Consolidated Leads RFP OPM-10-R-0008 Amendment 003.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

The OPM Consolidated Leads RFP (OPM15-10-R-0008) is hereby amended to incorporate the changes to the text of the solicitation as specified on pages 2-13 of this amendment;

incorporate questions and answers as specified on pages 14-21 of this amendment;

incorporate the revised pricing workbooks (separate Microsoft Excel file);

release the redacted pre-proposal conference slides (attachment);

release the list of pre-proposal conference attendees (attachment); and drawing of space which will be provided in Boyers, PA (attachment).

U.S. Office of Personnel Management Boyers Contracting Group 1137 Branchton Rd.

Boyers, PA 16018

OPM15-10-R-0008

OPM15-10-R-0008

1 21

12/22/2010

08/31/2010

OPM Consolidated Leads Solicitation OPM15-10-R-0008 Amendment 0003

Please see the revisions below. Also, there are additional attachments.

A map of the space provided to the contractor has been attached to this amendment.

There are 35 cubicles and 2 management cubicles. Please see H.16 (b) and (c). Hours of Operation for Boyers are 5:30am to 11:30pm. The contractor will be responsible for incorporating the space constraint into their Staffing Plan.

There have been OPS Manual changes that are available in the Reading Room:

• Military o Guidance for Navy, Coast Guard, and Air Force records were edited.

• BVS

o Added California, Oklahoma, New Jersey, Rhode Island, and Utah

• IMM

o Now identified at Immigration (IMM) and SIMM for Relative or Spouse/Cohabitant o Codes for Family Relatives for Stepmother, Stepfather, Foster Parent, Stepchild, Stepbrother, Stepsister, Half-Brother, Half-Sister, o Added scheduling I0 items for the subject, relatives, and/or spouse/cohabitant

• West Law o Edited actions

B.6 CONTRACT LINE ITEM NUMBER (CLIN)

CLIN Product Unit Price

X001 Military (MILR) NARA database search only resulting in a No Record and PIPS updating $

X002 Military (MILR) NARA database search with file unavailable, update to UC/NL in PIPS appropriately $

X003

Military (MILR) NARA database search, record, request, review of file (hardcopy or online), record reporting, PIPS updating to AC/IS appropriately, extension and scheduling subsequent ESI, and material destruction $

X004 Military (MILR) DPRIS database search only resulting in a No Record and PIPS updating $

X005 Military (MILR) DPRIS database search with file unavailable, update to UC/NL in PIPS appropriately $

X006

Military (MILR) DPRIS database search, record, request, review of file (hardcopy or online), record reporting, PIPS updating to AC/IS appropriately, extension and scheduling subsequent ESI, and material destruction $

X007 BVS (BVS) EVVE - record search and item reporting, update

AC/NR/DN $

X008 BVS (EVVE) - record search and item reporting, update FL, enter case comment $

X008 DCII/SDCI - record search and item reporting, update to NR or NI as appropriate $

X009 Immigration (IMM/SIMM) SAVE - record search and item reporting, update RR $

X010 Immigration (IMM/SIMM) SAVE - record search and item reporting, update UC, ACC Comment $

X011 Immigration (IMM/SIMM) SAVE - record search and item reporting, update RI, extension messaging $

X012 State Bar (BAR) - record search, item reporting, update

AC/IS/NR $

X013 West Law (PERI) Periodicals - record search, item reporting, update AC/NI/NR $

X014 West Law (PERI) Periodicals - record search, item reporting, update IS, extension messaging $

C.1 SCOPE OF WORK

1.1.1 The Consolidated Leads Solicitation is a requirement for centralized database searches that are an essential part of each investigation that FIS conducts. The database searches are:

• Military (MILR) NARA;

• Military (MILR) DPRIS;

• NAPHIS (Bureau of Vital Statistics (BVS));

• BVS (BVS) EVVE;

• Immigration and Naturalization (IMM/SIMM) SAVE;

• West Law (PERI) Periodicals;

• State Bar License (BAR);

• Automatic Central Index (Defense Central Index of Investigation

(DCII/SDCI)).

C.3 DELIVERABLE REPORTS AND PLANS

3.2 Plans - All plans should be included as part of the Contractor's proposal (except

3.2.5 and 3.2.7), and must be submitted annually for approval by the 11th month of the fiscal year (except 3.2.11).

3.2.5 Drug Use/Violence in the Workplace Policy is due 90 days after the

Contract Award Date (Refer to Section H.3.2.10)

3.2.6 PII Protection Plan - the Contractor must supply OPM with an annual PII protection plan which includes refresher training and is delivered at the beginning of the fiscal year. This must be compliant with the July 2009 Edition of the FIS PII Loss Reporting Form and the OPM FIS Security Manual 2010.

3.2.7 Provide a Business Continuity Plan for each support services component 6 months after Contract start up 180 days from the Notice to Proceed Date.

This plan must be updated annually. The changes to the plan must be submitted to OPM for approval by the 11th month of the fiscal year. This must be in alignment with the FIS Continuity of Operations Plan (COOP).

The FIS COOP Plan will be provided to the Contractor upon successful award.

3.2.8 Provide a Staffing Plan detailing how the contractor will meet the staffing requirements as specified in Section H.4.

3.2.9 Information Technology Security System Program

3.2.10 Organization and Management Plan

3.2.11 Implementation/Start Up Plan

C.4 TRAINING

3.1 The Contractor shall develop and implement an OPM approved program for initial, periodic refresher, and update training to ensure staff proficiency. It must include initial and yearly refresher training to identify and correct problems in proficiency by its personnel working under this Contract, training for any changes in technology, policies, procedure, Investigator’s Handbook, and IT Security Awareness Training the Annual IT Security and Privacy Awareness training.

3.5 The Government shall provide annual mandatory information technology (IT)

(Annual IT Security and Privacy Awareness training) security awareness training for all Contractor employees working under this Contract. The OPM IT security staff will approve the training materials. The Contractor shall complete the mandatory training by the assigned due date provided by the CO or COTR. If any Contractor personnel fails to complete the training by the due date, they will be removed from the Contract until the training has been completed.

C.5 QUALITY CONTROL

5.2.2.3 Program Management: PII violations, integrity/falsification strategy, management of special projects, subcontracting goals, accurate and complete management reports delivered on time, favorable public image, etc.

C.7 GOVERNMENT FURNISHED PROPERTY

7.1.4 OPM shall provide to the Contractor, for exclusive use for work performed under this Contract, certain property (including PIV cards), equipment, services, and fixed assets, including but not limited to:

• Telephone service, OPM standard forms, office furniture, printers, typewriters, scanners, photo copiers, desktop personal computers, and operating software (for PIPS only) software, and applications to perform work within the EPIC suite environment, and modems.

6.2 Contractor-Provided Equipment - The Contractor must provide basic office supplies. GFE/GFP shall be used exclusively for work performed under this contract. , sufficient technical support to: provide PCs for work outside of PIPS (i.e. proprietary e-mail) for the Contractor’s personnel, diagnose problems on, and repair its PCs and related equipment that do not operate properly with EPIC; and manage the hardware security system to ensure protection of OPM’s work products. PCs must be in compliance with OPM security requirements.

C.8 CONSOLIDATED LEADS COMPONENTS

8.3.1 Conduct searches of NARA and DPRIS military (MILR) databases, report in ROI format and update PIPS system accordingly.

8.3.1.1 The workload at NPRC for NARA searches will require

approximately 6 Contractor personnel.

8.3.2 Bureau of Vital Statistics (BVS) records are searched through the National Association of Public Health Statistics & Information Systems (NAPHIS) EVVE (Electronic Verification of Vital Events) System, and updated PIPS system accordingly.

8.3.3 DCII/SDCI searches conducted in the Defense Central Index of

Investigation via the automatic central index filtered by DOD entities/repositories.

8.3.4 Immigration (IMM/SIMM) searches conducted on individuals born outside the United States via the Systematic Alien Verification for Entitlements (SAVE) Program.

8.3.5 West Law periodical (PERI) searches are an on-line check of a commercial database for possible material related to subject of investigation. Database includes complete text of numerous national and international newspapers, wire services, magazines, newsletters, and government publications.

8.3.6 State Bar Certification (BAR) searches are conducted by Internet searches, telephone calls and fax to individual states to obtain membership and disciplinary results.

H.3 SECURITY

3.2.10 A random drug test will be conducted on all Contractor employees initially. Drug testing must be conducted by an independent drug testing laboratory and the Contractor will be wholly responsible for the cost associated with the testing. Contractor personnel must be tested for amphetamines, cocaine, marijuana, opiates, and phencyclidine. A drug testing policy is required in accordance with C.2.2.5.

3.3.4 The Government shall provide annual mandatory information technology (IT) (Annual IT Security and Privacy Awareness training) security awareness training for all Contractor employees working under this Contract. The OPM IT security staff will approve the training materials.

The Contractor shall complete the mandatory training by the assigned due date provided by the CO or COTR. If any Contractor personnel fails to complete the training by the due date, they will be removed from the Contract until the training has been completed.

H.4 CONTRACTOR STAFFING

4.3 Key Personnel under this Contract are the Program Manager(s), Quality Control Manager(s), Facility Security Officer(s), and Operation Manager(s).

J.1 DOCUMENTS INCORPORATED BY REFERENCES (available in the reading room prior to award)

14. Acceptance Guidelines

20. FISD Laptop Security Requirements

L.5 INSTRUCTIONS FOR PREPARING PROPOSALS

(d) This volume of the proposal shall consist of the sections described below. NO PRICING DATA SHALL BE SUBMITTED IN THIS VOLUME. The offeror shall provide a written description demonstrating its understanding of the nature and extent of OPM’s requirement for services as described in Section C and all of the OPS Manuals.

This narrative must be more than a mere repetition of the descriptions provided in the solicitation. Your narrative should, at a minimum, include the following the evaluation factors in M.3.1. Your narrative should, be formatted in accordance with L.5(d)(1), address the requirements listed in L.5(d)(2) and L.5(d)(3). Technical proposals will be evaluated in accordance with the Evaluation Factors listed in M.3.

(e) Pricing Proposal

Yearly Quantity Estimates

Products Product Description Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

X001

Military (MILR) NARA database search only resulting in a No Record and PIPS updating 155,219 125,417 126,671 127,938 96,913

X002

Military (MILR) NARA database search with file unavailable, update to UC/NL in PIPS appropriately 2,006 1,621 1,637 1,654 1,253

X003

Military (MILR) NARA database search, record, request, review of file (hardcopy or online), record reporting, PIPS updating to AC/IS appropriately, extension and scheduling subsequent ESI, and material destruction 32,644 26,377 26,640 26,907 20,382

X004

Military (MILR) DPRIS database search only resulting in a No Record and PIPS updating 5,960 4,816 4,864 4,913 3,721

Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

X005

Military (MILR) DPRIS database search with file unavailable, update to UC/NL in PIPS appropriately 318 257 260 262 199

X006

Military (MILR) DPRIS database search, record, request, review of file (hardcopy or online), record reporting, PIPS updating to AC/IS appropriately, extension and scheduling subsequent ESI, and material destruction 183,591 148,342 149,825 151,324 114,628

X007

BVS (BVS) EVVE -

record search and item reporting, update

AC/NR/DN 8,861 7,160 7,232 7,304 5,533

X008

BVS (EVVE) - record search and item reporting, update FL, enter case comment 50,682 40,951 41,360 41,774 31,644

X009

DCII/SDCI - record search and item reporting, update to NR or NI as appropriate 42,186 34,087 34,428 34,772 26,340

X010

Immigration

(IMM/SIMM) SAVE -

record search and item reporting, update RR 6,711 5,423 5,477 5,532 4,190

X011

Immigration

(IMM/SIMM) SAVE -

record search and item reporting, update UC, ACC Comment 51,645 41,729 42,147 42,568 32,245

X012

Immigration

(IMM/SIMM) SAVE -

record search and item reporting, update RI, extension messaging 525 424 429 433 328

Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

X013 State Bar (BAR) - record search, item reporting, update AC/IS/NR 1,487 1,202 1,214 1,226 929

X014

West Law (PERI) Periodicals - record search, item reporting, update AC/NI/NR 4 3 3 3 2

(f) Alternate Proposals

Alternate Proposals will not be accepted; however, any process improvements may be submitted in the technical proposal under L.5.c.2. be accepted as a separate proposal.

M.3 TECHNICAL EVALUATION FACTORS

3.1 Factor 1: Technical Merit - Proposals will be evaluated for technical merit considering the following:

• Demonstrate an understanding of the work required under the Contract.

• Address the Technical Approach adequately in all aspects of the work and inherent complexities, as well as compliancy with the Contract terms.

• Quality Control Plan: Shall include a plan to ensure that all investigations processed under this SOW meet OPM standards for integrity, quality, and timeliness. The proposal must demonstrate an understanding of the processing instructions and how they relate to the performance standards outlined in the SOW. The proposal must also include a plan for maintaining high levels of customer service.

• Plan to Control Investigative Materials/Security and Plan to Control Equipment: Must outline a plan for protecting material and equipment, compliancy with security requirements, and provide guidance on security measures.

• Organization and Management Plan must demonstrate the Contractor’s ability to successfully accomplish the work required by the Contract.

• Implementation/Start Up Plan: Plan must include methods through which support tasks are completed.

• Staffing and Training Plan: Include a plan to fully implement and train all Contractor personnel, as required, on the OPM Investigator’s Handbook, PIPS, PIPS tracking systems for managers, and all other processes covered by this SOW. Proposal should include plans for initial, refresher training, and update training applicable to the experience level of the Contractor personnel.

• Key Personnel and Corporate Capabilities must demonstrate the Contractor’s ability to successfully accomplish the work required by the Contract.

• Information Technology Security System Program

ATTACHMENT 1 – DEFINITIONS

BVS NAPHIS EVVE System: A Bureau Vital Statistic Search is conducted using the National Association of Public Health Statistics and Information Systems (NAPHSIS) Electronic Verification of Vital Events (EVVE) system. This search is a verification of the subject’s birth record.

DCII/SDCI: Defense Central Index of Investigations (DCII) is an automated central index that identifies investigations conducted by DoD entities/Repositories and personnel security determinations made by DoD adjudicative authorities.

IMM/SIMM (SAVE): Systematic Alien Verification for Entitlements (SAVE) is an automated on-line system utilized to perform IMM/SIMM searches/verifications.

ATTACHMENT 2 – PERFORMANCE STANDARDS

Work Requirements for Record Searches

Performance Standard Performance Measurement

Method of Surveillance

(OPM

Quality Assurance)

Conduct BVS, DCII/SDCI, IMM/SIMM, BAR, and PERI

The Contractor shall conduct and complete all record searches appropriately within 2 calendar days to include updating results appropriately, printing of records, case commenting, messaging / extending to the field, and forwarding items as appropriate in accordance with the OPS Manuals.

97% of the time this shall meet the timeliness standard.

97% of the time the reported information must be completed without error Never to exceed 3 calendar days

Random Inspection / Dashboard Reports

Questions & Answers Solicitation No. OPM15-10-R-0008.

The following questions were received from interested vendors.

1. Will the government provide the office space needed to perform the work on this contract at both the Boyers and St Louis locations? Will the government provide necessary equipment and software to perform in both locations?

The Government will provide the space for the contractor to perform the work;

however, the space is limited so multiple shifts will be necessary. OPM will provide GFE (equipment and software) at both locations.

2. Does the government provided space currently exist or will set up of the offices be required? If so, is this something OPM provides?

This is a new procurement. The space is currently occupied and the workspace will be set up by the government for this requirement.

3. Will the government provide the equipment required to perform the work on this contract for each location?

Please see the answer to question number 1.

4. Will any of the electronic or online record searches require printing?

Yes, please see the Operations (OPS) Manual.

5. Will any of the record searches require 360 form completion and/or packaging and forwarding of physical file material?

The 360 will be required on certain items, as outlined in the OPS Manual. The hardcopy material will routed using interoffice mail to the appropriate location after completion of the item as outlined in the OPS Manual.

6. Will Hardcopy material need to be mailed from St Louis to Boyers and vice versa? How is this done and who is responsible for cost?

No, this is done electronically.

7. Can you give us the hit ratio for the percentage records versus no records for each CLIN item?

Historical information was provided as estimates in L.5.

8. During the site visit it was noted that there is a bus that runs a shuttle service into and out of the mine. Please confirm that the contractor is not responsible for this service or any fee associated with our employees so that they can use this bus service.

Confirmed. There is no guarantee that this service will continue in the future.

9. Is the government supplying sufficient space for both the qualified work staff and associated supervision or will some of the work space have to be leased by the contractor?

Please see the answer to question number 1.

10. Past Performance, states “In this section, please submit the information requested below for both the offeror and proposed major subcontractors.” A paragraph, which is below and part of referenced paragraph L.6 (3), states “To permit evaluation of your past performance, please submit a list of the most recent three

(3) Contracts and subcontracts completed during the last three (3) calendar years that most clearly relate to the work specified in the SOW.”

Question: This offeror assumes the Government desires a total of nine past performance references (i.e., three from the offeror [prime] and, if an offeror has two major subcontractors on their team -- three from each major subcontractor).

Please confirm our understanding of the requirement is correct.

Confirmed. Under such circumstances providing nine past performance references would be appropriate.

11. Please advise how many OPM employees and contract employees at FIPC in Boyers, Pa. and NPRC in St. Louis, Mo are presently engaged in processing Lead Search requests as part of their regular duties?

This is a new procurement. This is a FFP IDIQ contract. The Government does not mandate the number of employees on the contract. It is a contractor responsibility to staff to deliver the requirements with quality in a timely manner.

Please refer to Attachment 2 Performance Standards and the Operations Manuals.

12. For those OPM employees and contract employees who are presently engaged in processing Lead Searches as part of their regular duties at FIPC and NPRC, please advise what percentage of their time is spent ordering and processing those Lead Searches?

Please see the answer to question number 11. OPM does not track the amount of time to complete tasks.

13. Can you please provide the job titles, grade level or salary range for OPM employees and contract employees at FIPC and NPRC who are presently engaged in processing Lead Searches as part of their regular duties?

Please see the answer to question number 11.

14. Based on the searches listed in the Consolidated Leads Line Items Numbers (CLIN), has OPM identified an average amount of time it takes for employees to process Lead Searches under each line item?

Please see the answer to question number 12.

15. Has any cost-benefit analysis in support of the Consolidated Leads Search project been conducted by OPM, and if so, are the results of the analysis available to potential bidders?

A feasibility study was conducted and this procurement is a result of streamlining the investigative process. This study is not available to potential bidders.

16. Are there employees at FIPC or at NPRC who have expressed an interest in being assigned to the Consolidated Leads Search Team, and if so, is OPM able to provide their contact information to potential bidders for follow-up?

No, we have not been contacted. Please note that the provisions of FAR 52.222- 41 Service Contract Act of 1965 applies to this Solicitation.

17. Regarding Solicitation # OPM1510R0008, will the Government consider using GSA as a contracting Vehicle?

Due to the unique requirements of this solicitation, GSA would not be the appropriate contracting vehicle.

18. Reference: Section H.3.4.2, Page 40 – Safeguarding Information.

Requirement: The second and third sentences state: “The Contractor shall provide acceptable secured capability for investigative materials. All materials, including notes and computer files, must be locked in secured areas when not under the direct supervision of Contractor personnel.”

Issue: These two sentences taken together infer the Contractor is responsible for providing secure storage for the on-site materials described in the second sentence.

Question: What is the Contractor’s responsibility for providing secure storage?

OPM will provide secure storage on-site.

19. Reference: Section L.2(c)(1), Page 81 – First page of the proposal.

Requirement: Last sentence states: “Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with the information in paragraphs (c)(1)(i) and (c)(1)(ii) of this provision.”

Issue: There are no paragraphs (c)(1)(i) and (c)(1)(ii).

Question: What information is required on the outermost wrapper?

References (c)(1)(i) and (c)(1)(ii) refer to points contained within paragraph L.2(c)(1).

The outermost wrapper must be addressed to the office specified in the solicitation, show the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

20. Reference: L.5 (a), Page 87 – General.

Requirement: The first paragraph addresses proposal format guidance and includes items which are exempt from page count.

Issue The guidance is mute regarding the page count exempt status of Title Pages, Tables of Content, Tabs, and the First Page of the Proposal (L.2.c.(2) Page 81).

Question: Are Title Pages, Tables of Content, Tabs, and/or the First Page exempt from page count limitations?

Solicitation L.5.d provides further guidance on the requirements of the Technical Proposal. The technical proposal is limited to 50 pages. This limitation includes Title Pages, Tables of Contents, Tabs and the first page. Attachments are not included in this limitation. Examples of attachments include the requirement for current resumes of all designated key employees and the Plans listed in Solicitation Section C.3.2.

21. Reference: L.5 (d), Page 88 – Technical Proposal.

Requirement: First sentence states in regard to the Technical Volume structure:

“This volume of the proposal shall consist of the sections described below.” L.5

(d) then establishes three Technical Volume sections: “L.5 (d)(1) General, L.5 (d)(2) Technical Expertise, and L.5 (d)(3) Past Performance”.

Issue: However, section M only addresses two of the three sections: “M.3.1 Factor 1- Technical Merit”, and “M.3.2 Factor 2 - Past Performance.” As a result there is doubt whether the Technical Volume is to consist of three sections or only two.

Question: What are the required number and titles of the technical volume sections?

The Technical Proposal shall consist of two sections. Technical Expertise and Past Performance. L.5(d)(1) provides requirements on the format and structure of the proposals.

22. Reference: L.5 (d), Page 88 – Technical Proposal.

Requirement: The last sentence states: “Your narrative should, at a minimum, include the following the evaluation factors in M.3.1.”

Issue: There appears to be extra and/or missing words in the sentence and depending which are deleted or added the meaning changes entirely. For instance if the phrase “the evaluation factors in M.3.1” is deleted, the sentence reads “Your narrative should, at a minimum, include the following.” Whereas if the phrase “the following” is deleted the sentence becomes “Your narrative should, at a minimum, include the evaluation factors in M.3.1.” And if the conjunction “and” is inserted between the words “following” and “the”, the sentence becomes “Your narrative should, at a minimum, include the following and evaluation factors in M.3.1.”

Question: What are the minimum evaluation factors to be included in the narrative?

The last sentence should state: "Your narrative should, be formatted in accordance with L.5(d)(1), address the requirements listed in L.5(d)(2) and L.5(d)(3).

Technical proposals will be evaluated in accordance with the Evaluation Factors listed in M.3."

23. Reference: L.5 (d)(3), Page 89 – Past Performance.

Requirement: The first sentence states: “In this section, please submit the information requested below for both the Offeror and proposed major subcontractors.”

Issue: We have been unable to locate in the RFP a definition of “major subcontractor”.

Question: What is your definition of a “major subcontractor”?

A major subcontractor with relation to this RFP is determined to be any subcontractor which will have regular recurring activity under this contract.

There is no specified percentage of work assigned or dollar value associated with the determination of a major subcontractor.

24. Reference: L.5(e), Page 91 – Pricing Proposal.

Requirement: First paragraph, second sentence states in regard to the Pricing Worksheets in RFP Section B.6: “Offerors may propose additional labor categories not included in the pricing worksheet (and provide the definitions of the experience/education/expertise levels required for that labor category) for performing the services required under this Contract.”

Issue: The requirements imply that there are labor categories contained in the pricing work sheets in RFP Section B.6. There are no labor categories included in the pricing worksheets. (Additionally, there are no labor categories contained in the Pricing Workbook. The Pricing Workbook only requests information that is identical to that contained in RFP Section B.6.)

Question: So Offerors can determine whether additional labor categories are required or not, what are the labor categories alluded to as being contained in the pricing worksheet or otherwise determined by the Government?

The statement above provides the contractor with the opportunity to propose any labor categories which they believe would be prudent in the performance of this contract. If contractors decide to propose additional labor categories, they are required to provide the definitions of the experience/education/expertise levels required for that labor category) for performing the services required under this Contract. To clarify, in the event an offeror determines they wish to propose additional labor categories, they are still required to provide pricing information for all CLINs listed in RFP Section B.6.

25. Is the Service Contract Act applicable to the current contract for performance of the required investigational products?

The pending contract for these services will be subject to the requirements of the Service Contract Act of 1965, FAR 52.222-41.

26. Is Executive Order 13469 for non-displacement of qualified workers applicable to this contract?

Executive Order 13469, July 25, 2008, Subject Blocking Property of Additional Persons Undermining Democratic Processes or Institutions in Zimbabwe, does not apply to this solicitation.

Executive Order 13495, January 30, 2009, Nondisplacement of Qualified Workers Under Service Contracts, does not apply to this solicitation. The Federal Acquisition Regulatory Council has not implemented regulations in the Federal Acquisition Regulation to provide for inclusion of the contract clause in Federal solicitation and contracts.

The requirements of FAR 52.222.41, Service Contract Act of 1965 do apply to this solicitation.

The services described in this solicitation are not currently performed under a specific contract to solely provide for these searches. This function is currently handled by a mix of contract and government personnel. We intend to request a list of potentially displaced workers from the contractor who is currently performing a variety of the searches as detailed in this solicitation.

27. As per SCA, will the Government provide anniversary dates for incumbent staff in order to appropriately include accrued vacation pay in the business proposal?

In accordance with the Service Contract Act, FAR 52.222-41, the contractor currently performing this function will be asked to provide this information to the Contracting Officer, who will in turn provide the list to the selected contractor.

28. Which of the SCA occupation titles are applicable for this contract?

It is the contractor’s responsibility to carefully review the solicitation and determine the labor classifications within the wage determination which most closely match the required functions.

29. Will the Government please identify which occupations from Wage Determination numbers 2005-2451 and 2005-2309 are applicable to the actual performance of this contract?

Refer to the answer to Question 28.

30. All other things equal, will contractors with SCA experience be evaluated higher than contractors without SCA experience?

The proposals will be evaluated in accordance with Solicitation Section M.

Experience with SCA has not been identified as a specific evaluation factor.

31. Given the complexity of pricing this RFP, can the Government provide more information regarding what is required for each CLIN?

Please see the OPS Manual for specific details.

32. “OPM anticipates changes in technology.” Please elaborate – changes in what capacity? How will this affect contract work? (reference: pg. 12, C 1.9)

Any changes in technology that affect the level of effort (LOE) will be addressed in a separate amendment or modification. This solicitation should be bid as written.

33. What are the specifications of GFE for this contract?

Please see the answer to question number 1.

34. How does the Government intend to handle upgrading or replacing GFE?

The government will replace GFE as needed.

35. Does the Government anticipate upgrading GFE during the period of performance of this contract, including option periods, and if so, when?

The GFE will be updated as needed.

36. Will the Government provide more information about staffing (types, quantities, labor categories) required for each facility?

Please see the answer to question number 11.

37. Will key personnel be required for each facility?

Location of personnel and key personnel are to be proposed in the Staffing Plan.

38. Are the key personnel requirements for each facility the same?

Yes.

Pre‐Proposal Conference Consolidated Leads

December 1, 2010

Site Visit December 2, 2010

Agenda

• Introduction and Opening Remarks ~ J.C. Thieme, Matt McNally, &

Mary Price

• Proposal Preparation and General Federal Contracting Issues ~ J.C.

Thieme

• Technical Requirements ~ Mary Price

• Contractor Background Investigations ~ Tom Felix

• Facility Access ~ John Roche

• Personally Identifiable Information (PII) ~ Cindy Lenkner

• Information Technology ~ Joshua Lentz

• Questions ~ Panel

Proposal Preparation and Evaluation

J.C. Thieme

Due Date & Time

• Proposals are due Friday, January 21, 2010, at 3:00 p.m. (see L.6 (a))

– Any proposal, modification, or revision received at the

Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless…(L.2(b)(3)(ii))

Questions Due

• Questions are due Thursday, December 9, 2010, at 3:00 p.m.

– Questions must be emailed to Clint Hartle, Contract Specialist, at

Clint.Hartle@opm.gov.

– Questions received after the question cut‐off will likely not be addressed mailto:Clint.Hartle@opm.gov

Proposal Requirements

The Checklist

Technical Proposal Format

• The technical proposal should be submitted with the original version and five copies, and shall not include any pricing or cost data. (L.6(a))

– Paper Size, Margins, Font…

– The technical proposal shall not exceed 50 pages.

• Attachments, as requested, shall not be included in the 50 page limit.

• If you are unclear on what is and is not part of the 50 page limit ask us.

– Proposals must be bound

– Must not include any pricing information

Pricing Proposal Format

• Must be a separately bound document and not be part of or included in any way with the technical proposal. There are no page limits on the

Pricing Proposal.

• Must Include:

– A signed copy of the OF308,

– Completed pricing tables from Section B

– Applicable Items from Section K

– Current Financial Statements

– Completed and Signed Standard Form 30 from any solicitation amendments issued.

– A completed copy of the Proposal Submission Checklist

Electronic Submissions

• One CD‐ROM electronic copies of the Volume 1 Technical proposal.

– The CD should contain a copy of the proposal in both Adobe PDF

(Version 8.0 or later) and Microsoft Word (Version 2002 or later)

• One CD‐ROM electronic copies of the Volume 2 Price proposal.

– The CD should contain a copy of the proposal in both Adobe PDF

(Version 8.0 or later) and Microsoft Excel (Version 2002 or later).

This CD may also contain a copy of the cost proposal in Microsoft

Word (Version 2002 or later).

Contents of the Technical Proposal

• In the Technical Proposal, you must set forth in detail the technical/management plans by which you intend to provide the services described in this solicitation. (Section L.6(d)(1))

– A simple restatement of the SOW will be considered non‐ responsive.

– It will give precedence to substance in the form of verifiable facts and not be unnecessarily elaborate.

– It will provide information related to each Evaluation Factor for

Award

– It will be divided into clearly marked sections/subsections, following the outline of this SOW, and address all of the information requested in the particular section/subsection of the

SOW

(Cont.)

• Technical Expertise (L.6(d)(2))

– Provide a comprehensive description as to how the Contractor intends to perform the work

– A complete description of the Contractor’s organization and staffing, including subcontractors

– The roles and current resumes of all designated Key Personnel

– A description of the Contractor’s Quality Control Plan that will enable the Contractor to meet all performance standards of the proposed Contract

(Cont.)

• Past Performance (L.6(d)(3))

– Include recent, relevant, past performance information for similar investigation support Contract efforts. This information should include:

• A timeframe and description of the work done

• The Federal agency or private company for which the work was done

• The Contract dollar amount

• A person OPM can contact to ascertain the quality and timeliness of the previous work.

– See L.6(d)(3) for specific requirements for prior contracts information submitted to support past performance claims.

Contents of the Pricing Proposal

• Offerors shall complete the pricing worksheets provided in B.6 as well as the pricing workbook provided in Microsoft Excel format (L.6(e)).

– Offerors may propose additional labor categories not included in the pricing worksheet…

– Offerors shall include their methodology in their quoted hourly rates, which correspond to their stated labor categories

– Include all costs to the Government associated with accomplishing the required tasks, including direct labor, fringe benefits…

Proposal Evaluation

Technical Proposal Evaluation

• Technical Evaluation Factors (M.3)

– Factor 1: Technical Merit

• Demonstrate an understanding of the work

• Address the Technical Approach adequately

• Quality Control Plan

• Plan to Control Investigative Materials/Security

• Organization and Management Plan

• Implementation/Start Up Plan

• Staffing and Training Plan

• Key Personnel and Corporate Capabilities

Technical Proposal Evaluation (Cont.)

– Factor 2: Past Performance

• Similarity of work performed in relation to the requirements of this Contract…

• Quality of performance delivered

• Timeliness

• Overall customer satisfaction

• Any Contracts issued a termination for default, termination for cause, cure notice, or show cause notice.

• OPM reserves the right to consider offeror’s past performance not specifically listed in the Technical Proposal

Price Proposal Evaluation

• The Government will use price analysis to evaluate the prices, not only to determine whether the price is reasonable, but also to determine the Offeror’s understanding of the work and the ability to perform the contract.

• The Price Proposal will be evaluated for the base period and all option periods.

• The Price Proposal will be evaluated to determine completeness

(acceptability and validity of the pricing methodology)

• To assist in determining reasonableness, evaluation of an Offeror’s proposal may include verification of the rates proposed.

Other Considerations

• Offerors may quote any trade and/or special discounts that they desire to offer to the Government.

• Proposed prices will not be assigned numerical weights and will be subordinate to technical considerations.

• OPM may or may not determine a competitive range

• OPM may or may not require oral presentations

Award

• Awards will be made to the responsive responsible Offeror whose proposal is most advantageous to the Government, technical merit, past performance, price and other factors considered.

• OPM reserves the right to award the contract to other than the lowest priced offer.

• OPM also reserves the right to award the contract to other than the highest ranked technical proposals

• If offers are determined to be technically equal, price will be the determining factor for award.

• The Government may:

– reject any and all offers

– accept other than the lowest offer; and

– waive information and minor irregularities in offers received.

• The Government may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain your best terms from a price and technical standpoint.

Technical Requirements

Mary Price

Consolidated Leads Components

• NARA (Military)

• DPRIS (Military)

• NAPHIS (Bureau of Vital Statistics (BVS))

• EVVE (BVS)

• SAVE (Immigration and Naturalization (INS))

• West Law (Periodicals)

• State Bar License

• Automatic Central Index (Defense Central Index of Investigation

(DCII)).

Contractor Background Investigations

Tom Felix

Contractor Adjudications Mission Statement

Our mission is to ensure the OPM-FIS workforce is augmented by an equally effective contractor element through efficient adjudications

Contractor Adjudication

• Process used to identify issues/concerns, assessing the seriousness of the those issues, and determining if the conduct can be mitigated using specific guidelines

• Fitness and Security Guidelines

• All potential candidates are investigated at a level appropriate for the duties of the position and the possible need for a security clearance

Fitness Guidelines

• In making Fitness determinations concerning contract employees, Contractor Adjudications applies the criteria listed in supplemental standards contained in the Final Credentialing Standards for Issuing

Personal Identity Verification Cards under HSPD‐12 and use of Fitness

Guidelines. These guidelines consist of:

• Guideline 1: Misconduct or Negligence in Employment

• Guideline 2: Criminal or Dishonest Conduct

• Guideline 3: Material, Intentional False Statement, Deception or Fraud

• Guideline 4: Alcohol Use

• Guideline 5: Drug Use

• Guideline 6: Statutory or Regulatory Bar

• Guideline 7: Allegiance to the United States

Security Guidelines

• In making Security determinations concerning contract employees, Contractor Adjudications applies Security Guidelines, consistent with

Executive Order 12968 . These guidelines consist of:

• Guideline A: Allegiance to the United States

• Guideline B: Foreign Influence

• Guideline C: Foreign Preference

• Guideline D: Sexual Behavior

• Guideline E: Personal Conduct

• Guideline F: Financial Considerations

• Guideline G: Alcohol Consumption

Security Guidelines (cont.)

• Guideline H: Drug Involvement

• Guideline I: Psychological Conditions

• Guideline J: Criminal Conduct

• Guideline K: Handling Protected Information

• Guideline L: Outside Activities

• Guideline M: Use of Information Technology Systems

• When a person’s life history shows evidence of unreliability or untrustworthiness, questions arise whether the person can be relied on and trusted to exercise the responsibility necessary for working in a secure environment where protecting classified and/or sensitive information is paramount.

Case Stages

• Initial Review

• Advance

• Closed‐Pending (CP)

• Closed‐Complete (CM)

• Additional Investigation

• Scheduled Fieldwork

• In‐house Interviews

Adjudication

• Interim Adjudicative Decisions:

• Waiver must be submitted

• Requests must be justified

• Investigation must be expedited

• Final Adjudicative Decisions:

• Case must be closed complete

• Security Clearances can be granted

Access Determinations

• Applicant has a current, favorably adjudicated investigation of the appropriate level through another agency or OPM contractor and an active clearance for which Contractor Adjudications was able to verify –

(reciprocity)

• Applicant has a current, favorably adjudicated investigation of the appropriate level through another agency or OPM contractor:

• PIPS and Facility access will be granted if Contractor

Adjudications is able to verify a favorable adjudication

• An e‐QIP or Standard Form (SF) 86C is required if applicant’s investigation is adjudicated by another agency but there is no current clearance

Access Determinations

• Applicant does not have a current investigation:

• PIPS and Facility access can be granted, when a waiver is submitted, with justified reasoning, the investigation is expedited (priority service), after a favorable adjudication of the Standard Form (SF) 86, PRSI, and the required NAC items:

• SII search (A01)

• FBI fingerprint check (B01)

• FBI Name Check ( C01)

• Defense Clearance and Investigation Check (D01)

• Credit Report (E01)

ROLE of the FSO/Security Contact

• POC with Contractor Adjudications when requesting the following:

• Access to OPM facilities, systems, and materials (PIPS and facility)

• Security Clearances

• Terminations and notification of the reason(s) – must notate if there was any negative effect to OPM

• Conducts Indoctrination, Refresher briefings and Debriefings for clearance holders.

• Security communication between the contractor and Contractor Adjudications flow through the FSO or the FSO’s staff.

Communications from Contractor Adjudications

• Messages will be sent:

Following Initial Review (IR) of a request for Subject’s access

• Contractor Adjudications must hold for at least the Closed‐

Pending (CP) or Closed‐Completed (CM) investigation, schedule additional investigation, or request documentation from the

Subject

• Administrative Review has been initiated and completed

• A favorable or unfavorable determination is made

• There is a change in adjudicative decision at any stage of the investigation

• Subject’s access has been suspended or revoked

Goals for Case Timeliness

• 95% of final adjudicative decisions entered in PIPS within 20 days from Closed‐Completed (CM) date

• Adjudicate NO INTERIM cases within 3 days

• Adjudicate INTERIM granted cases within 10 days of receipt e‐QIP (SF86) –

Submission

• Investigations must be scheduled within 10 days of certification.

• As a result the following must be received within 5 business days of certification in e‐QIP:

• Fingerprint cards (2) and verification form

• Certification page

• Credit release

• General release

• Medical release if necessary

Common Problems with Submittals for PIPS and facility

• Incomplete e‐QIP (SF86)

• Residence or Employment Gaps

• Spousal/Cohab information missing (i.e. SSN, naturalization/alien number)

• Failure to submit certification page, releases and fingerprints within 5 business days of the e‐QIP certification date

*Caution your applicants to be thorough when completing the required forms. Only submit those individuals you intend to hire within 30 days

Dual Citizen Issues

• All personnel working under the OPM contract must be US citizens, and cannot hold dual citizenship

• Dual citizens are required to:

• Renounce foreign citizenship

• Provide proof of destroyed/relinquished foreign passport

• Certify they will not attempt to exercise foreign citizenship rights while employed on the OPM contract

Personnel Clearances

• DOE as OPM’s cognizant security agency has delegated Contractor

Adjudications the authority to grant clearances up to Top Secret as warranted.

• All investigations are conducted from an SF86

• All investigations are adjudicated for possible security clearance

• The FSO must initiate security clearance requests by submitting the following:

• Request Letter

• SF312

• You must wait until you received notification from Contractor

Adjudications that the clearance has been granted

Facility Access

John Roche

Security and Safety

• SECURITY

– Access

– Visitors

– Access after FIPC hours of operation

– Security Manual

• SAFETY

– Evacuation

– Housekeeping

– Medical Emergencies

Personally Identifiable Information (PII)

Cindy Lenkner

PII

• OPM defines PII as, “information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.”

• What is PII

• The Common Causes for PII Breaches

• Effects of PII Breaches

• What can you do to help prevent PII breach

• All personnel are personally responsible for the proper handling of

PII, regardless of location.

Information Technology

Joshua Lentz

PIPS

Basic Navigation

• To move from any screen to the PIPS Menu, populate the function field…