Freetown Q A(Final).pdf

Freetown, Sierra Leone Local Guard Solicitation SAQMMA-12-R-0007

1) Section B.7 entitled “Employee Salary Benefits.

Question: Are there any compensation related and general working condition related agreements in place that are legally binding on the Contractor?

Answer: The contracting officer is not aware of any current agreements that would be legally binding on the incumbent or new contractor. Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor or a local labor attorney to ensure such binding agreements do not exist.

2) Section B.7.1 entitled “Special Allowances” provides in relevant part “… the Contractor is required to pay every guard special allowances in addition to the basic wages and other benefits provided in accordance with applicable local labor law and the Contractor’s regular compensation procedures.

These special allowances shall be in addition to basic wages and other benefits, and may not be offset against or counted toward such basic wages and other benefits”. In addition this section provides that the Government may change the level of this allowance; in effect, taking away from the Contractor its control over compensation levels. Compensation is a critical part of successfully managing a Local Guard Program, and changing the level of it greatly impacts the management of the LGF (e.g. turnover, onboarding, recruiting, training, etc…)

Question 1: Does this Section intend to inform the bidder that host country Law requires the payment of additional allowances; or does it intend to inform the bidder that the U.S. Government requires payment of additional allowances above and beyond anything required by local Law? If so, this appears contrary to other recent procurements. Please confirm that DOS is setting compensations levels for each labor category as opposed to letting the market decide.

Answer: DoS has removed this section of the solicitation and marked it RESERVED. All subsections (B.7.1.1, B.7.1.2, B.7.1.3) have been removed.

Question 2: If the Government is requiring the payment of special allowances in addition to what the law and the market require, what amounts of special allowance should the bidder pay by labor category?

Answer: N/A

Question 3: Does this section require that the Contractor pay USE-assigned staff more than any other member of its non-USE assigned guard force?

Answer: N/A

Question 4: If the U.S. Government adjusts the amount of these special allowances at any point during the contract, will the Contractor be able to adjust prices to reflect the impact on costs other than the “increased payments made to guards” such as effect of altered turnover on uniform costs, onboarding or recruiting?

Answer: N/A

Question 5: To better understand the Government’s practice of up and down adjustment of special allowances, please provide the history of these adjustments over the duration of the past contract.

Answer: N/A

Question 6: Since the section indicates that these allowances do not have to be monetary, will the Government specify which kind of non-monetary allowances would be compliant with Section B.7.1?

3) Section B.7.1.1, B.7.1.2 and B.7.1.3 are all “RESERVED”.

Question: does this mean that the special allowances mandated in Section B.7.1 should be any or all of these three (i.e. Supplemental Wage, Meal and Transportation allowance)?

4) Section B.7.2 entitled “Health Benefits” provides that the contractor include health benefits in its compensation program.

Question: Are the health benefits provided by the Sierra Leone Government’s social security system sufficient to comply with this section?

Answer: No, this contract requirement is above the requirement of local law.

5) Section B.7.4 entitled “Uniform Laundry Service” is “RESERVED” and implies no laundry service is required. Yet Exhibit D provides that the Contractor shall bare the cost of uniform maintenance

Question: How does the Government want the Contractor to comply with Exhibit D if Section B.7.4 excludes the need for a laundry service?

Answer: Section B.7.4 excludes the separation of billing of laundry services.

Exhibit D has been updated to clarify the contractor’s responsibilities regarding laundry service. Anticipated costs could be included in B.8.5.3 or in overhead. Section B.8.5.11 has been revised to remove “/Maintenance”.

How to incorporate the costs is the responsibility of each offeror.

6) Section B.9.3 entitled “Optional Services for Surveillance Detection”

Question: Is there a Contractor provided Surveillance Detection team under the current contract?

Answer: Yes, SD services were in the old contract. SD services may or may not be required in this contract or could be removed at any point during the life of the contract. The Government provides no minimum guarantee for these services.

7) Section B.8.5.9 entitled “Cell Phones” provides in relevant part “The monthly rate shall include all costs associated with providing cell phones as required in Section J Exhibit A, including maintenance costs and replacement costs.

All cellular phones must provide full in and out of network coverage.”

Question: Exhibit A does not indicate which posts require cell phones. Please clarify how many cell phones are required and for which positions?

Answer: See updated Section B.8.5.9

8) Section C.5.9 entitled “Radio Network” provides in relevant part “The communication system shall include an emergency dispatch command center (base station) and dedicated radio dispatcher.”

Question: Is the dedicated Dispatcher an Exhibit A billable position? If so, which one?

Answer: Previously dispatcher duties were performed by an access control guard. In the new contract, the dispatcher position should be an overhead position.

9) Sections H.3, H.4, H.5, and H.7

Question: Do incumbent personnel comply with the requirements of Sections H.3, H.4, H.5 and H.7 of the new RFP?

Answer: Section H.3 of the solicitation is very similar to that in the current contract so incumbent personnel should have documentary evidence of meeting this requirement in the last 12 months.

Section H.4 has been expanded in the new contract so current incumbent employees may not meet this requirement.

Section H.5 has been expanded in the new contract so current incumbent employees may not meet these requirements.

Section H.7 of the solicitation is very similar to that in the current contract (H.7 added two additional requirements) so incumbent personnel should have documentary evidence of meeting this requirement.

10) Section L.11.1.3 (1)(iii) instructs the Offeror to include the “proposed unloaded hourly rate”.

Question: Does this refer to base hourly wage only, or to the total of all direct labor costs (including but not limited to premium wages, annual benefits, accruals, payroll taxes, etc.)?

Answer: The unloaded labor rate should indicate the wages received for one hour of work. If both standard and premium wages are necessary due to local labor law, then the unloaded labor rate proposed should be a blended rate which includes all applicable wage components. In cases where the unloaded labor rates include more than standard wages, price proposal notes should clearly indicate how the blended rates were derived. All other benefits, accruals, payroll taxes, etc. should not be included in the unloaded labor rate and should be reflected elsewhere.

11) Section L.11.1.3 (1)(iv) instructs the Offeror to include the “per unit amount applied for escalation, and explain in the Price Proposal Notes the percentage utilized for escalation and how escalation is applied for each contract year.”

Question 1: Does the Government intend “escalation” to be a multiplier of the base hourly wage to account for all other direct labor costs to facilitate comparison to the “Local Labor Law Hourly Rate” of sub-section(1) (b)?

Answer: No, the Government does not intend for the escalation to account for all other direct labor costs.

Question 2: Please clarify the term “escalation.”

Answer: Increases in unloaded labor rates.

12) Section L.11.1.3 (1) entitled “Direct Labor” provides the instructions to fill out the Exhibit M. Items (iv), (v), (vi), (vii) instruct to provide percentages. Item (i) instructs to sum the previous items to calculate the hourly rate. In addition, these items represent costs that are in most cases not based on percentages.

Question: Can the provider include actual costs per unit instead of percentages in the Exhibit M?

Answer: Yes, Section L.11.1.3 has been updated to reflect this change.

13) Section L.11.1.3 entitled “Direct Labor” provides the instructions to fill out the Exhibit M. Items (ii) through (iv) apply to direct labor costs and items (v) through (vii) to indirect costs.

Question 1: In what category should the provider include direct costs other than direct labor costs (e.g. materials, training, background screening, etc…)?

Answer: If costs are direct costs, but not direct labor costs, they can be included in Loading 1, if not included elsewhere. See revised L.11.1.3 and Exhibit M.

Question 2: Are G&A costs considered an indirect cost by the Government?

Answer: G&A costs are universally considered indirect costs.

14) Section L.11.2.1.5 entitled “Contingency Plan” provides in relevant part “The Offeror shall include a Contingency Plan in the Technical Proposal that addresses how it will ensure continuity of contractually obligated services

Question: What are the obligations and agreements in place between the current guard force and the incumbent contractor that would be legally binding on the Contractor (e.g. CBA, continuation of seniority, etc.)?

Answer: The contracting officer is not aware of any current agreements that would be legally binding on the incumbent or new contractor. Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor or a local labor attorney to ensure such binding agreements do not exist.

15) Section M.2.1.5 entitled “Compensation Plan” provides in relevant part that “The Government may compare the compensation proposed to compensation plans for guard services being performed at similar facilities and/or that the Government would pay if the services were being performed by employees of the Embassy. Similar facilities could include, but not be limited to, diplomatic facilities, sensitive industrial sites, government facilities, etc. The compensation plan proposed will also be compared to the compensation arrangements in place with the incumbent guard force” The RFP does not include any details on how this evaluation will be applied, especially since no specific compensation arrangements are set by the RFP.

In addition, Section B.7.1 requires the payment of special allowances.

Question 1: Will the Government set minimum compensation standards that all bidders have to abide by so that bidders can comply with Section B.7.1 and M.2.15?

Answer: No, offerors should propose compensation sufficient to motivate employees to meet the terms of the contract.

Question 2: How will the Government apply the evaluation of the provisions in Sections B.7.1 and M.2.1.5 if it does not share the incumbent’s compensation data?

Question 3: What will the impact will be of Sections B.7.1 and M.2.1.5 on the award of the contract?

Answer: Section B.7.1 – N/A; Section M.2.1.5 describes an evaluation factor used to determine the award of the contract.

Question 4: Since the Government may compare the compensation plan to the Government’s if the services were being performed by Embassy employees, will it share the hypothetical compensation plan so that the bidders can comply with this section?

16) Section J, Exhibit A, provides for posts that are not manned on Holidays.

Exhibit A shows in the column labeled ‘Hours per Year’ values including the number of holiday hours even though these posts are not manned on holidays. Not excluding unmanned holiday hours has an effect on the calculation of the hourly rate.

Question: Please clarify or correct the hours in Exhibit A as well as Section B.

Answer: For posts manned 7 days a week the Government uses daily hours X 365 to determine the annual hours, for all other posts the annual hours is derived by multiplying the weekly hours X 52. The Government will not make any adjustment to these calculations to account for posts that are not manned on holidays.

17) Section J, Exhibit A, provides for post C-9 to be manned 24/7, yet the weekly hours are 60.

Question: Please clarify or correct the hours in Exhibit A as well as Section B.

Answer: The weekly hours of post C-9 should be 168. An updated Exhibit A will be included in Amendment 001.

18) Section J, Exhibit A, does not have List No. 43 and 44.

Question: Are these two items intentionally left out of the Exhibit A?

Answer: An updated Exhibit A will be included in Amendment 001.

19) Section J, Exhibit A, provides for posts R-2 to be manned 12/7. Yet all other residential posts are 24/7 posts

Question: Is post R-2 indeed a 12/7 posts, and if so what are the exact hours of coverage?

Answer: Yes, post R-2 is a 12/7 post. The hours of operation are 1900 - 0700.

20) Section J, Exhibit A, provides for all SD posts to be covered M-S, 5 days per week.

Question 1: Does the “S” in “M-S” indicate “Saturday” or “Sunday”?

Answer: This is a typo. There is no weekend SD coverage at any facility. This should read “M-F.”

Question 2: Does the “M-S” and 5 days per week coverage imply, the posts will be covered on any 5 days per week and not Monday-Friday?

Answer: No. SD positions and posts will be staffed M-F only.

21) Exhibit D, Contractor Furnished Property, Guard Uniforms, Equipment, and Maintenance provides in relevant part “All logos will be prominently displayed on all jackets and rain coats as well as uniform shirts.”

Question: The materials utilized in uniform shirts and jackets typically allow for patches and logos to be sewn on without damage to the garment.

However, rain coats are typically not made with a material to support a patch or logo to be sewn on. Will the Government consider removing the requirement for rain jackets to have logos or patches displayed?

Answer: Exhibit D has been revised to remove this requirement from the rain jacket. The contractor may find that a silkscreened company logo or word “Security” on the back of jackets assists in loss prevention efforts or unauthorized use. Raincoats and pants (which are also necessary) regularly disappear here in Freetown.

22) Section J, Exhibit D, Contractor Furnished Property, SD equipment Question:

What is the annual estimated mileage drive per motorcycle on the SD Team?

Answer: The average daily mileage of a SD motorcycle is 16 kilometers (4160 km annually).

23) Section J, Exhibit D, Contractor Furnished Property, Vehicles provides that “the vehicles shall be new at the beginning of the contract and less than five years old, as well as have less than 200,000km on the odometer.”

Question: Does this section mean that the Contractor can replace a vehicle during the contract with a vehicle that is not new, but has less than 200,000km on the odometer and is less than five years old? Or, does each vehicle have to be new at the moment it is put into use on the mobile patrol regardless of when during the contract?

Answer: Yes, vehicles should be brand new at the beginning of the contract, but can be replaced with used vehicles anytime after the first full year of the contract with reliable vehicles. The contract doesn’t permit mileage exceeding 200,000 km or allow for any gaps in coverage.

24) Section J, Exhibit D, Contractor Furnished Property, Technical Information, 1) on page 4 of 5 provides in relevant part “The Local Guard Force Radio Network does not require encryption. The Contractor should contact the COR before purchasing and programming radio equipment to ensure that there have been no changes.”

Question: As the encrypted radio network is more expensive than a non-encrypted network, will the Government allow the Contractor to submit a price adjustment for the difference in purchasing an encrypted network should that requirement be established post response submission?

Answer: Offerors should propose to provide an unencrypted radio network. If the Contracting Officer directed a change in the radio network requirements, then the contractor could request a price adjustment.

25) Section J, Exhibit D, Contractor Furnished Property, GEMS. Exhibit A does not indicate which posts have scanner responsibilities.

Question: Will the Government adjust Exhibit A to show GEMS scanner responsibilities?

Answer: C.5.8 has been updated to better clarify the GEMS requirement.

26) Section J, Exhibit S and Section J, Exhibit M. The CLINs do not correspond between these two Exhibits. In addition, Exhibit M shows the SD team as a temporary and additional service, not an optional service.

Question: Will the Government issue a corrected Exhibit S/Exhibit M?

Answer: Exhibit M has been updated and will be reissued with Amendment 001 of the solicitation.

27) Reference: The RFP does not incorporate the DOSAR 652.216-75 – Price

Adjustment (Aug 1999) clause. As a result the Contractor is not protected against the erratic and unpredictable changes in local law, both in timing and in magnitude. By excluding this clause from the contract, the Government is in effect taking the position that increases in the Direct Service and Benefit costs as a result of laws enacted by the Sierra Leone Government, can be reasonably anticipated by the contractor and that they are implemented in a predictable and recurring fashion.

Omitting this clause is therefore cause for serious concern.

In addition, omitting the DOSAR clause, will result in the US Government selecting the firm that estimates these cost increases the lowest since the award criteria is the “lowest priced technically acceptable offeror.” This is simply not a responsible basis to award these contracts.

Therefore, Inter-Con is asking the following:

Question 1: Will the Government incorporate the referenced DOSAR clause in the contract?

Answer: A clause substantially the same as DOSAR 652.216-71 has been added to the contract.

Question 2: How will the exclusion of this DOSAR clause impact the award decision in the context of the “lowest priced technically acceptable offeror?”

28) Section C.5.8 Guard Electronic Monitoring System (GEMS)

Question: Will the Government please advise how many identification tags/buttons and scanners will be required?

Answer: Exhibit D indicates residences have GEMS installed at front and rear of residence. There are approximately 10 buttons on the Embassy Compound and 5 at the Peace Corps Compound. Residential guards, mobile patrols and supervisors will be required to use GEMS scanners. When new residences are added to this requirement, additional identification tags/buttons and scanners will be necessary.

29) Section H.5.1 Project Manager provides in relevant part “the PM shall meet the following qualifications:

Be a U.S. Citizen or be in possession of a valid U.S. Visa;”

Question 1: Will the Government clarify and be specific about the type of U.S.

Visa the PM is required to possess (i.e., residence visa, working visa, tourist visa)?

Answer: The Government doesn’t require a specific type of U.S. Visa, but individuals will be required to obtain a Sierra Leonean visa and/or work permit.

Question 2: Is the Visa necessary because DoS may require the PM to travel to the U.S.? If so, how often?

Answer: No, N/A

30) Section J, Exhibit Q entitled “Proposal Checklist” provides in relevant part “The below checklist MUST be completed and attached to any proposals submitted.”

Question: Will the Government please advise in which Volume (Price or Technical) Exhibit Q “Proposal Checklist” should be included in the submission?

Answer: Price Proposal, Exhibit Q has been updated.

31) Section J, Exhibit Q entitled “Proposal Checklist” provides in relevant part “4.

Is the Technical Proposal less than 75 printed pages using double-sided printing? (including charts, graphs, or foldouts)” which conflicts with Section L.11 Proposal Instructions which states in relevant part “This proposal volume is restricted to 75 pages…”

Question: Please clarify.

Answer: The page limit is 75 pages. Exhibit Q has been updated accordingly.

32) Section L.5 TIME, PLACE AND SUBMISSION OF OFFER, provides in relevant part “…If an Offeror desires, it can contact Contract Specialist Amanda Rogers at email rogersan@state.gov to ensure proposal delivery” and it names Ms.

Rogers as the recipient of proposals. Section G.1 DESIGNATION OF ADMINISTRATIVE CONTRACTING OFFICE notes Mr. Larry Pruitt as Administrative Contract Specialist.

Question: Will the Government confirm that proposals are to be submitted to Ms. Amanda Rogers and not Mr. Larry Pruitt?

Answer: Yes, proposals should be submitted to Amanda Rogers.

33) Section L.5 TIME, PLACE, AND SUBMISSION OF OFFER provides in relevant part “a. Price Proposal (include all Price and Cost Information; Representations and Certifications; Business Management Information; Joint Venture Agreements: Signed Release to use resumes; Letters of Intent; if appropriate, etc. ): Original, one (1) copy and CD; and

b. Technical Proposal (with no cost information): Original, Cd and Five Copies to:”

Section L.11 PROPOSAL INSTRUCTIONS provides in relevant part “Submit one compact disc (CD) (place CD inside the Volume 1 binder) that contains both the price proposal and the technical proposal.”

Question 1: Will the Government confirm that the signed release to use resumes and letters of intent are to be submitted with the Price Proposal? In the past, these documents were submitted with the Technical Proposal under the Key Personnel section.

Answer: Letters of intent should be provided following L.11.2.1.7. Section L.5 has been updated to remove this conflicting language.

Question 2: Will the Government clarify if two different CDs are to be submitted – one with the Price Proposal Volume only and another with the Technical Proposal Volume only as per Section L.5, or should offeror submit one CD that contains both the Price and the Technical Volumes as per Section L.11?

Answer: CD included in price proposal should have both price and technical proposals as indicated in Section L.11. Requirement for separate CD to be included in technical proposal has been removed from Section L.5.

34) Section L.11” Proposal Instructions:” The table outlining the page limitations for the Technical Proposal states in relevant part: “This proposal volume is restricted to 75 pages with double-sided page printing (including charts, graphs, or foldouts)…” which conflicts with the third paragraph after the table, which states in relevant part: “All foldouts shall be printed on one side only and fold within the volume.”

Question 1: Please confirm that “75 pages with double-sided page printing” means that each sheet of paper equals two numbered pages (front and back) for a total of 150 numbered pages?

Answer: The table in Section L.11 has been updated. The page limit is 75 pages. Foldouts are limited to one-sided printing due to their non-standard size.

Question 2: Are foldouts to be double-side printed or printed on one side only?

Answer: One side only

35) Section L.11 “Proposal Instructions” states in relevant part “All Volumes shall be in no less than a 12 font: Times New Roman.”

Question 1: Will the government consent to a font size smaller than 12 point Times New Roman for tables, graphics, charts and headers/footers as long as the font size is legible?

Answer: Yes, Section L.11 has been updated.

Question 2: Please confirm that Offeror may include essential information such as Solicitation Number, RFP Section Name, page number and disclosure statement at a type size smaller than 12 pt Times New Roman within the Headers/Footers.

Answer: Yes, Section L.11 has been updated.

36) L.11.2.1.7 Key Personnel.

Question: Will the Government consent to exempting the Key Personnel resumes from the page count?

37) Section L.11 entitled “Proposal Instructions,” the Volumes table provides “Technical Proposal - This proposal volume is restricted to 75 pages with double-sided page printing (including charts, graphs, or foldouts)...” Section L.11.2.2 entitled “Past Performance and Experience” provides in relevant part, “List all contracts and subcontracts the Offeror (and each partner in the joint venture) has held over the past five years for the same or similar work.”

In our experience, the contract information portion of the Past Performance section does not count toward the total number of pages. However, RFP SAQMMA-12-R-0007 does not exclude the contract information portion of the Past Performance from the total page count of the Technical Proposal.

Question: In order to meet with the requirement, and include all pertinent information to the Past Performance portion, will the Government consider either increasing the total number of pages or exempting the entire Past Performance and Experience (Tab B) section from the page count?

38) Section L.11 entitled “Proposal Instructions” provides in relevant part “Technical Proposal – The Technical Proposal shall not exceed 75 double-sided printed pages (150 single-sided printed pages), including charts, graphs, or foldouts. The Technical Proposal shall contain no cost or price information.”

Question: As licenses and insurance documents are usually several pages long; in order to meet with the requirement, and include all pertinent licenses and insurance information, will the Government consider excluding all attached licenses and insurance certificates from the page count?

39) Section L.11.2.1.6 Guard Electronic Monitoring System (GEMS) and Section L.11.2.19 GEMS are duplicate entries. Section M.2.2.1.8 Guard Electronic Monitoring System (GEMS) provides in relevant part, “The proposal must address each element in Section L.11.2.1.8. In addition to compliance with Section L.11.2.1.8, …”

Question: Please clarify.

Answer: Section L.11.2.1.9 has been removed and M.2.2.1.8 has been updated.

40) Section L.11.2.2.2 entitled “Experience and Past Performance” provides in relevant part “The Offeror shall distribute a copy of Section J, Exhibit N, Past Performance Questionnaire, and a pre-stamped addressed envelope to each of the past performance references. The reference shall be instructed to complete the questionnaire and return it to the Department of State by email to pruittla@state.gov, or sealed envelope addressed to…”

Question: As the Offeror frequently responds to DoS procurements, and in consideration of the administrative burden on DoS contracting and technical representatives, will the Government accept previously submitted DoS Past Performance Questionnaires from any of the listed clients previously obtained within the past six months to supplement distributed questionnaires for RFP

SAQMMA-12-R-0007?

Answer: Yes, previously completed past performance questionnaire covering performance within the last 36 months are acceptable.

41) Question: Will the Government confirm that the Submittal/Cover Letter, Table of Contents, Tabs, and the completed and signed Exhibit Q are exempt from page count constraints?

Answer: Yes, they are exempt from page counts.

42) Question 1: Will the LGF be afforded any administrative space within the Embassy site?

Answer: Yes, we have a small office that may be utilized by the contractor during reqular business hours (i.e., no weekends or holidays).

Question 2: If so, will the contractor’s embassy-approved staff have unrestricted access or restricted access?

Answer: The access will be restricted to normal business hours only.

Question 3: If access is restricted, what type of restriction?

Answer: Apart from the hours of operation, the contractor will be bound by DoS policy regarding computer use and will most likely not be permitted to establish their own electronics within the Embassy.

43) Section B, Paragraph B.7.1 Special Allowances, states: "To ensure that the Guards performing services under this Contract are adequately compensated so wages as to avoid unnecessary attrition, labour unrest and other dangers to the post's security, the Contractor is required to pay every Guard special allowances in addition to the basic performing other benefits provided in accordance with applicable local labour law and the Contractor’s regular compensation procedures. These special allowances shall be in addition to basic wages and other benefits, and may not be offset against or counted toward such basic wages and other benefits. These special allowances shall be paid to the Guards at least monthly in the local currency equivalent at the official exchange rate prevailing on the date of payment."

Question 1: If local labour laws do not require the payment of 'Special Allowances,' is the Contractor still required to pay such allowances?

Question 2: What is the amount of these Special Allowances to be paid to each Guard?

44) Section B, Paragraph B.7.1.1 Supplemental Wage Allowance is RESERVED. This appears to contradict Paragraph B.7.1 Special Allowances.

Question 1: Please clarify if any Special Allowances to Supplemental Wage Allowances are to be paid and if so what is the gross monthly amount?

Answer: Section B.7.1 is now reserved as well.

45) Section B, Paragraph 8.7.2 Health Benefits states: "The Contractor is required to include health benefits including hospitalization, outpatient care, maternity care and medication, for Guards employed under this Contract in its compensations program. The Contractor's health benefits plan will be reviewed and approved by the Government prior to Contract award, and must be maintained at the level approved throughout the term of the Contract at no additional cost to the Government. A failure by the Contractor to maintain its health benefits program as required by this subsection shall be deemed a material breach of this Contract warranting termination of the Contract for default in accordance with FAR 52.249-8 as contained in Section I of this Contract." To enable DOS to compare bids it is essential that DOS clarify the type and level of cover required.

Question 1: What monetary level of coverage is required for each Guard?

Answer: A monetary level of coverage has not been established, but the health benefits must meet or exceed the requirements outline din Section B.8.7.2.

Question 2: Is the cost of this health benefit medical plan to be included as part of the labor categories hourly bill rates?

Answer: Yes

46) Section B, Paragraph B.9.1 Standard Services, Paragraph 2, states: "The fixed hourly rate for Standard Services are fully burdened rates and shall include all wages (local labor law compliance, if applicable, and any premiums relating to overtime, holidays, or night shifts), overhead, fringe benefits, severance costs, general and administrative expenses and profit for each category of labor."

Question: What are current billing rates for the local Guard services being paid by the Government for the existing Contract for Standard Services?

Answer: The Government is not authorized to release this information.

47) B.9.2 Additional or Emergency Services, paragraph 1 states; "The Additional or Emergency (A&E) Services may be required at any location covered by this Contract and shall be provided by the Contractor if requested by the

COR."

Question1: How much notice (if any) will the Government provide before requiring the A&E Services?

Answer: In most situations the COR should give 24 hour notice for A&E Services, but length of notice may vary.

Question 2: What is the minimum number of hours the government will order under by A&E services?

Answer: There is no minimum number of hours. The Government may or may not need the maximum number of hours as stated in Section B (Exhibit S).

48) In Section B, Paragraph B.9.2 Additional or Emergency Services, Paragraph 3, states: "The COR may request A&E Services to meet increased workload or temporary needs for services arising from visitors to post or special events." If the COR requires an additional mobile patrol team to operate to meet increased workload or temporary needs for services arising from visitors to post or special events, for billing purposes, the manpower be invoiced under A&E.

Question: Will the vehicle and related costs be reimbursable under Other Direct Costs, Reimbursable Materials?

Answer: Costs of materials and/or equipment needed to perform A&E services would normally be covered under reimbursable materials. Since the costs of vehicles is expected to be higher than the ceiling amount of reimbursable materials, requests for additional vehicle coverage will have to come from the Contracting Officer, the COR will not have the authority to request additional vehicles, if needed.

49) In L.11.1.4 Compensation Plan it states: "Re-competition of service Contracts may in some cases result in lowering the compensation (salaries and fringe benefits) paid or furnished employees. This lowering can be detrimental in obtaining the quality of services needed for adequate Contract performance. It is in the Government’s best interest that Contractor employees be properly and fairly compensated." Therefore will Government:

Question 1: Ask the current Contractor if he would voluntarily provide the current salaries and benefits paid to the Guard Force, so as to ensure the quality and stability of the workforce?

Answer: Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor

Question 2: What is the Contractor's current hourly wage and allowances paid to each category of the Guard Force?

Answer: Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor

Question 3: Must the Contract awardee continue to pay existing wages and allowances to the Guard Force?

Answer: The contract awardee must ensure it proposes wages that comply with local labor law and solicitation requirements.

Question 4: What are the current Fringe Benefits being provided to the Guard Force and must the Contract awardee continue the present fringe benefits?

Answer: Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor

Question 5: What benefits does the Guard Force receive which are not required by law but should be continued to promote recruitment and retention?

Answer: Since the Government is not a party in the employment relationship of the incumbent contractor’s personnel, the Government recommends perspective offerors check with the incumbent contactor

50) Section H, Paragraph H.9.1 Duty Free Entry Permits is RESERVED.

Question: Will the Government confirm, the Contractor will not be entitled to any concessions on import duties under this Contract?

Answer: The Government will provide no assistance in duty free entry of equipment, materials of vehicles needed to perform this contract.

51) There is no Pricing Adjustment Clause (DOSAR 652.216-71) with this solicitation.

Question: Will the Government be including this language?

Answer: A clause substantially the same as DOSAR 652.216-71 has been added to the contract.

52) Exhibit A & Exhibit S - total hours don't match up. Please clarify.

Answer: No discrepancies noted.

53) In B.8.3.1 Mobile Patrol Vehicles it states: The costs related to vehicles used for other purposes in the performance of this Contract should be included in the Contractor's overhead. "

Question: How many additional vehicles are considered adequate for the use to provide relief Guards, and otherwise in the management of this Contract?

Answer: The amount and type of vehicles used for transportation of relief personnel and in the management of this contract is up to the each individual contractor.

54) Section C, Paragraph C.5.3 it states: "The Contractor does not normally perform escort duties; however, the COR may require the Contractor to provide temporary escort services under special circumstances."

Question 1: Are escort services vehicular or personal protection details?

Answer: Personal protection

Question 2: Will additional or specialized training be required?

Answer: No

Question 3: Will these services be A&E services?

Answer: If required, these services will be A&E services.

55) Paragraph C.5.9 Radio Network it identifies a requirement for an emergency dispatch command center within five (5) kilometers of the Embassy.

Question: If the Contractor's headquarter is farther than five kilometers from the Embassy, must the Contractor lease a separate and distinct facility for the emergency Dispatch Command Center?

Answer: Section C.5.9 has been updated to remove the geographical restriction on the dispatch command center.

56) In Paragraph C.S.11.1 Duty Hour Limits, "No Contractor personnel shall be on duty for more than twelve (12) consecutive hours in a 24- hour period, or for more than 48 hours per week except under conditions of emergency or as authorized by the Contracting Officer or COR."

Question 1: Does the Government require a 4 day x 12 hour shift pattern?

Answer: No, but it does expect that this schedule would be the most effective.

Question 2: Does the Embassy require the Contractor to work 12-hour duty shifts, or is that a maximum limit only?

Answer: The Government is only setting the maximum shift length, not the duration of a normal shift.

Question 3: Does the Government prefer an eight (8) hour, six (6) day work week?

Answer: The Government prefers that contractors propose a shift schedule that is sustainable in Sierra Leone without negative effects on morale.

57) Section C, Paragraph C.5.11.2 Relief Guards it states: "The Contractor shall include the costs of providing relief personnel in the loaded labour rate of labour categories that require relief at the Section J, Exhibit A. All relief personnel must be COR-approved, fully-trained and qualified to allow for comfort, personal needs, stress, meals, or other required or requested absences from the assigned post."

Question 1: Is it the Government intent that the Guard being relieved be compensated (paid) during their period of relief?

Answer: The Government has no preference.

Question 2: How many Reserve Personnel should the Contractor maintain in a trained and ready status to respond to additional and emergency services, increases in standard services, and provide for Relief Guards?

Answer: Contractors should ensure enough personnel are available to ensure there is not a disruption in service due to insufficient manning.

Question 3: Are Relief Personnel required for all shifts (Days, Swings, & Nights)?

Question 4: Can the mobile patrols be used to execute Guard relief on post?

Question 5: Will the Embassy consider waiving the requirement for relief for breaks and meals at residences, as has been the case in recent Solicitations?

Answer: Section C.5.11.2 has been updated.

58) In Section C.5.11.2 Relief Guards, it states; "All relief personnel must be COR-approved, fully trained and qualified to allow for comfort, personal needs, stress, meals, or other required absences from assigned post. Relief personnel shall be at the same category of labour as specified on Section J, Exhibit A."

Question: Would the Government consider allowing the Contractor to provide Relief Personnel at a category different from the one in Exhibit A, as long as the individual performing the relief has been trained, vetted and accepted by the USE, providing they are of a higher labour category than the position requires, i.e. Sr. Guard relieving a Guard?

59) In Paragraph C.5.13 Supervision in the fourth paragraph it states: "The GFC's work hours are considered flexible and the COR may adjust the Guard Force Comander's daily work schedule to include assignment to evening, weekend, and holiday period without a further equitable adjustment in terms and conditions of the Contract."

Question 1: Will the Government provide a maximum number of hours for each category, nights, weekends and holidays the GFC will be required to work?

Answer: The GFC must remain a flexible position. The total estimated number of yearly hours is outlined in Exhibit A. Although not likely, the maximum number of hours in each of the following categories is: Nights 3120;

Weekends 1248; Holidays 240

Question 2: Please define "reasonable prior notification" in a time frame of hours/days.

Answer: Hours

60) Section H, Paragraph H.1 Security it states: "The Government shall issue identity cards to approved Contractor personnel."

Question: However, is the Contractor required to provide his employees with a separate company ID badge?

Answer: Yes, Exhibit D indicates that the contractor is to issue an identification badge to each guard.

Question: If so, must this ID badge be approved by the Embassy?

Answer: Contractor ID badges do not need to be approved by the COR.

61) Paragraph H.3 Health, sentence five states: "The Contractor shall have evidence of physical fitness by a certification from a licensed physician, based on a physical examination conducted prior to the employee's assignment to duty and annually thereafter."

Question: Should the cost of the physical/medical examination for the Guards initially, and annually thereafter, be the Contractor's responsibility or can it be charged back to individual Guard?

Answer: This is a Contractor responsibility through the contract.

62) Section H, Paragraph H.5.I Project Manager it states: "In addition, the PM shall meet the following qualifications: • Be a U.S. Citizen or be in possession of a valid U.S. visa;"

Question 1: Is a person from a country which does not require a U.S Visa acceptable for the PM position?

Question 2: Will the Embassy accept an Expatriate with 1st world experience, who does not originate from West Africa?

Answer: If they have a U.S. Visa or meet the requirements of question 62) Question1.

63) In paragraphs H.5.3, H.5.5, H.5.6, & H.5.7: the duties and responsibilities described for supervisors, senior Guards, Guard-drivers, and Guards appear to require Guard Force personnel far superior to those normally found in Sierra Leone.

Question: Will the Embassy establish hourly wage and allowance minimums to ensure this high quality?

Answer: Offerors should determine wages necessary to comply with the contract.

64) Section H, Paragraph H.7.1 Basic Training it states: "The basic training requirements listed below apply to all employees assigned to a position listed in Exhibit A."

Question: The Government requires the Guard Force Commander, SD Supervisors and SD Specialists to receive the 80 hours of basic training, is this correct?

65) Section H, Paragraph H.7.1 Basic Training it states: " First Aid/CPR: Dealing with medical emergencies at the scene of an injury or illness by an accredited instructor."

Question: Is accredited certification in both First Aid and CPR by Red Cross or similar agency required?

Answer: Instructor should have the necessary credentials from Red Cross or similar agency in order to teach this course.

66) Section L, Paragraph L.11.2.1.3., Quality Control Plan (QCP) sub-paragraph 6, it states; "Offeror's policy and how it intends to utilize a drug testing policy during recruiting and selecting of all personnel and eventually on a routine random basis during the life of the Contract."

Question: Does the Embassy require drug testing prior to employment?

Answer: Yes, drug testing should be utilized during the recruitment process.

Refer to H.2 and H.20.

Question: Is random drug testing of the members of the Guard Force required during the Contract period?

Answer: Yes, routine random testing is required. Refer to H.20.

Question: If so, what percentage of personnel will be required to be tested randomly?

Answer: The Government has not established a minimum percentage of individuals that should be tested on a random basis. Offerors should detail their drug testing policy to initial testing, and routine random testing.

Question: Will this be at the Contractor's expense as part of his overhead?

67) Both B.8.5.6 and C.5.6 Central Alarm Monitoring System (CAMS) are

RESERVED. However, in C, 5.2.3 Response to Alarm Activation it states: "The security dispatcher shall contact the Mobile Patrol on duty for response to activated alarms."

Question: How will the security dispatcher be notified of alarm activations?

Answer: An alert guard will utilize a functioning radio network.

68) L.1SITE VISIT states: "In accordance with Federal Acquisition Regulation (FAR)

52.237-1, Site Visit, the Government will host a site visit on April 10, 2012, 09:00 AM at the U.S. Embassy Sierra Leone. This is not a pre-proposal conference.

Any change to the date of the site visit will be published as an amendment on Federal Business Opportunities (FedBizOpps) (https:llwww.fbo .gov). All potential offers are encouraged to attend and become knowledgeable of the sites in accordance with Section J, Exhibit A. Information provided at the site visit may not be available in the same level of detail to those potential offerors who do not attend the site visit. All questions asked pertaining to the site visit will be posted on the FedBizOpps; however, again the same level of detail will not be provided to potential offerors who do not attend."

Question: Are bidders restricted to only those companies that attended the site visit?

69) In L.2 CONTRACT AWARD it states: "The Government intends to evaluate offers and may award a Contract without discussions or exchanges with Offerors.

Therefore, the Offeror's initial offer should contain the best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest. The Government may waive informalities and minor irregularities in offers received. The Government anticipates awarding one-single Contract from this solicitation."

Question: When does the Government anticipate award and start date for the solicitation?

Answer: The award expected within 90 days of the receipt of proposals. The current contract is set to expire on October 31, 2012. This is the follow-on contract for this requirement.

70) Paragraph L.13 USE OF NON-GOVERNMENT EVALUATORS (MAY 1995) states:

"The offers shall include the following notice as a cover page to its proposal:

GOVERNMENT NOTICE FOR HANDLING PROPOSALS This proposal shall be used and disclosed for evaluation purposes only, and a copy of this Government notice shall be applied to any reproduction or abstract thereof Any authorized restrictive notices which the submitter places on this proposal shall also be strictly Complied with. Disclosure of this proposal outside the Government for evaluation purposes shall be made only to the extent authorized by, and in accordance with, the procedures in Section 615.413- 2(f) of the Department of State Acquisition Regulation (48 CFR Chapter 6). "

Question: Therefore, must the Contractor include this statement in the cover page of its proposal?