RFQ_ N6817126QT015_Questions and Answers.pdf

RFQ # N6817126QT015

Questions and Answers

1. The volume table specifies a 3-page limit for the Past Performance Volume.

However, the Past Performance instructions under Section 3 state "the past performance volume shall be no longer than 6 pages." Which page limit controls?

Please confirm the authoritative page limit for the Past Performance Volume.

The past performance volume shall be no longer than 6 pages.

2. The solicitation lists "Contractor shall provide certificate of completion for the OIS-

R course with their quote submittal" twice within the same section. Is this a typographical error, or are two separate OIS-R certificates required (e.g., for multiple proposed personnel)?

This is a typographical error.

3. The evaluation criteria state the Government will verify the quoter possesses an active Secret facility security clearance, evaluated on a Pass/Fail basis. The PWS also requires contractor personnel to hold an active SECRET security clearance.

Does the Pass/Fail requirement refer to a company-level facility clearance (FCL), a personnel clearance for the proposed individual(s), or both? What documentation format is acceptable as verifiable evidence?

The Pass/Fail requirement refers strictly to the company-level Facility Security Clearance

(FCL).

Acceptable documentation format is typically the contractor's CAGE code and a copy of their active DD Form 254 or a verifiable screenshot/record from the National Industrial Security System (NISS)

Personnel Security Clearances (PCL) for the proposed 1 FTE are validated separately via the Defense Information System for Security (DISS) prior to onboarding/performance, not as part of the initial company Pass/Fail evaluation

4. Only personnel whose resumes were reviewed during evaluation may be employed under the resultant contract, with alternates requiring COR and Contracting Officer approval. What is the expected government review timeline for alternate resume requests following award, and is there a minimum advance notice requirement for the contractor?

The contractor must provide the Contracting Officer (KO) and Contracting Officer's Representative (COR) with at least fourteen (14) calendar days’ advance written notice of any proposed personnel substitution. The advance notice must be accompanied by a complete substitution package, which includes:

• A detailed resume of the proposed alternate demonstrating compliance with the requirements of the solicitation.

Thompson, Sara L CIV USN NAVSUP HQ MECH (USA) No. The candidate must comply with the requirements of the solicitation.

• Verification of an active SECRET security clearance (e.g., DISS printout/verification information).

• A signed Letter of Intent (LOI) from the proposed alternate.

The Government will have ten (10) business days from the receipt of the complete substitution package to review, evaluate, and provide written approval or rejection of the proposed alternate resume. No substitution shall take place, nor will the alternate candidate begin work under the contract, without the formal written approval of both the COR and the Contracting Officer.

5. A signed Letter of Intent is required for each resume quoted. Is there a required government format or template for the Letter of Intent, or is a signed commitment letter on company letterhead acceptable?

No, there is no standardized or mandatory government format or template for the Letter of Intent (LOI). A signed commitment letter on the company’s corporate letterhead is fully acceptable, provided it contains the following essential key terms:

• The specific RFQ number and the title of the position (e.g., 1 FTE Contractor

Support - Rota, Spain).

• A clear statement of availability and commitment by the candidate to perform the work under the contract if the quoter is selected for award.

• A statement acknowledging that they have accepted the employment terms offered by the quoter.

Signed and dated (wet or verified digital signature (e.g., DocuSign)) by both the candidate and an authorized corporate hiring official.

6. The PWS requires completion of a course meeting the requirements of the Lautenberg Act per 18 U.S.C. § 922(g)(9). Is there a government-approved or government-preferred course or training provider that satisfies this requirement, or may the contractor select any accredited program?

The Government does not mandate or prefer a specific training provider or course to satisfy the Lautenberg Amendment requirement. Quoters may select any accredited or professionally recognized program that satisfies the statutory training criteria of 18 U.S.C. § 922(g)(9).

To demonstrate compliance and satisfy the PWS reporting requirement, the contractor must annually complete and submit DD Form 2760 ('Qualification to Possess Firearms or Ammunition') to the EODMU8 Readiness and Training Officer

7. Contractor personnel must be cleared by the Office of Defense Cooperation in

Madrid, Spain prior to relocating for contract performance, with the clearance initiation process beginning no later than 3 days after award. What is the typical processing time for this Spanish clearance, and could delays in this process affect the anticipated September 15, 2026, contract start date?

There is no reason we need to see the compensation package.

Clearance through ODC Madrid typically takes up to 60 days.

If clearance is not obtained by the time the contract period of performance begins:

• Phase 1 (U.S. Performance): The contractor shall commence performance in the United States on the scheduled start date (anticipated September 15, 2026). During this phase, the 1 FTE will perform unclassified tasks outlined in PWS Section 3 that can be executed remotely (e.g., transition planning, program onboarding, unclassified administrative task preparation, and coordination).

• Phase 2 (Spain Performance): Immediately upon receiving ODC Madrid clearance and Spanish base access, the contractor shall execute the planned relocation and transition to physical performance on-site at EODMU8 in Rota, Spain.

Quoters should ensure their transition and staffing plans reflect this phased approach.

The government expects to award this contract NLT 04 AUG 2026.

8. The base period delivery schedule lists September 15, 2026, as the performance start date. Is this date firm, or is it contingent on the completion of Spanish clearance processing and contract award? What is the Government's anticipated award date?

See answer to question 7.

9. The PWS describes the scope of work in terms of a single set of duties without explicitly stating the number of full-time equivalents (FTEs) required. EODMU8 normal working hours are Monday through Friday, 0800–1630, which equates to approximately 2,000 billable hours per year per FTE. Please confirm: (1) How many FTEs does the Government anticipate are required to fulfill all tasks described in PWS Section 3? (2) Are there any surge, contingency, or surge-support staffing requirements that would require additional personnel beyond the baseline FTE count?

The Government baseline requirement is 2,080 hours, equivalent to 1 FTE. There are no surge, contingency, or surge-support staffing requirements that would require additional personnel beyond the single baseline FTE.

10. PWS Sections 3.1.4 and 3.1.5 require the proposed candidate to have completed the

OIS-R Course and the ELMS Commodity Manager online course, and PWS Section

3.1.8 requires the candidate to hold a current American Heart Association (AHA) First Aid/CPR/AED certification. The Addendum to FAR 52.212-1, Section 2, Subfactor 2 further requires certificates of completion for all three to be submitted with the quote. If a proposed candidate has previously held and completed all three certifications but one or more has since lapsed or expired, would the Government consider amending these requirements to allow quoters to submit evidence of prior completion or certification along with a written commitment to obtain or renew all required active certifications within a defined period prior to or immediately following contract award? Alternatively, would the Government accept a plan for timely renewal in lieu of currently active certificates at the time of quote submission?

The Government will accept evidence of prior completion or certification for the OIS-R, ELMS Commodity Manager, and First Aid/CPR/AED courses, provided the following conditions are met at the time of quote submission:

Prior Completion Window: The provided evidence must demonstrate that the certification was previously held and successfully completed within 36 months prior to the RFQ closing date.

Written Commitment: The quoter must submit a signed, written commitment confirming that the proposed candidate will obtain or renew all required active certifications within four (4) months of contract award.

Note: While a plan and prior certificates are acceptable for evaluation purposes, the contractor will be restricted from performing duties requiring active system access (such as OIS-R or ELMS data entry) until active, renewed certifications are presented to the

COR.

11. RFQ Attachment 4 is identified as the Contract Security Classification Specification

(DD-254, Draft). The provided file cannot be opened or rendered in its current format, which prevents quoters from reviewing its contents and ensuring compliance with any security classification specifications referenced therein. Would the Government please reissue Attachment 4 in a functional, accessible file format?

If the Government is unable to reissue the attachment prior to the question-and-answer deadline, would quoters be permitted to reference and complete a standard blank DD-254 template from the DoD Forms Management Program (https://www.esd.whs.mil/Directives/forms/) in lieu of the provided draft?

The document is functional. The rendering issue may be due to the quoter's web browser trying to open the DD-254 draft PDF.

A "Please wait..." message is a known Adobe security form limitation. DD-254s are generated as dynamic XFA-based PDFs, which cannot be rendered inside standard web browser PDF viewers (like Chrome, Edge, or Safari).

The solution is for the quoter to download the PDF locally to their desktop, right-click, and open it directly with an updated standalone version of Adobe Acrobat Reader.

No alternative blank template is permitted, as the draft DD-254 contains specific, customized security guidance from EODMU8 that the contractor must adhere to.

12. Is there an incumbent currently performing this work? If so, please provide the contract number.

No incumbent. This is a new requirement.

What if this doesn't work? What are their options?

13. Section B of the RFP has Option Line Item 5001 with a Quantity of 12. Since this is a 6-month extension CLIN, should the Quantity be 6 instead of 12?

Yes. Quantity should be 6 instead of 12.

14. Given that OIS-R and ELMS training typically require Government system access that is provisioned post-award, can the Government clarify whether offerors may submit a plan to complete required training after award, and confirm that lack of training certificates at time of quotation will not result in disqualification?

See answer to question 10.