Q A_for_Amendment_M67400-15-R-0002-0001_GIS_Support.pdf

Solicitation Amendment: # M67400-15-R-0002-0001 GIS On-Site Support Service

General Matters:

Question (1): In our initial review of the RFP it is unclear if this solicitation is being released as an individual IDIQ solicitation (not GSA) or under a GSA schedule. If it is being released as a GSA RFP could you please clarify which GSA contract(s) apply (70, 899 etc)? This is not go to be on GSA-but rather it is a non-GSA IDIQ?

Answer (1): The solicitation will NOT be publicized on GSA. We are planning on establishing a requirements contract (IDIQ).

Question (2): Para 1.6.2.1 Upon termination of a contractor, to which government individual does the contractor return their CAC card, SOFA driver’s license and physical and intellectual properties used and generated under the contract?

Answer (2) Yes, this is correct. All contractor personnel’s SOFA status shall be revoked upon the termination of the contract and they are required to return their CACs, SOFA driver’s license and other physical and intellectual properties used under this contract.

Question (3): Para 1.8 “The costs of travel shall be priced within the price for GIS On-Site Support Services and traveling within 50 miles radius of normal work location shall not be considered as travel.”

The nature of collecting geospatial information across MCIPAC concerns on Okinawa will often require multiple trips spanning several days across hundreds of miles to collect required data. Will the COR approve travel expenses for reimbursement for cumulative work travel if such requests are made prior to the data collection effort and then supported with specific mileage logs?

Answer (3): No, the COR will not approve the transportation costs (traveling within Okinawa) as reimbursable travel costs. Such the transportation costs shall be included in the contractor’s initial price proposal as service fees (monthly fees of GIS analyst).

Question (4): Para 4.4 “The Contractor shall provide a copy of the quality control plan to the Contracting Officer and the COR NLT 15 days after receipt of contract award or at the Post Award Orientation Conference.”Can we assume that this is a typo and ‘quality control plan’ should actually be ‘contingency plan’?

Answer (4): The Quality Control Plan (identified in para 4.3) is different from the Contingency Plan.

There is a typo in para 4.1.1 “the contractor shall provide a copy of the quality control plan” and it should be “the contractor shall provide a copy of the contingency plan.” The typo will be corrected with a solicitation amendment.

Question (5): Para 4.5.1 “Required personnel shall have or be able to obtain, at a minimum, a Secret security clearance. Who comprises ‘required personnel?

Answer (5): Please refer to para 1.6.5 and 1.6.5.1.

Question (6): Page 86 “CONTRACTOR MOTOR VEHICLES”. “Are motor vehicles that are used by contractors to simply commute to the government worksite considered to be a motor vehicle that is “required to be in military installations during the performance of this contract” and thus subject to all of the conditions levied on contractor motor vehicles to include placards, etc? This seems like an excessive rule for privately-owned vehicles operated and maintained by US citizens.

Answer (6): For this contract, placards and company’s logo will not be required. These rules apply to the contractor’s vehicles when performing services in military installations for a short period of time without SOFA driver’s license. However, the contractor personnel will be required to follow other base regulations such as vehicle permits, vehicle registration, and insurance requirements for their privately owned vehicles (which are mostly used to commute). The same rules apply to all privately-owned vehicles entering in military installations in Japan.

Question (7): Attachment 1: “In assessing past performance, Present and Past Performance Questionnaire(s) will be sent to the individuals identified in the Past Performance Information List completed by the Offeror”. Does the contracting officer expect the offeror to submit these, or will the government contact past performance references? Was there a past performance questionnaire that was supposed to be included in the Solicitation?

Answer (7): The Contracting Office will send Past performance questionnaire(s) to the responders (references) based on the information included in the Past Performance Information List submitted by Offerors. So, offerors are required to fill out the Past Performance Information List (page 89~91) and submit a redacted version (no company names and logos) of the Past Performance Information List as a part of their technical proposal (Volume I).

Question (8): CLIN ITEM NO 2003 states: GIS Analyst (EAB) Option Year Two: Mid GIS Analyst x 12 mo = 24 months. Is this intended to represent two analysts?

Answer (8): Yes, it intends to request 2 Mid-level GIS Analysts for a year (12 months) and an estimated total quantity is 24 months. Please note this is a requirements contract and the required quantities will be determined upon issuance of a task order.

Question (9): Section iii states that “proposed prices shall be entered on the spreadsheet file, Schedule of supplies/Services, readable in Microsoft Office Excel format. Is it the government’s intent to furnish a spreadsheet for this?

Answer (9): No, the Government is not furnishing any spreadsheet. Please use Microsoft Excel. Offerors are also required to provide their pricing (unit price and total price) for CLIN 0001AA, 0001AB, 0001AC, 0002AA, 0002AB, 0003, 0004, 1001AA, 1001AB, 1001AC, 1002AA, 1002AB, 1003, 1004, 2001AA, 2001AB, 2001AC, 2002AA, 2002AB, 2003, and 2004 on the solicitation document N67400-15-R-0002 (page 4~28).

Question (10): Please clarify whether the due date of the proposal response is12:00 AM 11 Aug 2015 Pacific Time Zone or 12:00 AM 11 Aug 2015 Tokyo Time Zone.

Answer (10): Yes, this is correct. The due date for this solicitation will be 12:00 AM 11 Aug 2015 (Tokyo Time Zone, Japan Time).

Question (11): 1.6 Key Personnel and Program/Contract Manager (Page 43): Personnel requirements include a Program/Contract Manager responsible for overall project governance and direction and implementation of course corrections; participation in bi-weekly phone calls with the Government; and 3 annual site visits (Table 1.8.1). However, there is no CLIN that references Program Manager labor hours.

Please instruct bidders on how to price for the required Program Manager support.

Answer (11): “There is no CLIN for the Program Manager. The costs of Program Manager shall be incorporated in the price of GIS On-Site Support Service (GIS Analyst). You may allocate the costs of PM to the pricing for providing GIS Analysts.”

A PM shall be responsible for the overall contract performance by having a close coordination with onsite staff especially an onsite lead. He/she shall be actively engage with the COR and contracting office during.

Question (12): 1.8 Travel (Page 47): There is currently no CLIN to cover the travel outlined in Table

1.8.1. There are however CLINs 0004, 0005, 1004, 1005, 2004 and 2005 that reference “unplanned travel”. It is stated on page 31 of the RFP that these CLINs will not be evaluated. Please confirm that there is no requirement to include pricing for travel either planned (Table 1.8.1) or unplanned (CLINs 0004, 0005, 1004, 1005, 2004, 2005); or otherwise direct on the specific pricing requirements for travel under this contract.

Answer (12): In addition to “Unplanned Travel” specified in para 1.8.2, there is the travel requirement for the Program Manager and GIS Analysts as specified in para 1.8 of the PWS (page 46~17 of the solicitation). The costs of anticipated travel identified in paragraph 1.8 shall be incorporated in the price of GIS On-Site Support Services (providing GIS Analysts priced in CLIN0001AA, 0001AB, 0001AC, 0002AA, 0002AB, 0003, 1001AA, 1001AB, 1001AC, 1002AA, 1002AB, 1003, 2001AA, 2001AB, 2001AC, 2002AA, 2002AB, and 2003.)

CLIN0004, 1004, and 2004 are for GIS Analyst(s) for the Special Project and offerors are required to provide their pricing for these CLINs and pricing will be evaluated. We will amend a solicitation to make the change.

CLIN0005, 1005, and 2005 are for Unplanned Travel which the contractor will be reimbursed the travel expense in accordance with the FTR (as specified in page 11, 20, and 29). Offerors are not required to propose their pricing for CLIN0005, 1005, and 2005 “Unplanned Travel.”

Question (13): 1.9 Contractor Furnished Equipment (Page 47): Section states, “Upon a request by the Government, the Contractor shall provide a company computer per a location (FSMB, PMO, EAB) for on-site GIS analysts who directly support this contract. After award, the Contractor shall be notified a number of USMC compliant computers required. The Contractor’s computers shall be authorized by the HQMC C4 DAA. The latest information on the minimum system specification for the computer to access NGEN shall be provided by the Government after award.” Please confirm that if required, the cost for the computers, as well as the labor associated with authorization/certification of said computers, will be separately priced and awarded under a task order/CLIN post award.

Answer (13): “No, there will not be a separate CLIN and the offerors shall propose their pricing to include all the costs (labor, materials, G&A and OH, etc) of providing computers.” Such the costs shall be incorporated in the price of GIS On-Site Support Services (providing GIS Analysts priced in CLIN0001AA, 0001AB, 0001AC, 0002AA, 0002AB, 0003, 1001AA, 1001AB, 1001AC, 1002AA, 1002AB, 1003, 2001AA, 2001AB, 2001AC, 2002AA, 2002AB, and 2003.).

Question (14): Please confirm that if bidders submit responses via email that there is no other submission requirement (e.g., Fax, Courier or other).

Answer (14): As specified in page 35 of the solicitation, offers may be submitted via mail, courier, or fax.

Offers received via fax are often unreadable and it would take about a week to receive a courier. Some offers were delivered to different locations in the past. For that reason, we prefer to receive offers via e-mail.

*When submitting your proposal/quote via e-mail, please make sure to follow the instructions as follows:

“Due to Government computer firewall security, any e-mail(s) with "zip" files will be automatically rejected. So, please DO NOT send any zip files. Any e-mails with large volume of attachments might be rejected. Offerors may submit their quotes via several e-mails. In that case, the Offerors shall specify the number of e-mails and attachments.

Question (15): Currently submission are due August 11, 2015 at 12:00 a.m. local (Japan) time. Because email, fax and/or courier submission will need to be verified, will the Government please consider amending delivery time to 1600 local (Japan) time on August 11, 2015? This will allow bidders to make contact during normal business hours to confirm receipt.

Answer (15): No, we are not amending the due time in the solicitation. The time of receipt will be determined by e-mail transmission records and we will send acknowledgement to the offeror as soon as we receive an offer. Due to government computer firewall security, please be advised that it is the Offeror’s responsibility to ensure that the Contracting Office receives all required documents.

After submitting quote(s), it is Offerors’ responsibility to receive acknowledgment from the Government.

Question (16): Volume II Pricing Instructions (Page 33): Instructions state, “Offer shall at least include the following information in the price proposal. c. Labor Cost, Overhead, G&A and other administrative expenses.” Please clarify if the Government is requiring a) simply that bidder include costs such as Direct Labor, Overhead and G&A in their total price line items; or b) that costs such as Direct Labor, Overhead and G&A are to be disclosed as part of their price proposal. If b (disclosure of direct and indirect costs), there are no specific instructions for subcontractors. Presumably subcontractors would be required to submit pricing in the same format as the prime. In order to maintain proprietary and confidential information, would the Government then allow subcontractors to submit detailed pricing (if required) information including Overhead, G&A and other administrative expenses directly to the Contracting Officer?

Answer (16): Yes, the Government is requiring offerors to include costs such as Direct Labor, Overhead and G&A in their total price line items and provide details of their costs such as Direct Labor, Overhead, G&A, and all other costs incurred to provide the GIS On-Site Support Services. You may list the subcontractor fee in your cost breakdown and your subcontractor may submit details of their pricing with the breakdown (such as Direct Labor, Overhead and G&A) directly to us.

Question (17): Section 1.6.5 ‘Security Clearance Requirement’ requires that the Contractor hold a Secret Facility Clearance at time of award. Would it be correct that the Facility Clearance must be “Final” vs.

“Interim”?

Answer (16): “Interim” is acceptable as long as the “final” is going to be obtained by the beginning of

POP.

Question (18): Section 1.5 ‘Special Project T/Os’ calls for support for four projects with six month durations at specified locations. Given the un-known nature of the special project work schedule and locations, should the response factor in travel costs for extended TDY or will that cost estimate be requested in a future TO?

Answer (18): Offerors are required to submit their price proposals to include all the cost for “Special Project.” The cost of special project shall include the cost such as labor, overhead, G&A, administrative, and transportation expenses. No additional TDY cost is acceptable for a TO.

Question (19): Section 1.8 ‘Travel’: Will special project personnel be able to travel on invitational orders to take advantage of military air and be able to stay on base?

Answer (19): Personnel under a special project shall be able to utilize a military air and on base lodging as needed.

Question (20): Attachment 1 ‘Past Performance Information List’: Can the government please provide an editable template for the Past Performance Information Sheet? Additionally, will the government allow for the details of the past performance project required by the evaluation criteria (page 62 Section 52.212- 2 a.2) be provided as an attachment to the Past Performance Information List?

Answer (20): Yes, you can provide the details of the project(s) on the past performance information list.

The past performance information list should be redacted. That means any logo and company logo should not be included. The past performance information list (MS Word version) is attached.

Question (21): Section 1.6.3.1 ‘Program Manager’: The solicitation makes references to and requirements of a contract Program Manager, but does not include a CLIN for this role. Please clarify how the government would like proposers to account for this individual’s labor costs per Submission Requirements Volume II - Price i and ii.

Answer (21): There is no CLIN for the Program Manager. The costs of Program Manager shall be incorporated in the price of GIS On-Site Support Service (GIS Analyst). You may allocate the costs of PM to the pricing for providing GIS Analysts.” Ref: General Answer (11)

Question (22): The Submission Requirements Volume 1 – Technical Approach & Past Performance Information request one redacted version. Can respondents redacted Technical Approach and Past Performance Information responses provide information that does not include names of companies, individuals and non-government organizations a person or company has supported?

Answer (22): Offerors may include the names of the companies and individuals who received the services from the offerors.

Question (23): Can the government please provide the Schedule of Supplies/Services excel file to be completed for Volume II – Price, as indicated to be provided in Section iii of Volume II – Price in Submission Requirements?

Answer (23): The government is not furnishing any spreadsheet. Please use Microsoft Excel. Ref: General Answer (9)

Question (24): Table 1.8.1 on page 47 is referenced for pricing. We have several questions regarding travel for Volume II (Price).

Question (24)-1: Which of the trips in this table should be included in our price for Volume II?

Answer (24)-1: Offerors shall include all the costs of anticipated travel specified under the table

1.8.1. The costs of anticipated travel identified in paragraph 1.8 shall be incorporated in the price of GIS On-Site Support Services (providing GIS Analysts priced in CLIN0001AA, 0001AB, 0001AC, 0002AA, 0002AB, 0003, 1001AA, 1001AB, 1001AC, 1002AA, 1002AB, 1003, 2001AA, 2001AB, 2001AC, 2002AA, 2002AB, and 2003.) Ref: General Answers (11)

Question (24)-2: Are the trips associated with the Program Manager in row one of this table planned and should these trips be included in our price?

Answer (24)-2: Yes.

Question (24)-3: On Row three of this table trips to Camp Fuji and Camp Mujuk are referenced.

If these are to be included in our bid, could you clarify the following:

Are there 2 trips to Camp Mujuk and 2 trips to Camp Fuji or one trip to each installation?

Answer (24)-3: It would be a total of 2 trips a year and the location would be either Camp Fuji or Camp Mujuk.

Question (24)-4: Are the four trips associated with the EAB in row four of this table (Japan to MCBH) planned and should these trips be included in our price?

Answer (24)-4: Yes.

Question (25): On page 31 of 92 It states that CLINS 0004, 0005, 1004, 1005, 2004 and 2005 will be funded and priced separately as they occur and that pricing for the CLINs will not be evaluated.

We understand this to mean that we do not have to price either the labor or the travel associated with these CLINs. Is our understanding correct?

Answer (25): CLIN0004, 1004, and 2004 are for GIS Analyst(s) for the Special Project and offerors are required to provide their pricing for these CLINs and pricing will be evaluated. Therefore, the price for these CLINs will be evaluated. A correction will be made in a solicitation amendment.

CLIN0005, 1005, and 2005 are for Unplanned Travel which the contractor will be reimbursed the travel expense in accordance with the FTR (as specified in page 11, 20, and 29). Offerors are not required to propose their pricing for CLIN0005, 1005, and 2005 “Unplanned Travel.” Therefore, the price will not be evaluated.

Question (26): What resumes must be submitted with the proposal? Do we submit the PM, On-site Team Leader, and Mid-Level GIS analyst, or all the on-site personnel?

The RFP makes comments regarding resumes and key personnel. Those are:

1.6.1. Submission and Approval of Resume(s): The Contractor shall submit a resume for each of the proposed GIS analyst/specialist to the COR for approval.

1.6.3. Program Manager and Onsite Team Lead: The Contractor shall provide a Program Manager (PM) and an on-site team lead.

1.6.4. The Contractor shall provide, at a minimum, a team lead and one Mid-Level GIS analyst/ specialist as key personnel.

Answer (26): As specified on the solicitation (page 30) under the third section of 2) Program Management and Staffing Plan, offerors should list in detail the minimum qualifications, experience, specialized experience, and certifications of a PM and GIS analysts (Sr, Mid, and Jr) who will be directly supporting this contract. Offeror's approach for staffing-hiring/team development/team management will be great information for our evaluation.

Question (27): Can you please confirm when we will see all questions posted by all vendors, and the answers, posted on FBO?

Answer (27): The Questions and Answers period will be ended 5 Aug at 1300 (Japanese Standard Time).

We will issue an amendment to this solicitation to include the questions and answers after all the questions are answered.

Technical Matter

Question (1): Para 1.3.6.5 includes a requirement to “Provide support to create and maintain the Master Street Address Guide (MSAG).” However, the MSAG has already been created and is currently being maintained with SPAWAR responsible for the program of record that uses this database. There is no practical reason to re-create this expensive database. Did the government intend to invest new funds to create a redundant MSAG or is this a carryover from the previous contract?

Answer (1): Responsibilities stated in paragraph 1.3.6.5.

Question (2): Para 1.3.6.10 Will the contractor be responsible for also performing any system or web administration of the Consolidated Emergency Response System (CARS)?

Answer (2): Responsibilities stated in paragraph 1.3.6.10.

Question (3): Para 1.3.6.11 “The contractor shall perform as a liaison between MCIPAC E911 Dispatch Center and Japanese local government offices and emergency services.” This seems like an extraordinarily broad responsibility that would have the contractor representing the PMO interfacing directly with the Japanese government. Can you clarify the responsibilities of the contractor in this very sensitive role? For example, is such a role limited to sharing the technical capabilities of the MCIPAC E911 system with the Japanese government when directed to do so on behalf of the PMO?

Answer (3): Yes, the contractor will be required to perform as a liaison between MCIPAC E911 Dispatch Center and Japanese local government offices and emergency services as specified in para 1.3.6.11.

Question (4): Para 1.3.6.14 This requirement includes a broad array of system administration tasks that will require extraordinary capabilities beyond the qualifications of a Senior or Mid-Level GIS Analyst.

Can you either 1) limit the tasks expected to those provided by GIS Analyst or 2) amend the type of contracted consultant required to include a Systems Administrator with special access certifications and skills?

Answer (4): Responsibilities stated in paragraph 1.3.6.14.

Question (5): Para 1.6.3 “The PM shall oversee the overall performance of GIS On-Site Support Services at CONUS while a Team Lead is required to be onsite.” Does this preclude the PM and On-Site Team Lead from being the same individual?

Answer (5): No.

Question (6): Para 1.7.2-1.7.4 In the statement of qualifications for Senior GIS Analyst, Mid-level GIS Analyst and Junior GIS Analyst, there is a reference to an individual’s ability to travel via military transportation. Will the government be providing military transportation for the contractors to perform their field work under this contract? If so, please provide more clarifying language as to how the contractor will be authorized to secure such military transportation.

Answer (6): The government will coordinate a travel via a military transportation with an appropriate organization if needed.

Question (7): Para 1.9 What is the purpose of the contractor’s computers? For example, are they to ensure communications with corporate offices or is there some other stated purpose? What software will be required to be installed on these computers? Is the contractor required to acquire the software or will it be acquired by the government?

Answer (7): The computers will be used as a Contractor’s workstation. The Contractor shall provide computers which meet the specifications stated in the Workstation Minimum Requirements (Ref:

Workstation Minimum Requirements, Next Generation Enterprise Network Contract, N00039-13-D- 0013) along with a license of Adobe Professional for each computer. The Government will be in charge of installing OS and MS Office as well as Adobe software on the computers.

Question (8): Para 1.9 Will the contractor be required to provide broadband internet for access to the commercial network as well as associated costs for supporting wireless access to include equipment and installation costs?

Answer (8): No.

Question (9): Para 3.1.1.1 Who will be acquiring the commercial GIS software? The government or the contractor?

Answer (9): GIS software is available onsite.

Question (10): Para 4.1.1 “Place of performance will be installations on Okinawa, Japan. The need may arise for additional duty stations throughout the MCIPAC AOR. “Does this preclude the contractor from providing any consulting services from CONUS?

Answer (10): Yes.

Question (11): Para 4.7 With prior coordination and within reason, will the COR approve occasional on-line professional training by contractor staff during normal workhours or is it expected that the contractor will complete all training outside of the duty day?

Answer (11): Information stated in 4.7. Training required by the Government shall be completed during the duty day.

Question (12): Sections 1.6.3.1 and 1.8.1 outline Program Manager travel expectations of 3 trips per year.

Section 1.3.2.1 also describes a Post-Award meeting. Please clarify if the Post-Award Meeting is included in the 3 trips required for the Program Manager.

Answer (12): Yes. A trip which includes a Post-Award Meeting shall be the initial site visit for the PM to gain understanding of Government’s requirements and unique OCONUS issues/concerns/challenges which may impact the contract.

Question (13): Section 4.7.2 references paragraph 3.1.6, which is not included in the proposal. Please provide clarification for where this information can be found. Are you referring to 1.3.6?

Answer (13): Yes, it is referring to 1.3.6 Emergency Management Command and Coordination.

Question (14): Section 1.9 ‘Contractor Furnished Equipment’: Please clarify if a USMC compliant computer is required to be provided by the contractor for each on-site GIS Analyst or for each site location (FSMB,PMO,EAB)? It also reads that the contractor provided computers must meet certain government specifications; if this correct, can the government please provide the computer specifications so the hardware can be properly priced?

Answer (14): As specified in para 1.9, the contractor will be required to provide a computer per location (FSMB, PMO, EAB). That means 3 computers are required if the Government requested for a computer for all locations. Ref: General Answer (13) and Technical Answer (7).

Question (15): Per PWS item 1.3.6.4, please clarify if the survey equipment to be provided, and the surveys to be conducted, are required to be survey grade or mapping grade?

Answer (15): Most data collection has been conducted with the GPS-enable cameras, which MCB Butler E911 Dispatch program own. A mapping grade GPS shall be provided and utilized as needed. When survey grade equipment is needed, the contractor shall be able to coordinate with COR.

Question (16): Could you confirm the key personnel are only the team lead and one (1) mid-level GIS analyst?

Answer (16): Yes, as specified in 1.6.4 The Contractor shall provide, at a minimum, a team lead and one Mid-Level GIS analyst/ specialist as key personnel. These key personnel will be identified and substitution of these key personnel will not be made without prior authorization of the Government.

Question (17): Are key personnel resumes required?

Answer (17): Yes, resumes are required for a Program Manager and all the GIS analysts who are working onsite and directly providing the services.

Question (18): Are secret security clearances required for all on-site personnel?

Answer (18): No. It is required for the personnel who work in MCB Butler E911 Dispatch program at

PMO.

Question (19): In response to the question regarding mapping and survey grade equipment from PWS item 1.3.6.4 in which you responded "Most data collection has been conducted with the GPS-enable cameras, which MCB Butler E911 Dispatch program own. A mapping grade GPS shall be provided and utilized as needed." Our question to this response is: "Will the government provide the mapping grade GPS or is the contractor to provide it? Additionally, is the contractor expected to provide survey grade GPS equipment if required after coordinating with the COR?"

Answer (19): For E911 program, survey grade GPS equipment will not be needed. For occasional use of mapping grade GPS for E911 program, a contractor shall be able to coordinate with the COR to use a government own equipment.