Q and A Responses.pdf

Q1) Who is the vendor of the VTC equipment (Cisco, Polycom, Avaya, etc)

A1) Government owned: manufacturers vary.

Q2) The PWS mentions SIPR, JWICS, etc. Will the government issue a DD254 and sponsor facility clearance?

A1) A draft DD254 is attached. The selected contractor is required to provide personnel who already have a SECRET Clearance. Updated task “k” to remove reference to JWICS. SECRET satisfies the security clearance requirement.

Q3) Who is responsible for replacing or purchasing outdated equipment?

A3) The selected contractor is responsible for coordinating and assisting the government and other government-designated entities with purchasing processes and replacing outdated equipment. The selected contractor’s role is limited to coordination and assistance. The selected contractor is not responsible for initial installation, configuration, or programming of new equipment.

Q4) Are there any systems that are out of date, broken, or otherwise require repair, and who is responsible for this?

A4) The USFF VTC components require repair/replace to remain compliant with network updates. All systems will undergo technical refresh on a 5 to 8 year cycle. The selected contractor is responsible for basic trouble-shooting and repair and will provide coordination and assistance in the event equipment needs to be replaced or repaired by the government. The contractor will assist with the tech refresh processes but will not be responsible for configuration or programming of newly purchased equipment.

Q5) How many calls are scheduled per (week/month)

A5) Approximately 30 VTC’s per month.

Q6) Who is responsible for programming or updating any code to the systems, because this would take on a different labor category and skillset that would be outside of the SCA/WD rates if required? Assuming there is an abundance of this work to be done.

A6) The selected contactor is not responsible for programming or updating code.

Q7) How many conference rooms and systems in total would the contractor be responsible for?

A7) Approximately 14 VTC systems, located in a combination of conference rooms and VIP offices. Additionally, Polycom systems and GVS applications are available in a number of offices in COMSUBLANT space.

Q8) We have noticed two potential line items in section 2 TASK DESCRIPTION/TECHNICAL SPECIFICATIONS: (GG & HH) that may have been added by mistake. With my background and fully vetted on the NISPOM; we noted these items refer to the duties of a Security Program Specialist, someone that is familiar with the DISS systems and has access as security personnel. Can the confirm these line items as being valid and if you are asking the contractor to support a dual role as a VTC technician and personnel/industrial security resource? Which in essence are two different labor categories that would also promote a higher rate than SCA/WD and require someone with additional skill sets that is familiar with DISS if this is the system used to conduct check-ins or create accounts.

A8) The selected contractor is not responsible for personnel security functions. As an additional task beyond VTC Operations, the selected contractor will assist the Government’s Information Technology (IT) support office with IT-related user checkin/checkout processes and other IT/ADP-related functions such as Electronic Certificate Trusted Agent, inventory, and customer support.

Q9) We would ask the government to consider removing (GG& HH) if this was added by mistake and there is no requirement for a personnel/industrial security resource?

A9) GG and HH were updated to clarify tasks.

Q10) If there is such a need for a personnel/industrial security resource; what is the capacity or aggregate number of check-ins/outs per week/month?

A10) No personnel/industrial security resource required. Approximately 30 IT check-ins/check-outs per month are performed as an ADP function and not related to personnel/physical security or industrial security.

Q11) Can the Government provide a list of the technology and systems currently being used for this requirement?

A11) Currently the standard VTC suite consists of the following equipment:

a. Touchscreen Interface: Cisco TelePresence SX 80

b. Control Processor: Creston PRO 3

c. Switch: Extron DXP HD 4K Plus

d. Codec: SX 80

e. Displays: Various (techs provide basic setup support, including general screen setup and layout (e.g. slides, video, etc.)

The Government in currently in the process of upgrading the equipment listed above. Specifically, the Codec will be upgraded to support future network capabilities. We have not yet identified the replacement equipment.

Q12) Can the Government provide the number of users this requirement supports?

A12) The staff consists of around 400 people. A typical VTC event supports 1 to 30 people.

Q13) Can the Government confirm "13+ Video Teleconference centers" is equivalent to 13 conference rooms?

A13) The number may vary as the organization changes but “13 or 14 conference rooms” very closely describes the required level of effort throughout the period of performance

Q14) Can the Government provide the # of rooms, conference rooms that the contractor will be required to support?

A14) Around 13

Q15) Can the Government confirm what level of clearance is required for personnel?

A15) SECRET, See Solicitation Amendment

Q16) We recommend the Government require the Offeror possess an Active Secret Facility Clearance.

A16) The government requires the offeror to possess an Active Secret Facility Clearance

Q17) Please confirm all the personnel have to have an Active Secret Clearance at the Tier 3 Investigation level (formerly a NAC with NACLC).

A17) Secret access required, Favorably completed and adjudicated Tier 3 or higher required.

Q18) How frequently are inventories to be performed?

A18) Quarterly

Q19) Who (government or contractor) is responsible for purchasing the stock of replacement parts? If contractor is responsible how will funding for this purchase be handled?

A19) The government is responsible for the purchases

Q20) Average number of events supported yearly? Average number that have required support simultaneously?

A20) Estimating 300 events per year. Typically no more than 2 simultaneously required

Q21) Are there any ODC requirements for supplies/equipment purchases or travel?

A21) No

Q22) Can you provide an approximate number of AV assets and IT assets that require tracking?

A22) Approximately 13 Cabinets of AV equipment, 775 user machines, and 300 KVM devices.

Q23) Are there SLA (service level agreements)for this requirement?

A23) Not currently established beyond the provided PWS

Q24) What level of Security Clearance is required for this effort?

A24) SECRET, See Solicitation Amendment

Q25) The PWS mentions that historically, there have been 2 SMEs. Is there an incumbent contract? If so, can you provide the contract number?

A25) Previous Task Order Number is N0018920F0225

Q26) Can the government confirm which SCA/WD is being used for this labor category of this opportunity?

A26) In a Firm Fixed-Price (FFP) environment, the Government does not dictate labor category.

Quotes should state the labor category which the quoter believes is the most appropriate to accomplish the tasks set forth in the Performance Work Statement (PWS).

Q27) Page 1 indicates the quote will be for services. Can you clarify if the quote is intended to be for the provision of non-personal services?

A27) The subject requirement does not include any Personal Services as defined in FAR 2.101 Definitions.

Q28) Page 1 refers to the purchase of software licenses. This seems to be a vestige from a prior document. Will the contractor need to provide labor as well as software licenses to perform this contract?

Q28) The subject requirement does not include the provision of any supplies. Please see amended solicitation.

Q29) Would you like bidders to fill in and submit completed solicitation pages 6 and 21 (about telecommunications) as a part of their quote packages?

A29) The Government requires response to the telecommunications information referenced only in the instance that the quoter has not already provided answers within their Representations and Certifications listed on SAM.gov and/or if the information provide is not current.

Q30) It appears as though you will use SAM and FAPIIS to conduct a review of past performance using a CAGE Code or SAM Unique ID and that offerors do not need to submit past performance. Can you please verify this is your intent?

A30) There is no past performance submission requirement for this solicitation. See amended solicitation.

Q31) Is there an incumbent? And if yes, who and what is the contract number?

A31) Gryphon Technologies previously provided the required services under task order N0018920F0225.

Q32) Does any documentation need to be provided as part of Past Performance or is the entire evaluation of what is found in SAM.gov and FAPIIS?

A32) There is no past performance submission requirement for this solicitation. See amended solicitation.

Q33) Does a pricing narrative need to be submitted or only a completed line item price?

A33) Quoter shall utilize the format of their choosing for quote submission; however, there is no requirement for the inclusion of a price narrative.

Q34) Regarding Notice ID N0018923Q0144, would the Government consider changing the NAICS to 334310?

A34) As 334310 is a Manufacturing/Supply NAICS, it is not appropriate for this service requirement. The NAICS will not be amended.

Q35) In paragraph 3 Qualifications, you mention that you want Subject Matter Experts (SMEs), are we required to use wage determination per your attachment?

A35) In a Firm Fixed-Price (FFP) environment, the Government does not dictate labor category.

Submissions shall state the labor category which the quoter believes is the most appropriate to accomplish the tasks set forth in the Performance Work Statement (PWS). A Wage Determination has been included as attachment to the original solicitation, and shall apply to the labor category specified by the quoter.

Q36) What are the labor categories you are looking for? Can we use the labor categories from GSA stars?

A36) In a Firm Fixed-Price (FFP) environment, the Government does not dictate labor category.

Submissions shall state the labor category which the quoter believes is the most appropriate to accomplish the tasks set forth in the Performance Work Statement (PWS). Award for this requirement will be a standalone contract.

Q37) Who is the incumbent and contract number for the incumbent contract?

A37) Gryphon Technologies previously provided the required services under task order N0018920F0225.

Q38) Can the Government provide the current contract awarded value?

A38) The value of task order N0018920F0225 is $722,637.89.

Q39) Can the Government provide the current contract period of performance?

A39) The period of performance of task order N0018920F0225, was 06 February 2020 – 05 February 2023

Q40) Will the Government allow an executive summary in Volume II for Past Performance?

A40) The subject solicitation does not state a requirement for the submission of a past performance volume, any such submission shall not be evaluated. See amended solicitation.

Q41) Will the Government allow Volume I, Factor I - Price to be submitted in PDF format with a price narrative so Offerors can detail how we determined our price?

A41) Quoters shall utilize the format of their choosing for quote submission; however, there is no requirement for the inclusion of a price narrative.

Q42) Will the Government be issuing a separate CLIN table for Offerors to complete or are we to extract the Required Items (CLIN) from page 1 and place in a separate document?

A42) Quoters shall utilize the format of their choosing for quote submission.

Q43) Would the Government accept Times New Roman, font size 10 for the Past Performance Volume?

A43) The subject solicitation does not state a requirement for the submission of a past

Q44) Is there a limit on number of past performances the Government would like us to provide?

A44) The subject solicitation does not state a requirement for the submission of a past

Q45) Are offerors allowed to use a subcontract past performance? If so, would the Government allow offerors to submit a PPQ from our customer directly to the RFP POC?

A45) The subject solicitation does not state a requirement for the submission of a past

Q46) If the Offeror does not have CPARS in the FAPIIS system, will the Government allow and accept a Past Performance Questionnaire (PPQ) from our customer to the RFP POC.

A46) The subject solicitation does not state a requirement for the submission of a past

Q47) We recommend the Government limit Past Performance to contracts performed within the last 3 years, with at least 6 months of performance.

A47) The subject solicitation does not state a requirement for the submission of a past

Q48) Is the requirement only allowing past performance reference that have CPARS in FAPIIS? Since many of our past performances don't have CPARs, we are limited to the ones that we can submit?

A48) The subject solicitation does not state a requirement for the submission of a past

Q49) In the 1st paragraph, the Government states "The Government reserves the right to conduct a price, past performance tradeoff, and award to other than the lowest priced quote." However under 1. Factor I - Price, the Government states "If the lowest priced quote is evaluated as technically acceptable, that quote represents the best value for the Government and the evaluation process stops at this point." Can the Government confirm if this is a Lowest Price Technically Acceptable (or LPTA) or a Best Value consideration?

A49) See amended solicitation.

Q50) In the 1st paragraph, the Government states "The Government reserves the right to conduct a price, past performance tradeoff, and award to other than the lowest priced quote." However under 1. Factor I - Price, the Government states "If the lowest priced quote is evaluated as technically acceptable, that quote represents the best value for the Government and the evaluation process stops at this point." Can the Government confirm if "best value" in this statement constitutes evaluation of Volume II Past Performance?

A50) See amended Solicitation

Q51) Can the Government advise what the evaluation criteria being considered to rank Past Performance is?

A51) The subject solicitation does not state a requirement for the submission of a past performance volume. See amended solicitation.

Q52) In which volume should we include the executed NDA with AbilityOne? Should offerors include this as a separate file?

A52) NAVSUP FLCN maintains a blanket NDA with AbilityOne for any and all closeout services performed. If the quoter requires an additional NDA, they would need to establish such a document directly with AbilityOne. An AbilityOne NDA shall not be include with quote submission.

Q53) May offerors include a statement that says to refer to SAM.gov for our latest Representations and Certifications?

A53) There is no requirement for submission of the quoters Representations and Certifications if the quoter has already provided answers within their Representations and Certifications listed on SAM.gov and the information provide is current.

Q54) If the Government would like us to provide the completed Reps & Certs from the RFP (pages 5-21), which Volume should this be included in?

A54) If a quoter does not have Representations and Certifications listed on SAM.gov and/or the information provide is not current, quoters shall submit their responses in a format of their choosing.