. MFPC will contact the family and if it is confirmed they are maternally related, the file may be closed. Should an attempt to find the Marine’s NOK be unsuccessful, the contractor should inform MFPC and attempt to find two living paternal relatives of the Marine. Should two living paternal relatives of the Marine be found, the contractor should report all information to the MFPC. Once confirmed by MFPC, the case may be closed. When it is determined that only one or no paternal relatives will be located, the contractor will report all available information to MFPC. Based on information provided, MFPC will determine case status. The contractor is not allowed contact with family members.

Question 31: Pages 5 and 6, Paragraphs 4.1.4 and 4.1.5 and 4.2: a) Through our research, we will already know if the NOK is maternally related or not. If the NOK is not maternally related and if we think we can identify mtDNA through more research, can we proceed with additional mtDNA research rather than searching for Y-DNA?

Answer 31: Yes.

Question 32: Page 6, Paragraph 4.3: Would the Casualty Section consider using our automated system for tracking progress, reporting, case submittal and communications?

Answer 32: No. The contractor will utilize MFPC’s standardized spreadsheet.

Question 33: Page 29, Paragraph 2.2: “electronic version of the technical quote shall be in Microsoft Word.” Would it be acceptable to submit the electronic version of the technical and business volumes in PDF format?

Answer 33: PDF is acceptable.

Question 34: How will initial requests and documents be sent to contractor?

Answer 34: Initial requests-telephonically. Documents will be fed-exed. Signature Required.

Question 35: Can contractor reasonably expect that the following information will be provided to contractor?

Yes

No

Decedent’s name

X

Place and date of birth

Place and date of death

Social security number or service number

Names of decedent’s parents and last known address

Name of spouse and address at the time of deployment (if married)

Names of children and address

Answer 35: Yes, to all of the above. Normally in these cases any children of the unaccounted for Marine were babies or very young children.

Question 36: What are the current contracted hourly rates and/or amount per unit you are paying to the incumbent provider/s for genealogy services?

Answer 36: There is no current contract in place at this time.

Question 37: Based on historical data, approximately how many genealogy cases were completed by the incumbent contractor/s over each of the last five years?

Answer: 37: That information is not available at this time.

Question 38: Is your intent to award to one or multiple awardees?

Answer 38: One.

Question 39: “Of the over 4000, the Marine Corps has been unable to locate family members of approximately 3000.” Please share why the ID/IQ is limited to 40 units/cases per year? Do you anticipate additional funding for the bulk of WWII cases within the next few years?

Answer 39: World War II cases are worked on a case by case basis. The maximum number of cases the Marines Corps expects to receive for NOK information and/or requests for DNA is 40 per year. The Marine Corps anticipates additional funding for World War II cases until all cases than can be completed have been completed.

(End of Summary of Changes)