09_14_2012_QA.docx

Questions/Answers – Solicitation #: SAQMMA12R0316 September 14, 2012

A.2 Contract

-Answers:

Question 1: This is a single award.

Question 2: All of the base services identified in the solicitation can be either funded on the base contract or the Government may issue separate task orders to fund the requirement at our convenience for internal oversight purposes, we may have an order to be administered by one office, or a separate order for another office. And if there are additional requirements that come up, more than likely they will be put on separate task orders at the rates listed in the contract for labor categories and or separate locations. The Government will use that flexibility as needed for administrative purposes.

The solicitation states the following:

“This is a commercial Indefinite Delivery, Indefinite Quantity contract, with Fixed Price and Time and Material, contract line item numbers (CLINs).”

and later there are references to ‘task orders’.

QUESTION: Is this a single or multiple award contract?

QUESTION: While it seems that a specified number of personnel must be in place for the duration of the contract, the mention of task orders is confusing. How exactly will work be awarded?

A.3 Period of Performance

Answer 1: This is dependent on transition plans received and when we decide to initiate phase out existing contracts, right now the soonest could be December 1, 2012. We may immediately begin funding the PM categories at award to start performance to work out transitions and to begin working with the firm before deployment.

Answer 2: That depends on the offers industry will respond with, and we will work with what is offered in the draft plans received for evaluation. At a minimum we’d like to afford all firms at least 60 days to get all in place but we could go up to 120-160 days depending on many factors (March 1, 2012 might be latest date, but as mentioned PM and DPM may come on line immediately).

Question 3: Award will be made then when the awardee is granted a notice to proceed and all performance will commence at the base year prices thereafter. As mentioned we may allow the PM/DPM to proceed immediately with the other positions to be phased in and billed as they come on contract.

Question 4: Only a PM And Deputy PM may be needed immediately, all other positions will be phased in based on transition plans and current contract end dates as funds are exhausted on those contracts.

Question 5: No transition pricing is needed, only approach is needed in the draft transition plan.

The solicitation states the following:

“This contract is comprised of a one-year base period and four, one-year option periods. The base year includes a transition period that will coincide and run concurrently with the remaining days of the current contract(s).”

QUESTION: On what date does the transition period begin?

QUESTION: How long is the transition period?

QUESTION: On what date does the contract begin?

QUESTION: What staffing level is required by the new contractor during the transition period?

QUESTION: Are offerors required to provide pricing for the transition period in addition to the base year pricing and option year pricing?

A.4 Payment

Answer: No, payments will be offered in accordance with the invoicing of costs incurred after the notice to proceed is issued. Until a firm receives the Notice to Proceed, no costs can be incurred to be billed back to the contract.

Answer : See Page 39 paragraph (g).

The solicitation states the following:

“The Contractor shall not submit an invoice for payment until all requirements identified in this contract have been completed and delivery to the COR is complete.”

QUESTION: Does the Government mean that no invoice can be sent until the contract is finished?

QUESTION: If that is not the intent, when are invoices to be submitted, and with what frequency?

F.2 Phased Deployment of Personnel

Answer: There is currently no direct billed project management on the existing contracts. Key Personnel include the PM and DPM, so that right of “first refusal” does not apply to PM and DPM. Regarding the other four (4) categories, we are asking each firm to provide their number one recommended candidate to fill a position under each of the other four (4) categories, this will be for evaluation purposes of technical capability. These candidates recommended will be considered each firm’s best representative for that category and we will look to fill that candidate after award at a minimum. Other candidates will be needed if incumbents refuse to continue service, and the Government will ensure through each firm’s response that each firm’s recruitment methods and compensation packages are sound in the event positions are or are not needed either way.

Answer: As instructed each company interested will submit their best candidate for each labor category referenced, these top resumes will be used for evaluation purposes and will be considered key.

Answer: Incumbent personnel will be afforded the opportunity and given preference first, and we will work to get the top candidate placed thereafter. Since it is an IDIQ we can accommodate more as well. Realistically, we do not anticipate 100% transition of all incumbents, the top six (6) key personnel (one from each category) offered will be utilized and will make up the team, all others thereafter will be worked out during transitioning between PM/DPM and the Government.

The solicitation states the following:

“All contract personnel currently performing under labor categories on the existing contracts will be given the “right of first refusal”, awardee is required to offer incumbents opportunity to stay provided they meet all new criteria under this contract, before replacing personnel with awardee personnel.”

QUESTION: This approach does not seem to correspond with a later requirement for providing names and resumes for key personnel. In other words, it seems possible that key personnel positions may be filled by incumbent contractor personnel on the ‘right of first refusal basis’. Can the Government please clarify whether or not the ‘right of first refusal’ applies to key personnel?

QUESTION: Can the Government please confirm that key personnel must be named and resumes provided?

QUESTION: In the event that a person has been named and their resume provided for a key position, but there is also an incumbent contractor who wants to remain in that position, which person should be given preference?

F.3 Personnel Rotation

Answer: The Contractor can use their best business judgment on how they determine to meet the requirements, we are not limiting any approaches. It is expected that all terms will be met once performance begins. We anticipate awardee to have resources and recruitment potential along with viable solutions to meet the requirements, should issues arise whether they are surge or cutback requirements, the contract is an IDIQ. to account for these flexibilities.

The Government expects normal commercial industry to dictate whatever the standard is in the market to apply. We are not limiting any approaches a firm may have to meeting the requirements in any way.

Replacement and Substitution personnel should meet all minimum requirements outlined for the position they are assuming duties under, firm is expected to handle such in accordance with their normal company policy and or within normal commercial standards for this type of subject.

The solicitation states the following:

“To ensure sufficient coverage, the Contractor shall submit an R&R rotation plan for COR approval. The Contractor shall not bill for any time an employee is on R&R, however the Department will reimburse the Contractor for reasonable travel expense associated with this trip. The Contractor shall coordinate leave with the RSO and shall arrange all travel, in accordance with this statement of work. The Contractor may be required to provide replacement personnel to ensure 100% staffing at all times.”

QUESTION: Does the Government expect the contractor to maintain a pool of ‘replacement personnel’?

QUESTION: Does the Government expect the ‘replacement personnel’ to go through the same training, vetting, clearing, etc. processes as regular personnel?

QUESTION: Will the contractor be required to compensate ‘replacement personnel’ by retainer or otherwise?

H.2. CLEARANCE REQUIREMENTS

See Bidder’s DD-254 Form attached to Amendment 002. A company either has a facility clearance or not, performance locations go on the DD-254 form. Company holds the clearance, and locations go on the form.

The solicitation states the following:

“A facility clearance at the SECRET level is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classification.”

QUESTION: Is the contractor required to have a SECRET cleared facility in the US, or in Iraq?

H.7.1. SPOT Implementation Spot is a web-based application, any firm can obtain access from the internet. For more information go to: https://spot.altess.army.mil/privacy.aspx

· How do I comply with SPOT Authorized PKI Certificate login requirement?

· How do I obtain a SPOT username and password?

For more information, please contact the SPOT helpdesk at SPOT.helpdesk@us.army.mil or (717) 458-0747

The solicitation states the following:

“The Contractor shall implement Synchronized Pre-deployment and Operational Tracker. (SPOT) as part of this contract. In accordance with FAR Clause 52.225-19, Contractor personnel in a designated operational area or supporting a diplomatic or consular mission outside the United States shall implement and use SPOT.”

QUESTION: Is SPOT a web-based application provided by the Government?

QUESTION: If not, what are the system requirements for a computer to support the application?

H.15 KEY PERSONNEL

Answer 1: Not necessarily on this requirement only because these specifications are new and updated requirements not currently in the existing contracts. In most cases, the incumbents may not qualify as they a currently held to different standards. That is why a long transition and phased in approach is needed as the awardee PM and DPM will likely have to start immediately to crosswalk all proposed, available and incumbent personnel to the new specifications.

Answer 2: See Answer to Question Four (4) above.

The PWS states the following:

“The Program Manager, Deputy Program Manager, One (1) Linguist (U.S.), One (1) Linguist (Local National), One (1) Security Liaison (U.S.), One (1) Security Liaison (Local National) are defined as key personnel and shall be proposed in the technical offer to include their resume for evaluation.”

QUESTION: Regarding the Government’s preference to keep incumbents and give them ‘right of first refusal’, aren’t bidders at a disadvantage to the incumbent contractors because they can propose key personnel who are already in the positions?

QUESTION: Upon award, what if there is a person in a ‘key position’ that wants to stay on, but we have already proposed someone else – who gets preference?

FBO Announcement Timelines:

Answer 1: If your firm follows the instructions to offers (FAR 52.212-1) along with the addendum to that section you will be fine to respond within the two (2) weeks. I’m sure most firms have responded to requirements sooner than this in their past, and we are looking for an efficient response, firms can do it. If for some reason there is doubt, then use your best business judgment as there are many opportunities out at this time and I understand your firm must use resources accordingly. Depending on industry response we will re-assess this matter as we get closer to the 26th. If we receive many offers before that date, we may not be able to keep it open for all the firm’s that need more time depending on level of response. All firms are asked to price six (6) labor categories, along with pricing on life support in Iraq along with providing a few draft plans. Any company can respond with 30-100 days, we are looking for a company that can respond immediately as it has happened in the past that when we need people on the ground for mission critical endeavors, we require a partnership that can keep up, as our men and women serving in Iraq deserve no less, this is for them.

September 26, 2012 Response Date:

Question: It looks like the Solicitation was issued on September 12, 2012, and you have a response date of September 26, 2012. That only allows two weeks to prepare a response. Is there any chance that this date could be or would be moved to later date?