Common_Questions__Answers_-_For_Website_pjm.xlsx
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- SAQMMA13R0044
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Q&As
| Global Aviation Support Services Common Questions & Answers | |
| Question | Answer |
| NOTE: These answers to questions may change as the acquisition plan is developed and the RFPs are written and approved. Do not depend solely on these answers for future proposal submittals. | |
| What is the current acquisition timeline for draft RFP and contract award? | The draft RFP will be made available in April during the second Industry Day meeting or sometime thereafter in April or May of 2013. A second draft review may be made available in the summer of 2013 with the formal RFP and is currently targeted for October 1. |
| Would a company competing on multiple teams present a conflict of interest concern from the government's perspective? | A company competing on multiple teams would not present an issue where the 6 functional contracts are involved. That’s stated in the FBO correspondence of 13 March; In relation to the remaining six contracts, a single contractor may compete for one or more of the remaining solicitations, provided that vendor or its subcontractors is not awarded the Program Management contract. |
However, if you are awarded the PMO contract, you cannot be on the other contracts. That too is covered in the FBO announcement; The Government has determined that, due to the strong potential for conflicts of interest, the vendor, and its subcontractors, awarded the Program Management contract will be excluded from participating as a prime contractor or team member/subcontractor at any level under the other six contracts identified above.
| With the new Acquisition Strategy (which includes the PSO), and while we recognize that the exact level of effort required for the PSO support under the SOR is a refinement of historical requirements, will the Government provide a range of the approximate number of legacy positions it expects are covered by the requirements addressed in the PSO support structure? | No |
| With regards to Past Performance, are we limited to citing corporate-only Past Performance, or is individual Past Performance considered relevant? | Past experience of key personnel may be considered in terms of their being qualified. However, Past Performance will be evaluated as stated in each RFP. |
| Will USG allow purchase of vehicles in lieu of rental in OCONUS locations? | Up to contractor's approach |
| Will this be a performance based service contract acquisition? | Yes, the Department will utilize FAR Part 37.6 for these acquisitions. |
| Will the vendor be required to contract with host country companies during contract performance? If so, will the Department provide a “preferred vendors list” of those companies in those designated countries? | The contract won’t require the use of HN subs however, if that is your technical approach please indicate such, we’d expect you to pursue it. INL/A has no preferred vendor list. You’ll be required to vet prospective sub contractors through the US Embassy according to their rules, policies and procedures. |
| Will the USG please verify the place of performance for the HQ Site Manager? | Patrick AFB, FL or vicinity. |
| Will the USG please verify if they intend to provide/define for the Offeror all Key Personnel Labor Categories for the PSO? | H-016 KEY PERSONNEL will be updated to read in part, “Labor Category(s) and Name(s) to be inserted by Offeror at time of proposal submission.” See next posting of RFP. |
| Will the requirements of the SOR be adjusted to allow for differences in each ACA and the time required to complete and sign the ACA? | There will be a single ACA, as proposed by winning PSO offeror. Other associate contractors will be required to adopt that ACA |
| Will the new PSO contractor be required to ‘establish’ a new MOB or upgrade the current MOB at contractor’s expense? | No. Fall in on existing facilities and operations, alongside USG and incumbent. |
| Will the most updated plans and Standard Operating Procedures (SOP) be posted on the FlyDOS.us website? | Yes. |
| Will the government recognize the value and experience in these personal without the Certified Safety Professional (CSP) certification? | Yes. We removed it as a requirement. At the HQ counterpart level it is desirable. OCONUS it is not an issue for us. |
| Will the government provide the facility to house the PSO staff on or near Patrick Air Force Base? | The Government does have office spaces available at the PAFB Hanger and the Mirimar warehouse facility. The RFP will stipulate what type and how much office space is available for PSO personnel to occupy. |
| Will the Government provide all initial and recurring training (cultural sensitivity, country clearance procedures, security) and immunizations? | No |
| Will the Government furnish side arms, body armor, flight gear, survival gear (and the like) for deployable personnel? | Yes, OCIE is USG furnished and on-hand. We’ll soon post a table with more detail. Weapons are USG provided in cases where authorized. |
| Will the Government be responsible for maintaining the contractor staff’s proficiency with this equipment? | No. Training germane to contract performance is in your functional area. |
| Will the existing Emergency Action Plans (EAPs) to be used for baseline contract support at contract start? | Yes. Begin with established EAP. |
| Will the Department of State consider Alternate Proposals that would offer to combine any of the 3 different/separate full and open solicitations? | The INL, AQM, and legal staff discussed your question regarding the viability of the submission of alternate proposals that would offer to combine any of the 3 different/separate full and open solicitations. We concluded that evaluation of such alternate proposals presented unworkable difficulties and that such conditional bundling of the requirements might dampen rather than enhance competition. Accordingly, we will maintain the acquisition strategy developed as a result of our extensive market research, which is to have three separate full and open contract vehicles, and will not be accepting such alternative proposals. Contractors are encouraged to provide their best technical and cost solution for each of the full and open requirements. |
| Will the contractor be required to perform at risk, in order to ensure mission support--during the contract modification process? | If the need arises for the contractor to perform before a negotiated agreement is met the Department of State will issue a funded change order to allow the contractor to begin performing within the parameters of the funding and scope. Definitization of the change order is then primary. |
| Will parts and supplies be ordered through the Federal Stock System (FSS), or will they be ordered commercially as a cost reimbursable materiel. If commercially, will the PSO need to design a bidding policy for vendors or does that already exist? Additionally, will there be any “host nation first” requirements for purchasing and local services? | Does not pertain to PSO. These are contracts that are let by DoS. |
| Will OCIE be the responsibility of the contractor to obtain? | No. GFE. |
| Will INL post a current specific list of “all sites” by country that will require the PSO contractor and associate contractors to provide support under the planned INL contracts? | Yes. RFP will contain that list. In the meantime, the briefing slides at FBO from industry day contains that data. |
| Will INL post a current copy of the referenced, DOS-approved INL/A Safety Plans and Procedures (CONUS and OCONUS) to enable the contractor to more fully understand what effort, staffing and resources will be needed in order to “restructure the existing INL/A safety program? | Yes. Posted at web site. |
| Will INL post a copy of the current “ICAP ARMS inspection checklist” that is in current use for all countries under the present INL contract for contractor review? Is the PSO contractor responsible for planning, staffing and conducting ICAP ARMS inspections in each of the 8 countries under this contract or does INL have some other concept for this activity? | Yes; ARMS checklist posted at web site. INL/A is lead for ARMS. PSO will support within parameters of contracted scope. |
| Will immunizations be cost reimbursable? Requirements vary by country, and costs on non-government facilities can be expensive, if the contractor cannot access a military facility medical support unit in their area. | Up to you to plan, propose, and execute. We are motivated to seek firm fixed price in as many areas as possible. Our intent is for the offeror to take on these burdens internally where practicable. |
| Will IDIQs be solicited as a contract modifiaction or should PSO have permanent staff available to administer? | Propose that PSO staff to administer If subsequent IDIQs require additional effort than a modification would result. |
| Will DFAR 252.228-7001 (Ground and Flight Risk) be incorporated into the award? | Yes, it is anticipated that DFAR 252.228-7001 GROUND AND FLIGHT RISK (JUN 2010) will be incorporated into the applicable resulting contract.. |
| Will contractor staff be provided with billeting on the base of operations in each country? | Work space at all is USG furnished. Billeting provided only at specific locations. More posted recently at draft RFP. |
| Will contractor personnel have diplomatic or official passports? | Contractor would have citizen passports. |
| Will contractor personnel have access to the Embassy services, FPO, commissary, badges? | GFS posted on flydos.us. |
| Will contractor personnel be required to have/use armored vehilces - if so which countries? Will USG provide or does the PSO contractor provide? | Yes, in some locations. If so, USG provided. RFP to note GFE. |
| Will contractor personnel be required to attend a DOS pre-deployment training session prior to deploying? | No. |
| Will contract oversight, QA audits, safety, and ARMS inspections also be required at the CFSP facility in Colombia under the planned INL contract? | Yes, oversight by way of QASP inspections and monitoring and reporting project status as elsewhere. No ARMS inspection support there. |
| Will 3 past performance references, as a Prime Contractor, providing contract/program management that are all related to aviation flight training and maintenane support services be sufficient enough to meet the government's qualification requirements? | Yes, we anticipate that three current past performance references will be sufficient. |
| Who is responsible for conducting the 100% annual inventory, PSO or the Log Contractor? | Logistics. |
| Who does the PSO "report" to for guidance and direction - Contracts Division or some other entity? | USG PMO. |
| Who does the oversight of the ROE, PSO or the reposnible pillar (operations)? | Each pillar; oversight by QASP sampling by PSO. |
| Where is the pre-deployment training center for this initiative located? | None dictated. |
| What version of Microsoft Office is currently being used? When will next MS Office upgrade occur? | Microsoft Office 2010 is currently being used. |
| What is the anticipated contract term? | It is anticipated that contracts resulting from the solicitations will have a base year, two priced options and up to seven award term periods. |
| There is a significant amount of processing costs for foreign receipts. Can you provide overall guidance on what your expectations are for receipt processing/translation, etc. For example do your require all receipts above a certain dollar amount or will all receipts regardless of amount need to be produced for reimbursement? | The nebulous nature of this scenario is our motivation in seeking firm fixed price in as many areas as possible. Our intent is for the offeror to take on these burdens internally. |
| There are a number of references to INL CDRL’s in the other SOR’s. What CDRL’s will be required for this program in all areas and what responsibility will the PSO contractor and associate contractor’s have for them? | See section F for reports and information requirements. Currently we have no pre-determined formats for standard reports such as would be in SF 1423. |
| The PSO SOR states "During these temporary incumbent lapses, the Contractor shall provide a fully qualified replacement at Contractor expense. Temporary replacements shall meet minimum qualification requirements and can not hold more than one key personnel position at the same time. Failure to meet other contract requirements shall not be tied to compliance or non-compliance with this requirement." Can another contractor that is working with or for the Key Person replace the Key Person temporarily? if the answer is no then the USG must be prepared to accept the associated costs of hiring temporary replacements (27 total) each year and the associated travel expense for each person. | Language to be clarified in RFP. |
| The PSO SOR does not identify what Key Personnel positions are designated as Mission Critical thus requiring a SECRET clearance? Please designate. | Key personnel to be noted in section H of solicitation; minimum qualifications for non-key personnel to include clearance level to be noted in 2.B - 10.B. Updated language to be included in next version of SOR. |
| The PSO SOR discusses “new, innovative and cost effective solutions”, and “streamlined business practices and processes”. Will DOS consider, for example, new airframes that might be newer and cheaper to operate after initial outlay? Would it prefer a vendor with the capability to utilize UAV platforms in targeted situations to reduce cost/risk? | As fleet modernization will continue to be dictated by availability of funds and deliverability of like aircraft, your proposal is best geared towards maximizing the aforementioned solutions, processes and practices while employing existing fleet. USG is not averse to new technology. In fact, we challenge industry to offer us the best way of meeting requirements, in whatever form that may take. |
| The PSO SOR (2.B.1 and 2.B.2/H-016) requests identification of contractor proposed additional key personnel and non-key personnel by Labor Category. Will the Government provide workspace on PAFB for these personnel, or will the contractor be responsible for their space off of PAFB? | Government will provide only those workspaces specified. Contractor will be responsible for all other space off of PAFB. ODC and material CLIN is cost reimbursable. |
| Please clarify if the "associate contractor agreement" is just the contract between the USG and the associate contractor e.g. PSO and USG SAIDIQ contract, or is this a separte agreement not yet defined? | Please refer to "H-010 Associate Contractor Agreements" within draft RFP. |
| PSO SOR 4.B.1 states a requirement for "Prior military service in Army Aviation as a commissioned officer." |
| Is equivalent DoD experience acceptable? | Yes. DOD is acceptable. Also commissioned officer is not the requirement. RFP will denote the change. | |
| Since the PSO contract is scheduled for award 6-12 months before the Operations contract award, who will provide security for the PSO personnel in any case or location where INL/A is required to provide dedicated armed security in the absence of dedicated COM, Host Nation Police or Military, or security forces? | In that case PSO early arrivals will fall in on existing security apparatus and procedures, alongside USG and incummbent already in place. Thereafter, OPS contract will assume the role during their transition. | |
| Securing work visas, especially in countries where sensitivities have arisen for vendors supporting USG activities – should delays be expected? How will the USG manage/push visa application/issuance for its contractors? (Especially Iraq, Pakistan, Afghanistan). | INL/A will not be involved. This is a contractor responsibility. | |
| Section1.A.6 of the PSO SOR discusses the intent to “nationalize” certain programs: How and where has this been going so far? How does State see as a path forward to improve results? Should the vendor expect direct guidance and supervision on this effort, or does DOS expect a vendor to provide solutions? | In affected countries the US Embassy team will negotiate the Nationalization plans, goals and timelines with the host country officials. INL/A partners with US Embassy early in that process to ensure we can meet the goals and timelines agreed to. Most commonly the Embassy Team, Narcotics Affairs Section (NAS), INL/A, Affected Host Nation, and Contractor are all involved in the planning. Thereafter INL/A provides revised contractual objectives and the contractor proposes a plan to meet them. | |
| PSO Section L, Page 11, Factor 5, Sub factor C, Key Personnel; this section is limited to eight (8) pages, but the government is requesting key personnel resumes. Are resumes included in the eight (8) page count, or can these be submitted as attachments? | We adjusted section L so there is no page limit on resume inclusions to afford you the space necessary to represent your approach. Final RFP will reflect these instructions. | |
| PSO Section L states: “The Offeror shall distribute a copy of Section J, Attachment J-014, Past Performance Questionnaire (PPQ) to each of the past performance references.” It is unclear (both in Section L and in the PPQ itself) whether this means a PPQ should be sent to each of the two references on each citation or whether this means one PPQ should be sent per citation. |
Can you please clarify which is true?
| RFP is revised to clarify. | |
| Section 8.A of the PSO SOR discusses “airlift support and other missions as directed by the Ambassador” specifically for Afghanistan (Section 10.A discusses a similar thing for Iraq). Who will have authority to approve operations and any change orders? | The senior INL/A representative in country, usually designated Senior Aviation Advisor (SAA) or Air Operations Director (AOD), must approve all missions in country. Contractor will fly only approved missions. Change orders to the contract may only be issued by the responsible Contract Officer. |
| Section 4.A of the SOR (and in other locations in the SOR, for other countries) discusses “aerial Eradication” – will this offering be a (standard) FAR-based cost reimbursement contract for third party liability? Would the Department consider an available shield under PL 85-804 (e.g., indemnification for ultra-hazardous sites) in order to mitigate the vendor’s risk for spraying operations? (note: other Sections, like 5.A, indicate that the “contractor is an extension of the USG and is there to provide oversight and ensure compliance with directives.”). | Given the cost risk associated with third person liability insurance this cost element is anticipated to remain a cost reimbursable line item. The Department of State is not able to indemnify contractors under PL 85-804. The Department of State has obtained a deviation to FAR 52.228-7 paragraph (d) to further limit the Government’s liability to third person liability claims as indicated below; Original Text:“(d) The Government's liability under paragraph (c) of this clause is subject to the availability of appropriated funds at the time a contingency occurs. Nothing in this contract shall be construed as implying that the Congress will, at a later date, appropriate funds sufficient to meet deficiencies.” to Deviation Text: “(d) The Government's liability under paragraph (c) of this clause is limited to five percent (5%) of the funds remaining available in the annual appropriation for the Bureau of International Narcotics and Law Enforcement Affairs at the time a claim is adjudicated or settled. Nothing in this contract shall be construed as implying that the Congress will, at a later date, appropriate funds sufficient to meet deficiencies.” |
| Section 2.C.4.a.3 of the PSO SOR discusses that the vendor is responsible to “manage Controlled items” (e.g., weapons) – does the vendor provide the space for controlled storage, or does the USG provide it? Or does the vendor provide it under USG specs? | Normally USG provides such facilities. In cases where the space is contractor furnished, USG minimum requirements must be met. |
| Section 2.C.3.e.2 of the PSO SOR identifies “VIP Missions” – what does DOS mean by VIP missions? Who makes the determinations as to conduct the Mission – Embassies or Washington? | Yes, both. But in all cases the mission will come to you as a technical directive, from INL/A. These missions are always in scope, and usually entail no more than a normal flight profile. They may include additional ground support, or briefings on the ground. |
| Section 2.A of the PSO SOR notes that “Host nation provides physical security of facilities and personnel at forward operating locations…” Where are those locations? How is that accomplished? Will the vendor be responsible for directly negotiating how this works with host nation authorities or is it worked through the embassy? Will the Department have direct oversight of host nation-provided security functions, or will that responsibility rest with us? | In all cases, contractors fall under Chief of Mission (COM) authority and will follow all rules policies and procedures as established by resident RSO. In nearly all cases security is provided by COM, Host Nation Police or Military, or security forces contracted by same. Within that security bubble, the contractor is expected to have in place a basic force protection program, not unlike an integral safety program is expected. At some sites in Afghanistan the contract required provision of sub-contracted security forces for base security. That is anomalous to the general contract and will be remedied soon as the COM takes over the base. |
| Section 2.A of the PSO SOR identifies an “Interagency Committee on Aviation Policy (ICAP) Aviation Resource Management Survey (ARMS) checklist” – who has this, will it be part of the RFP, or will DOS establish a “reading room” for vendors to review documents? | ARMS checklist will be included as part of solicitation, if not published to library before. |
| Section 2.A mentions that “approved operational missions may include but are not limited to...air assault…” What exactly does DOS mean by this? Where does it anticipate such activity? Where, and by whom, are such activities currently underway? | Nowhere do we conduct air assault missions today. However, the ability to plan, execute and teach/ train air assault is required. A recent example was in Colombia, where contract crews trained Colombian Army aviators in these skills as part of Plan Colombia and Nationalization. |
| Section 1.A.5 of the SOR includes the phrase “…at other locations where all crew members consist of contract personnel, COM and INL/A rules of engagement are to be followed.” What are the rules of engagement? How are the qualification standards developed, and who will monitor those requal standards are maintained? Will they be developed and maintained under USG standards and certified under USG requirements? | ROE are specific to each Country. As these differ by site and situation they are not covered in the general contract language. Weapon qualification standards are dictated by Regional Security Office (RSO). Contractor is responsible for conducting and documenting training to the satisfaction of RSO requirements. |
| SAQMAA13R004 page 47 H-040 states special software will be required to encrypt computers/devices holding DOS material when transported oversees. If the computer/device is/or is not issued by the USG will the Government purchase and provide the software for the computer/device? | No |
| SAQMAA13R004 page 42 H-028 Reimbursement of foreign income taxes. Can the USG define on a location by location basis, where contractors will be located, and/or provide letters of exemption for foreign income taxes? | Contractors' employees must pay their respective taxes. Contractor must include any such calcualtion in their proposed employee compensation. |
| Regarding the requirement to "…estimate of the number and types of projects" that would populate an IMS. What are the EVALUATION CRITERIA that is applied to this requirement? As stated, any number from 1 to n would be SATISFACTORY? What is the standard for the OFFEROR to be assessed Higher or Lower than SATISFACTORY? | Factor 3 has been modified. |
| Reference Section B, Page 6 of Solicitation - Will the Government provide estimated cost of Government Directed Travel? | We’ll post a sample Gov Directed Travel CLIN for your consideration at web site. |
| Recommend the PSO be responsible for export compliance oversight/monitoring/issue resolution for all associated contracts? e.g., firearms, body armor, GPS, blue force trackers, and all ITAR controlled items or information? Our experience is that ITAR compliance such as TAAs can have major negative mission impact if not coordinated effectively and monitored continuosly. This is especially true for training or operations conducted with Host Nation military forces. | Each associate contractor will comply with H-005 EXPORT-CONTROLLED ITEMS (APR 2010). This clause will be inclusive and enforcable across all associate contracts. Concur there will be a role over oversight and monitoring for the PSO. |
| PSO SOR 2.C.3.b Data Management/Project Document Repository: Will the PSO fall in on an existing Data Management/Project Document Repository or be expected to build a new one from scratch? | We are seeking a methodology to set up and manage the voluminous files created by DOSAW so we can recall and find what we seek in a logical manner. |
| PSO SOR 2.C.3.a Project Schedules: Develop and maintain project schedules, visible to, and monitored by INL/A at Integrated Master Schedule (IMS).What tool(s) are currently in use to satisfy this requirement? | We use multiple tools such as share point, excel, access, etc., but they are not integrated. |
| Please provide the minimum and maximum past performance references the Offeror is to submit. Can past performance references consist of both Prime and Subcontractor(s)? | There is no maximum. We are considering a change in RFP to read in part: The prime contractor will submit a minimum of three past performance references. Each and any proposed subcontractor(s) will submit a minimum of three past performance references. |
| Please confirm that all consumable office items like paper, printer ink, pens, pencils, rulers and the like will be provided by the government. | See H-006 GOVERNMENT-FURNISHED EQUIPMENT AND SPACE (On-Site) |
| Please confirm PPQs are to be completed by past performance references and submitted directly to the government? They are not to be submitted in the Offeror’s technical proposal states in the RFP. | Confirmed. Section L will be modified to reflect PPQ instruction to submit questionnaires directly to USG. |
| Please clarify, does the USG anticipate that the Program Support Office contractor will have to enter into an ACA with all future selected contractors? Will the PSO Contractor’s subcontractors also have to enter into a separate ACA with all future selected contractors? | PSO will propose an ACA to USG, for use among all associate contractors. The ACA offered by the winning contractor will be included as a requirement of all associate contracts, and any subsequent or future contracts under DOSAW program. |
| Please clarify what the successful or unsuccessful portions of the current SOP? What are DOSAW current statistics for aircraft-related incidents relative to the number of hours flown and other safety incidents relative to man-hours? | Current SMS is successful in all regards and superior in many. While no areas are unsuccessful, you may need to adapt some areas due to the scenario of multiple contractors. It is posted for your consideration. Refer to 3.C.6.a-e: Safety Requirements – PAFB of revised RFP when posted. |
| Please clarify what is meant by “projects”. What is the Government's Definition of a PROJECT in the context of contract performance? What is a PROJECT in relation to the IDIQ tasks? | Factor 3 has been modified. See next posting and re-submit question if unclear. |
| Please clarify in which Volume (Cost/Price OR Contract Documentation) the Offeror’s completed Section B of the solicitation should be provided. Do you require a copy of Section B in both volumes? | Place it in 8.2.2 only. Section L was updated to reflect so. |
| Physicals: what are the standards for contractor employee, pre-deployment physicals? | Pre-deployment physicals are only required for air crew positions; FAA Class II or III accordingly |
| Online/Module-Based Training: please provide a comprehensive list of pre-deployment training requirements including module/online-based training. i.e. Trafficking in Persons, GO1B online training etc. | USG has no requirements |
| Once GFM is provided to the contractor what type of reports will the government require and frequency (weekly, monthly, quarterly or yearly)? | As per 2.G.1: Government Property Accountability, and IAW your accepted proposal and in compliance with your QASP standards. |
| OCONUS rotation schedules: with four to five contractor positions in place at each OCONUS location, does the government have a backfill requirement for those staff who take/are on R&R? | This is central to your technical approach, to ensure requirements meet AQL. Also, see draft RFP recently published. Refer to 2.B.1 of SOR once final RFP is posted for more. |
| Non permissive will require personnel be assigned side arms/weapons. Will the necessary premissions be given for contractor personnel to be armed? | Contractor would follow ROE. Language to be reviewed and updated as necessary in next version of SOR. |
| Medical – DBA is cost reimbursable and treatment requiring evacuation will be handled under the DBA policy, however PSO contractors will have need of routine medical treatment. Will they have access to the Department of State or DOD supported medical facilities in the AO where they are working, for non-life threatening injuries and or illnesses? | Iraq- Embassy medical facility is contracted by USG. Other contract companies can enter an arrangement with them for various levels of care. |
Afg- International Security Assistance Force - AFG clinics in place for DOD and DOS contractors. Requires your company enter into a cost-service agreement with them.
Pakistan: Islamabad allows for medical and hospital care on the economy at contractor expense. However the security issues at Quetta preclude such. Basic and emergency services provided there through USG sarrangement with PAK Military clinic. Emergent or serious illness wiould require evacuation back to Islamabad.
| It is our understanding that the PSO contractor is expected to assign one Site Manager for each MOB and one OPSCO/Planner at each FOL. Please confirm this is a correct assumption on our part. (Reference: “Require a single Site Manager from PSO at HQ, Patrick Air Force base and each Country.”) | Yes; each country will have a lead PSO as the right hand to SAA. Some countries will have FOL manager from PSO to extend oversight. |
| Is this contract going to a Nationwide AWD due to working locations other than Patrick within CONUS? | Two additional AWD tables are now posted at web site. |
| Is there a requirement for the PSO to have an element which will be able to integrate, draw on and utilize classified information to assess risk and the emerging national portfolio for which INLA is deployed? If so, is this part of the OPSCO function or a discrete function? | Access to classified information is required only in Afghanistan presently, and then only by specified individuals. PSO positions requiring clearance are cited in section B Minimum requirements of SOR. |
| Is there a current INL-approved Quality Assurance Surveillance Plan in use for the current INL program in all countries and will INL post this plan for review? | We will post for your consideration at Fly DOS site. |
| Is the USG going to provide the Quality Assurance Surveillance Plan or will contractor develop? | Contractor to propose QASP; language to be updated in SOR |
| Is the Senior INL/A representative on site a COR? ACO for that task order? This relationship appears confusing, with the contractor being responsible for leading operations without contractual/FAR supported authority. Will the government provide clarificaton on the PSO contractors authorities and how they are established, and the contractual authorities of the INL/A Representatives on site? | The Senior INL/A representative on site is designated as a Government Technical Monitor (GTM) who reports to the COR. The GTM delegation comes from the Contracting Officer and provides the authorities and limitations of the GTM appointment. The PSO personnel will assist the Senior INL/A representative in daily contract oversight. |
| Is the PSO contractor responsible for planning, staffing and conducting ICAP ARMS inspections in each of the seven (7) countries under this contract? | No. INL/A staff will take lead. PSO will support within parameters of contract scope. |
| Is the offeror to propose the PMO “support” staff labor categories? These positions would be in addition to the current labor categories listed in the SOR. For example, labor categories required to provide Program Office Support, Program Planning and Program Acquisition Support. | Propose labor categories as instructed by RFP and dictated by your approach. The “categories” in the SOR were labeled only to lend clarity to SOR, not as formal labor categories. We added to RFP draft the following. 8.1.1 Section J - List of Attachments – Complete Attachment 5, Pricing Matrices. The maximum labor, indirect, profit and fee rates that may be applied during the task order proposal process will be established and proposed by offerors and attached in Section J, Attachment 5, Pricing Matrices. These rates may be discounted at the TO level to represent the contractor‘s competitive strategy and/or the nature of the requirement. |
| Is the Contractor required to provide estimated costs for Other Direct Costs, Material, and Insurance on Schedule B? If so, what level of detail is required to support the costs, and how will these costs be factored into the overall evaluation? | Yes. Submit your own model to best represent your proposal for consideration. See 7.2.1: Cost/Price proposals should be sufficiently detailed to demonstrate the offeror’s technical approach, understanding of the requirement, and reasonableness. The burden of proof for credibility of proposed costs/prices rests with the Offeror. |
| Is the contractor required to maintain an internet service provider? | See H-006 GOVERNMENT-FURNISHED EQUIPMENT AND SPACE (On-Site) |
| Is it possible for a Non US Canadian contractor to participate in the procurement for this solicitation? | Under the trade agreements act there would not be any restriction against participation, however, contractors will have to comply with the DD254 requirements. |
| Is a DoD clearance an acceptable Security Clearance? Will the DoS grant Security Clearance reciprocity if required? | INL/A cannot grant such. Refer to DOS Diplomatic Security rules and regulations. |
| In terms of the aviation support, specifically electronics and avionics repair, a contractor may generally conduct those repairs in-house at their own facility. Occasionally contractors may travel to install something like a radar, etc, but that is the exception. Now knowing the various countries and platforms of fixed and rotary-wing that are currently in the DoS fleet and having the capability on many of the aircraft to perform repairs will parts be sent to contractors for repair versus doing the work on-site? | The contractor’s approach should be developed for the best value to the program. Locations and methods to perform the work must be done by approved methods, in appropriate conditions, tested, documented, and should be warranted for workmanship. |
| In Section L, Pages 9, 10, and 11, the government asks for the exact same information in all three factors, “Submit a summary of your proposed Management Quality Assurance Surveillance Plan (QASP) for this area of work. Describe the QASP metrics including Acceptable Quality Levels (AQL) of performance that should be utilized in measuring performance.” |
| With the limited page counts, can the QASP be addressed one time in order to preserve the page count? | We adjusted section L so there is no page limit on QASP portions to afford you the space necessary to represent your approach. Final RFP will reflect these instructions. |
| In Section L, Page 11, Volume II, Factor 5, Sub factor C, Qualified and Experienced Key Personnel, the government asks for the contractor to provide a commitment letter for each key person. As part of this commitment letter, the government is asking for proposed salary and summary of benefits. This conflicts with para 7.2.3 of Section L, which states (referring to cost/price information in the Cost/Price volume), “Under no circumstances shall this information and documentation be included elsewhere in the proposal.” |
What are the mandatory data requirements?
| We recognize the conflict. Final RFP will reflect clarification of these instructions | |
| In order to follow the guidelines provided by the government, can you please clarify where the Offeror is to address the paragraphs and subparagraphs identified in 7.4, Estimating Methods through 7.5, Other Information? Should these be addressed in the Narrative section of the Cost/Price volume? | Supporting information, or narrative sections would be acceptable. |
| In Attachment J, Section 2.2.4, you require a detailed TOC for each section. |
Does the TOC for each section count against the page count?
| No. TOC will not count against pages. | |
| In areas being requested for support there is generally a requirement for issuance. Iraq and Afghanistan do not have OCIE authorization. Will this be required for these locations? | OCIE will be issued. It is USG furnished and already on hand. List of gear will be published in RFP. |
| Immunizations: what are the standards for employee, pre-deployment immunizations? | In accordance with CDC guidelines based on deployment location |
| If the contractor does not anticipate hiring LNs or establishing a business in either Afghanistan or Iraq, a business license would not be required. Please clarify if the USG still requires a DS-4184 to be completed by the contractor and its subcontractors? | DS 4184 is required only if licensing or hiring is required in the subject country. |
| If I have an inquiry for the Small Business Advocates Office who do I contact? | Inquires for the Small Business Advocates’ Office may be sent to smallbusiness@state.gov. |
| How will VATS be handled in foreign countries (e.g. Cost reimbursable), or will an exemption be supported by the local embassy? | Dealing with VATS is a matter for contractor to plan and propose. We do not intend to include a VATS line item. We do not forsee PSO doing a great deal of purchasing overseas. We will provide further tax information if it is available. |
| How will un-forecasted contractor travel be handled (e.g. family emergencies, sickness, medical evacuation), that is not directed by the USG but directly impacts USG operations? Will USG approval be required for reimbursement of emergency travel, etc., as a Cost Reimbursable (burdened with G&A) since contractor directed travel is now considered a FFP CLIN. | Up to contractor's approach. |
| H-006 does not state specifically that computers will be provided by DOS but the second paragraph seems to prohibit contractors from connecting their own computers to the DOS network. Does USG intend to provide computers to contractor staff working at Government facilities and Offsite facilities if required? | USG will provide computers at USG furnished workspace. At contractor provided facilities, contractor will provide computers which meet parameters of DOS open net security requirements. |
| For Volume II-Technical Management; are only the items listed in the sub-factors to be addressed as provided in the instructions? There appears to be requirements in the SOR and Section H that are required with the proposal submission that are not listed in Section L. | Provide only those data specified in RFP as your proposal. |
| For cost proposal purposes, will the USG please clarify if they will be providing Personal Security Detail (PSD) for the contractor and their subcontractor during both ground and air movement outside of the fortified zones. | Where required, such services are USG provided to PSO. |
| For cost proposal purposes, will the USG please clarify if CONUS Replacement Center (CRC) training will be a reimbursable charge to the contract as CRC is required for any personnel working in a War Zone (Afghanistan, Pakistan, IRAQ) for more than 17 days. | We are considering adding a force protection requirement to SOR. See next posting. |
| For cost proposal purposes, will the USG be providing any personal security equipment to the contractor? During Industry Day discussions, the USG had mentioned that they have ample Kevlar Vests, plates and helmets that would be provide to the contractor. Please clarify. | Yes. Listing of such GFE will be posted at web site presently. |
| During Industry Day, it was mentioned that a reading room will be available in Melbourne? | The reference library is still under construction. Primarily it will be electronic so that reference material is accessed without having to travel to the Melbourne, Florida office. It’s anticipated that in March 2013 there will be a section within the FlyDOS.US web site containing the initial documentation and offered electronically. If reference material cannot be made available electronically, documentation will be available in hard copy at our Melbourne, Florida office however; there is no reference material at this time. |
| Does Volume I, Executive Summary require a Table of Contents since it already contains the Master Table of Contents? If yes, will the Table of Contents (not Master) count against the page limitation for that volume? | Table of contents should cover sections II through V. It will not count against page total. See next RFP posting. |
| Does the government provide Network and Security Operations to support the confidentiality, availability and reliability of underlying network infrastructure and services? (e.g. Does DOS IRM provide these functions for DOS INL? Are these functions drawn from supporting entities at Patrick AFB?) | Yes. |
| Does the government anticipate the PSO to be managing and directing current operations across all contracts, or augmenting the INL/A staff as staff augmentees? | No, the PSO will not manage or direct current operations across all contracts. The PSO will not perform inherently governmental functions. The PSO will augment the INL/A staff. |
| Does the government (DOS Information Resource Management (IRM)) provide bandwidth and access to an Internet point of presence and the ability to employ commonly available (DOS Approved) Internet resources? | Yes. |
| Does the DOSAW currently employ or has the DOSAW procured software licenses supporting network monitoring, bandwidth usage, or event management? | Both. |
| Does INL require the PSO contractor or the Safety contractor to “develop, implement and oversee a HAZMAT/Environmental program” - or to integrate various HAZMAT/ Environmental program elements from each associate contractor’s contracted area of responsibility into one overall program? Is there a current INL-approved “HAZMAT/Environmental Compliance program” in current use at all country sites at present that can be posted for review? | PSO will fall-in on existing program and doctrine. Development and modification of doctrine will ensue from there as needed. |
| Does INL plan to provide current INL-approved Emergency Action Plans for use by the PSO and all associate contractors, or require new EAP development for each country? If new development of all EAP’s will be required, what contractor(s) will be expected to develop them for each country and active operating sites? | PSO will fall-in on existing USG and incumbents initially and utilize existing EAPs. |
| Does Government Furnished Equipment include end user hardware and software (e.g. Desktop or Laptop, standard productivity software (e.g. MS Office), email, Project Management (e.g. MS Project) collaboration tools like SharePoint, messaging, shared file storage, and etc. Licenses for operating systems, applications and other tools commonly associated with PSO like tasks? | Yes. |
| Does DOS IRM or Patrick AFB provide Tier I helpdesk support for common end user issues? | Patrick AFB. |
| Do resumes and commitment letters count against the 8 page limit for this volume? It will be impossible to address all the sub-factors within this Factor if resumes and commitment letters are part of page count. | No, these will not count against page total. Section L changed to reflect that. |
| Do cover letters / transmittals letters count against the page count? | As per table 2.2 in L |
| Dental Exam: what are the standards for employee, pre-deployment dental exams/pantographs? | No requirement. |
| Clause H-019 Contractor Workforce Responsibility- Is a Technical Assistance Agreement (TAA) required prior to contract award? | No. Before performance where applicable. |
| Clause H-008 – Authorization and Performance- This clause states the contractor must warrant it has obtained authorization to operate and do business in the different countries listed in the contract. Is this authorization required prior to the contract award? | No. Before performance where applicable. |
| Can you provide additional detail on INL Insight, and would we be expected to use it for PSO activities? | INL Insight is removed now from 4.A (see RFP when issued.) That was the incumbent’s version of dash-board built on share point logic to display AWIS information. That will be supplanted by the new MIS and new dash-board (see 3.F.2.c: Contractor Status Report/ Dashboard). |
| Can we assume these do not count against the 8 page count for Section E of the technical proposal (Section L, table 2.2)? | Correct; these do not count against aggregate page limit. See table 2.2, sections E.1 and E.2. Also note; key personnel are addressed now only in H-016 of the RFP. SOR refers only to minimum requirements of personnel. |
| Can extended stay visas or work permits which must be purchased AFTER an individual is in country, be changed to a Cost Reimbursable burdened with G&A, and included under the ODC CLIN? | Yes. Propose it as you will execute. |
| Can a contractor propose contractor owned and operated aircraft to perform flight operations? | The contractor's proposal will need to demonstrate that this approach is the best value to the government. Note, however, Government provided aircraft utilized in Central and South America represent, in a way, the host nation’s aircraft fleet, so utilizing contractor provided mission aircraft does not seem practical as the intent is to ultimately transfer the aircraft to the host nation. |
| B-015 (d) states that hazardous duty premium pay shall not be burdened with indirect costs. Can this be changed to reflect hazardous duty premium pay as an ODC burdened only with G&A by the contractor. | Cannot tailor the clause. Clause addresses cost reimbursable type travel, i.e USG directed travel CLINS. |
| b. As a policy guideline or an SOP, who will have overall responsibility for the planning and execution of common LMS and MWR needs (medical support, housing, food, compound safety, etc.) in locations such as Afghanistan? | SAA. |
| AWD 99-0316 – Why are the WD rates for Washington DC instead of Florida? | Thanks. We will research and confirm the RFP has correct location data. |
| Assuming the Government furnishes the equipment above is there a current GFP system already in use, or will the PSO contractor maintain property management? | Property on hand and procedures in place. |
| Are there special requirements for weapons of which the PSO contractor needs to be aware? | Special requirements are IAW Diplomatic Security and RSO at post. PSO will not likely be in the weapons handling area. |
| Are the CFSP QA audits required by the PSO contractor at the Rio Negro CFSP SITE in Colombia? | Yes. See revised at RFP once issued. |
| Are non-secure lines (T-1) with access to commercial sites available to support contractor IT systems available within the PSO? OCONUS Sites? | Yes, we have secure and non-secure lines with access. |
| Are all flight operations, conducted outside CONUS, considered Part 91, Part 135, or, un-designated - not FAA categorized commercial flights? What does the FAA oversight look like in foreign countries? | Outside of the continental US (OCONUS) in the countries of Peru, Guatemala, Bolivia, and Pakistan, host nation pilots (not contractor pilots) operate aircraft under Foreign Assistance funded programs pursuant to a combination of INL/A rules, and host nation civil aviation rules. Outside of the continental US (OCONUS) in the countries of Colombia, Iraq, and Afghanistan INL/A contractor pilots (not Host Nation pilots) operate aircraft under State aircraft designation, per ICAO. |
| According to Table 2.2 in Attachment J, Proposed Organization, the Table of Contents (TOC) is three (3) pages under Volume 2; however, in Section 3.3, the TOC is listed under Volume I. | We adjusted 3.3 to read, “Include a master table of contents covering sections II through V”. Final RFP will reflect these instructions. |
| A clearance (secret or higher) does not necessarily mean you automatically have an MRPT. If all personnel are going to have to have MRPT before start work there will be some delays unless the individual is a current contractor incumbent. Our experience is that an RSO clearance - can take in excess of 90 days and requires extensive paperwork to be submitted which can take another 30 days. Will the USG make allowance for the amount of time necessary to process the required paperwork? | Interim work will be allowed pending MRPT. |
| 5. Section L, 1.0 lists 5 contracts. The SOR mentions 7 contracts. |
Question: Will the “Safety” and “Training” contracts be added to section L (SOR 1.A.3.F and 1.A.3.g)?
| Section L speaks only to those associate contracts where the potential of conflict of interest is addressed. SOR summarizes all seven (7) associate contracts. | |
| (Reference OCIE) For Iraq and Afghanistan and Pakistan will attendance at a DoD or OSD pre-deployment readiness site (CSC or contractor run equivalent) be required? | No requirement from INL/A. Propose as you may require. |
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