Q As_iaw_RFP_Amendment_3_PPT_PSS_.pdf

Questions for Department of State - Passport Production Support Services (PPSS) For the Bureau of Consular Affairs, Passport Services (CA/PPT) RFP Number: SAQMMA14R0163 - Amendment 3

Number Doc. Page

Section or Paragraph

Section or Reference Question Government Response

1 RFP None General Can the government please provide an anticipated start date?

November 15, 2014

2 General It appears that the Government removed incentives from the solicitation instructions and evaluation factors.

Quoting an Office of Federal Procurement Policy (OFPP), Office of Management and Budget (OMB) Guide To Best Practices For Performance-Based Service Contracting, “Incentives should be used when they will induce better quality performance and may be either positive, negative, or a combination of both. They should be applied selectively to motivate contractor efforts that might not otherwise be emphasized, and to discourage inefficiency. Incentives should apply to the most important aspects of the work, rather than every individual task”

Further, RFP language from Section F.6.2 states that the Management Plan should address the Contractor’s plan to “…conduct continuous improvement activities and promote innovation” and Section F.6.8 states that the Disincentive Plan “shall be significant enough to motivate the Contractor to excel.”

We request that incentives be reinserted into the requirements and evaluation factors to achieve the above results.

Alternatively, the Government may want to consider evaluating Offerors more favorably who propose a method for incentives that have demonstrated an improvement in performance on other contracts of similar size and scope. Final incentives can be negotiated following contract award similar to disincentives.

No, incentives will be added for this effort. Contractor’s performance will be noted in semi-annual Contractor Performance Assessment and Reporting System.

The Contractor is responsible for meeting the requirements set forth in this solicitation.

3 General A facility security clearance at the Secret level is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, attached to this contract.

Question 1: If a prime contractor DOES NOT have a current facilities clearance will the DOS provide sponsorship?

Question 2: If a prime contractor DOES have a

1. No, the Prime and all subcontractors must have an active SECRET facility clearance in place at the time of proposal submission.

2. See answer above

Section or Paragraph

Section or Reference Question Government Response security clearance, can they partner with a subcontractor that has personnel with active clearances but does NOT have a facilities clearance:

(An example would be a company that does not have a facilities clearance, but they do have several active-duty reservist, with the appropriate qualifications, that have a TS/SCI clearance based on the work they perform for the military). In this scenario, could this subcontractor work with the Prime, and assign their personnel to work 100% off-site at either the government location or the prime’s location to perform the work in accordance with this contract.

4 General Transition Given the size, scope, and complexity of this contract, transition is a critically important aspect of the Government’s

The government will not consider a separate CLIN for transition. The government plans to have a phase/rolling transition approach.

The government will work with the

Section or Paragraph

Section or Reference Question Government Response consideration. The criticality of transition and its associated cost must be fully understood and evaluated. Given this, would the Government consider a separate CLIN for transition? This would provide the Government an additional mechanism to fully evaluate the requirement for transition in addition to maintaining the day-to-day operational work.

awarded vendor program management team to development a solid phased in approach that will be completed within 120 days from award.

11 Section B B.5.1.4 CLIN X004 - Additional Operational Support

This section indicates the Contractor should provide a list of labor categories and rates for CLIN X004. Are these in addition to the labor categories and rates already provided for CLIN X001 on Attachment A, Prices Cost?

There are no additional labor categories that need to be proposal by the vendor. If an “Additional Operational Support” the government expect the vendor to use the current labor categories.

The RFP will be updated to reflect the changes.

6 11 B.5.1.5 For CLIN X005 are the cost reimbursable elements limited to ODCs and the labor for CX005 billed at the established T&M labor rates for that site?

Yes, the cost for CLIN X005 should be billed at the establish labor rate

7 RFP 14 B.7 “Offerors shall complete Cost Schedule Attachment A and submit as part of its

Will there be separate Attachment A pricing

All subcontractor pricing shall be delivered via sealed package to the

Section or Paragraph

Section or Reference Question Government Response

Business/Cost Proposal. Offerors shall complete the Cost Scheduling reflecting fully burdened unit and total prices, for each CLIN/SUB-CLIN. The Labor Category rates and any subsequent rates proposed in response to additional task order requests must be fully burdened direct rates inclusive of, and separately reflected by type/category in the cost roll-up, all labor and material costs, burdens, OH, G&A, any other direct costs, and profit….”

going directly to the government or through the Prime in sealed packages from each of the subcontractors?

Prime and submitted with the Prime’s proposal.

See Amendment to solicitation that reflects the change

8 10 B.5.1.1 States that the Passport Support Operations CLIN is a T&M.LH, IDIQ to be supported by time sheets initialed by the USG representative to whom the support was provided, and is billable at the end of the billing period during which the support was provided. Concerning the term “initialed”, Does the Government require paper timesheets with a physical initial or would they consider a web timecard solution in which the Government can review and “approve”.

All invoices must identify all support personnel for the prime and subcontractors, to include name, number of hours worked and hourly rate for the billing period cited on the invoice.

See Amendment to solicitation that reflects the change

9 11 B.5.1.4 CLIN X004 – ADDITIONAL OPERATIONAL

SUPPORT – This section states that “the Contractor will provide full justification, including backup data to support proposed for a comprehensive staffing solution.”

Will the Government the details concerning the type of information required to support the “backup data” statement?

See Amendment to solicitation that reflects the change

10 RFP 15 B.9 “For Cost estimation purposes, provisional billing rates approved by the Defense Contract Audit Agency (DCAA) may be applied to estimated costs to determine total estimated costs…”

If subcontractors do not have DCAA approved accounting systems, what can those subcontractors provide the Government for rate justification?

The government will accepted the most recent audited financial statement.

11 RFP 20 B.12.k Section B.12.a states that an. “Offeror shall propose overtime rates in LABOR CLIN X001

Section B12.k) seems to be in conflict with the

See Amendment to solicitation that reflects the change

Section or Paragraph

Section or Reference Question Government Response for each labor category in Section B, Attachment A- Price/Cost (Tab 5.0-Base Year through 5.4-Option Year 4, Column W).

Overtime is defined in the Section B.12.b as “time worked in excess of the number of hours in a normal workweek.”

Section B.12.k states that for payment for authorized overtime will be paid at “labor rates negotiated in the task order for normal workweek performance”.

Section B12.a requirement to propose overtime rates and the definition of Overtime in Section B.12.b. Since it is clear, per Sections B.12.a and b that the government intends for the Offeror to submit an overtime rate for hours worked in excess of the normal work week, we propose the that B.12.k be modified as noted below with additions underlined:

“For labor-hour arrangements and the time portion of time-and-materials arrangements, any Government payment for Contracting Officer-authorized-employee overtime will be made at the fixed fully-loaded hourly overtime labor rates negotiated in the task order for time worked in excess of the number of hours in a normal workweek performance.”

Please provide

Section or Paragraph

Section or Reference Question Government Response clarification.

12 RFP 20 B.12.j “For cost-reimbursement arrangements and the materials portion of time-and-materials arrangements, any Government payment for Contractor employee overtime will be made at the actual incurred hourly labor rate that the contractor pays the Contracting Officer authorized employee and determined allowable by the Contracting Officer. Such payment will be based on law, regulation, and Contractor policy or practice.”

It seems that the reference to “time-and-materials” is misplaced, especially since only the material portion is included. Since “time-and-material” arrangements are covered in the next section, Section H.12.k.

May we suggest the Government remove the words, “and the materials portion of time-and-materials arrangements,” from Section B.12.j?

See Amendment to solicitation that reflects the change in B.2. Contract type.

13 RFP 20 B.12.i, B.2, I.2 RFP B.12.i describes fixed-price arrangements. RFP B.2 states “The Government anticipates awarding a single Indefinite Delivery/Indefinite Quantity (IDIQ) type contract with Time and Materials/Labor- Hour (T&M/LH) Contract Line Item Numbers (CLINs) and Cost-Reimbursable (CR) CLINs for Government approved travel, training, and other direct costs (ODCs) such as materials and/or supplies.” RFP I.2. Clause 52.243-1 and other clauses that refer to Firm Fixed Price.

Please clarify whether there will be any fixed price arrangements under this contract.

There are no fixed price items under this contract.

14 RFP 22 It is written that 13,125,829 million Passports (including 1,300,145 Passport cards) in FY 2012.

Can the Government please provide the FY13 numbers?

The government has provided this information within the reading room material.

Section or Paragraph

Section or Reference Question Government Response

23- 25 Section C C.1.3 Service Locations and Initial Staffing

Please explain the difference between the 1,096 staff total provided in the text on Page 23 and the 1,261 identified in Table 1 on Page 25.

Correct number of proposed contract staff 1,261

See Amendment to solicitation that reflects the change

43 Section C C.3.2 Labor Category Structure

Based on this structure, should the Operations Specialist be a Non- Exempt position similar to the Administrative Support Levels I and II positions?

Operations Specialist as Non-Exempt

See Amendment to solicitation that reflects the change L.3.5.14

46 Section C C.3.5.1 Contract Program Manager

Would the Government consider a Bachelor's degree and 20 years of experience for this position?

No, the current requirement remains the same and advance degree is required.

18 22 C.1.1 1. Is it reasonable to assume a similar continued increase in the number of passports processed for each fiscal year in the new contract performance period?

2. Are there any known upcoming surges during the performance period?

1. Yes, it is reasonable to assume continued increase in the number of passports processed for each fiscal year.

2. We expect a significant increase in 2017 – 2019, to account for the 18.3M passport issued in 2007.

19 22 C.1.1 Do all Passport Centers and Passport Agencies provide the same type of

Yes

Section or Paragraph

Section or Reference Question Government Response support to include “quality control, process Passport books/cards and evidence, and operate information desks and service counters”? If not will the government provide a breakout of which services are required at each of the 27 locations?

20 RFP 23-

C.1.3 “The Contractor shall provide on-site personnel at the Agencies/Centers listed in Table 1 below; the base period staffing level totals 1,096…” It further states “The quantities in RFP Section B, Attachment A – Price/Cost, Pricing Tables, reflect the Government’s best judgment based on assumptions of future workload, technological systems changes, and other uncertainties. On-going uncertainties with regard to delivery of new technological systems may impact the initial quantities. For passport application processing, the number of employees shall be determined on a site-by-site basis, due to the variances in workload among the individual passport Agencies/Centers, as well as fluctuations in workload caused by seasonal demand and other influences or trends affecting increases or decreases in production requirements…” RFP C.1.3 Table 1 identifies 1,261 estimated on-site support personnel.

1. Please advise which of these numbers are correct and should be used for pricing purposes?

2. Is DoS requiring that number of FTEs as a minimum for all offerors bids?

3. Please clarify if DoS would like to set a minimum or leave it open to the offerors to set their own number of FTEs.

4. Are all Offerors required to propose the required staffing levels or can an Offeror propose alternate numbers of personnel?

1. See answer from question 15

2. Yes, all bidder should use the

1261 number listed

3. See answer above (2)

4. No, alternate number of staffing should not be proposed

Section or Paragraph

Section or Reference Question Government Response

21 23-

C.1.3 In the first paragraph it states 1,096 personnel;

however the table on page 24-25 shows a total of 1,261. Which number is correct?

See answer to question 15, 1,261 is correct

22 C.1.3 “The Contractor shall provide on-site personnel at the Agencies/Centers listed in Table 1 below, the base period staffing level totals 1,096.” The Table 1 contract total indicates 1,261.

Please clarify the reference to 1,096.

See answer to question 15, 1,261 is correct

23 RFP 27,

C.2.1.3, C.3.3 RFP C.2.1.3 states “The maximum weight to be lifted under this requirement is 65 lbs.” RFP C.3.3 states “Ability to lift and transport up to 45 lbs; on a case-by-case basis, upon request, this requirement will be waived by the Government.”

Please advise if the lifting requirement is for 45 or 65 lbs?

45 lbs is the maximum

See Amendment to solicitation that reflects the change

24 26 C.2.1.2 Does the government have a preference as to whether the transition will do a full cut-over at the end of the 120 day transition or if the transition is a rolling transition where the new contractor takes over sites throughout the 120 day period?

If a rolling transition is acceptable, will the costs for Passport operations on a site basis after assumption of

See answer to question 4

Section or Paragraph

Section or Reference Question Government Response performance during the 120 day transition be billable to the base year or to a specific Transition

CLIN?

25 24

C.1.3

C.1.3

Section on page 83 states “Plan to respond to fluctuating workloads by providing the appropriate levels of qualified staff”

1. What is the advance notification time and contract mechanism for adjusting staff numbers for seasonal workload increases and decreases? Is this action cyclical where happens at the same time (season) every year?

2. Will the government provide anticipated fluctuating staffing levels for the base year for each site?

1. The government will provide the contractor with workload estimate and triggers that might result in a quick shift that can be quickly both up/down

26 26

C.2.1.2

B.5

Will the government provide a separate CLIN for the 120 day Transition period to account for Labor, ODCs, Travel and other transition specific costs?

No, see answer to question 4

27 29 C.2.1.4.1 TRAINING - The RFP talks about specialized training; however, it is omitted in the training plan.

Is industry to assume that any specialized training will be provided by the government and paid for as such?

Yes, specialized training will be provided by the government and billed according to the training CLIN

Section or Paragraph

Section or Reference Question Government Response

28 Page 27, Page

C.2.1.3, C.3.3 On page 27 the SOW cites a maximum weight of 65 lbs. and on page 44 personnel are required to lift a maximum weight of 45 lbs. What are the maximum weight requirements?

See answer to question 23

29 44 C 3.4 1. With the exception of the C.3.4.2 Spanish requirements, please confirm that no other foreign language skills are necessary for the positions required at the onset of the contract and any foreign language skills required after the onset of the contract will be handled via a separate proposal as specified on page 44.

2. Performance Requirements – Are all the performance metrics stated in the RFP currently used today? If not, what performance measurements were changed for the RFP?

1. While Spanish is the primary language, there might be a future requirement for other languages and those might be handled via a separate proposal.

2. Yes, the performance metrics stated in the RFP are current.

30 44 C.2.1.4.1 Is there a current online training platform that is

No, there is not an online training platform in place today. There are

Section or Paragraph

Section or Reference Question Government Response in use today to track and/or deliver training?

standard operating procedure (SOPs) for all functions.

31 45 C.3.4.1 Language Testing – Are the fees associated with language testing billable as an ODC to the contract?

Yes, they are reimbursable as an ODC

32 36 C.2.2.10 Bonded contract positions – What is the bonding level required for these individuals?

Please see Section H.3.0. (for bonding level)

33 25 C.1.4 APPLICABLE DOCUMENTS - This section states that “The Contractor shall adhere to and implement the CA standards set forth in the publications and manuals listed in this section. Number 5 lists “All Standard Operating Procedures (SOPs) approved by DoS” as applicable.

Will these SOPs be provided in the reading room materials?

All the SOPs have been made available via the reading room

34 25 C.1.4 APPLICABLE DOCUMENTS - This section states that “The Contractor will adhere to all current information on the CA Intranet Site….”.

How can this site be accessed?

This site will only be made available to the awarded vendor

35 26 C.2.1.3 OPERATIONS SUPPORT – This section states that “The Contractor will refuel and ensure the cleanliness of the Government vehicle after each use.”

Will the Government confirm that these costs are allowable and billed as an ODC with applicable burdens?

Yes, these cost associated with the government vehicle will be reimbursed as an ODC.

36 29 C.2.1.5 EMERGING REQUIREMENTS - This section refers to both “emerging and emergency requirements”.

Are these two separate groupings of requirements or an error? If an error, please provide the correct naming convention for

The is only one grouping “emerging requirements” the term “emergency” has been removed from PWS

Section or Paragraph

Section or Reference Question Government Response the requirements discussed in this section.

37 41

C.2.3.

F.6.8

OTHER DIRECT COSTS – Section states that the “Contractor must obtain written consent from the COR and designated GTM prior to obtaining any ODC service or product, and/or billing for any ODC item.”

DISINCENTIVE PLAN – TABLE 1 –

REQUIREMENTS SUITABLE FOR

DISINCENTIVES –

Does the Government consider an email stating “approval” from the COR and GTM as written consent and authorization to procure? If not, please provide the details around the process and a reasonable timeline expectation from initiation to approval.

Does the Government consider the disincentives stated for Staffing and Deliverables Priority Areas mandatory as written? Will the Government allow the Contractor to add/modify/delete as required in their proposal submission?

An email from the COR and designated GTM will suffice as written approval.

Yes, the disincentives stated for Staffing and Deliverable Priority are mandatory.

See Amendment to solicitation that reflects the change

38 26 C. 2.1.2 Transition Management - This section states “Per Executive Order 13495 (Non- Displacement of Qualified Workers Under Service Contracts), the Government recognizes Contractor’s rights of first refusal and, if necessary, will provide an inbound Contractor the list of incumbent personnel…” Given the Government’s intent to maintain a

Will the Government provide preaward, for the purpose of developing the cost proposal, the amount of tenure of incumbent’s SCA employees so that bidders can account for

No

Section or Paragraph

Section or Reference Question Government Response stable workforce the required vacation under the wage determination?

39 29 &

C.2.1.5 & F.7 Indicates proposals for emergency requirements shall be returned in no more than 48 hours after the request from the COR, while Table 2- Performance Requirements in F.7 indicates respond with viable proposals to meet urgent requests within 24 hours of receipt for emerging requirements support.

Which is to be used as the performance standard, 24 or 48 hours?

See Amendment to solicitation that reflects the change

To reflect 48 hours.

40 C.2.14 Training Support - Section 2.1.4 states “Upon contract award, the Contractor will be provided the current operating procedures and processes. A training task order will be issued for the purposes of new personnel training and revised/updated procedures.”

Does the Government intend to issue one training task order at the beginning of each PPSS contract period for the initial training of new personnel and revised processes or would these task orders cover all training under the PPSS contract?

The Government will issue a Task Order for Training based on an approved Contractor justification for the period of performance.

41 40 C.2.2.17 Is there a TOP SECRET for the Visa Support provided at the Special Issuance Agency (SIA)?

No, all SIA contractors must have a SECRET Clearance. This is the only location that require all Secret personnel.

42 44 Section C.3.4., page 45, Section C.3.4.1

Given the requirement to language test staff and submit the language test scores to the COR, does the government intend to allow incumbent test scores already submitted to the COR to meet this

This requirement for language test is new for this procurement, there are no current language test scores that will be available to meet this requirement.

Section or Paragraph

Section or Reference Question Government Response requirement?

27 Section C C.2.1.4 Training Support

Are Government-provided systems available to host or access online training through secure Internet connections at the Passport Centers and Agencies?

The Government will not provide any systems to host or access online training. All proposed vendors should provide an innovative solution.

27 Section C C.2.1.4 Training Support

Does this CLIN include initial contract orientation, functional, and equipment training?

The CLIN include functional and equipment training.

45 RFP 31 C.2.2.1 “The Contractor will ensure that batches are processed from one functional area to the next, functional areas include: Receipt of Lockbox Applications…”

Are all lockbox applications received via a courier or are some received electronically given that the Lockbox contractor performs mail receiving, data entry, and imaging?

Lockbox applications are received via courier. Please see the SOP for lockbox applications.

46 RFP 32 C.2.2.2 you state "Under this contract, the contractor shall receive lockbox applications onsite

Please clarify what this contract covers relative to the lockbox.

Please see response to question 45.

47 RFP 33 C.2.2.4 “The Contractor will adhere to the most current Courier Program policy set forth by Passport Directorates and local Agency/Center management. The Contractor will verify that the Courier Company have complied with current national and local requirements, ensure that couriers representatives legibly sign-in, and verify that courier companies are registered with the

1. Does the Government select Courier companies or does the Offeror respond to this requirement?

2. If the Government approves these companies’ Courier, Yes, the Government selects courier companies.

The Government will provide lists of courier companies to the awarded vendor.

Section or Paragraph

Section or Reference Question Government Response

Agency/Center…” how does the Offeror ensure that they are registered?

48 RFP 36,

C.2.2.10, H.3.e

“Most importantly, cashier closeout procedures must be performed by a bonded Contractor manager or designated Government staff…” RFP H.3.e states “Cashier/money Handling Liability – When contract performance involves the money handling function, applicable staff shall be bonded by the contractor’s bonding policy.”

Please advise how many dollars each site should be bonded at or how much money each site has historically held over the course of a month so that bonding can be procured.

Does the State Department have a "bond form" they require? This would be the actual bond contract. Most federal bonds are on a specified form supplied by that office or branch.

See Section H.3. (f)

No, the Government does not have a required bond form. Each vendor should seek appropriate bonding.

49 RFP 37 C.2.2.10 “…DoS will provide the cashier with a list of acceptable armored courier, including photographic identification.”

Are these services procured separately by DoS through another contract or are you procuring these services through this contract vehicle?

Yes, these services are procured through another DOS contract support vehicle.

50 RFP 38 C.2.2.13 “…The Contractor replaces Government provided: card stock, ribbons, ink, and all other card/book printer machine resources so that the card/book printers maintain the hourly production output.”

Does DoS have service agreements in place with the vendor of these machines to ensure that preventive maintenance is being performed or that can service the

Section or Paragraph

Section or Reference Question Government Response machine if it does break down?

51 RFP 41 C.2.3 “…The following ODCs are cost reimbursable under this CLIN: equipment rentals, fuel, third-party shipping, non-governmental shipping, and postage. Other reimbursable costs may be identified in the future.”

What other reimbursable costs does the Government envision?

At this time there are no other items other then what is listed in the PWS.

52 42 C.3 The security clearance level is not found in Attachment A as indicated: “required Security Clearance level is provided in RFP SECTION B, Attachment A- Pricing Tables, Table 5.0 through 5.4.”.

Will the government please provide the required security clearance levels as indicated for each labor category at each site

The security clearance level require is listed with the labor category descriptions.

53 RFP 43,

74, C.3.2 Org Chart, C.3.5.17, C.3.5.18

The Visa Communication Specialist is working under the Visa Support Specialist. However, the RFP states the Visa Communication Specialist is an exempt employee with a BA plus 2 years exp. and the Visa Support Specialist is a non-exempt employee with HS plus 4 years exp.

Is this correct? Please clarify.

No, it is incorrect, the Visa Communication Specialist is the lead, the Visa Support Specialist reports to the Visa Communication Specialist

54 43 and

C.3.2 Org Chart, C.3.5.14

Operations Specialist is Exempt on Page 68, but is shown to be reporting to Administrative Support Level I personnel who are Non-Exempt.

Is the Operations Specialist Exempt? Please clarify.

See answer to question 16

43 Section C C.3.2 Labor Category Structure

Based on this structure, should the Operations Specialist be a Non- Exempt position similar to the Administrative Support Levels I and II positions?

Yes, see answer to question 54

56 RFP 46-

C.3.5, Attachment B

C.3.5 and Attachment B Paragraph 13 appear to indicate that all personnel are required to

1. Can we propose clearable candidates

The Government expects that all candidates be cleared at either MRPT

Section or Paragraph

Section or Reference Question Government Response

Paragraph 13 have a secret clearance, yet the detailed position descriptions show MRPT is sufficient for most positions, other than key personnel.

or candidates carrying interim clearances or apply for secret clearances immediately upon award?

2. Will background checks or drug tests be needed for these candidates?

or secret.

The Government does not determine a vendor Hiring practices.

46 Section C C.3.5.1 Contract Program Manager

Would the Government consider a Bachelor's degree and 20 years of experience for this position?

No

58 C.3.5.5 et seq.

Please confirm that HS Diplomas or GEDs have to be from a State or territorial-level Board or Department of Education to count towards the education/experience requirements of the labor categories in this contract.

Yes, the Diploma or GED must come from a State, territorial-level Board, or Department of Education.

60 Section C C.3.5.9 Fraud Associate Level I and Attachment A Prices Cost

The Labor Category Description correlates the Fraud Associate Level I to Occupational Code 01112

- General Clerk II while Attachment 1, Tab 1.2 maps the position to Occupational Code 011113 - General Clerk III.

The correct description is Occupational Code 01112 - General Clerk II

Section or Paragraph

Section or Reference Question Government Response

Please clarify which is the correct correlation.

60 80 and

E.6 and E.7 Performance Requirements – Are all the performance metrics stated in the RFP currently used today? If not, what performance measurements were changed for the RFP

Yes, See answer to question 29

F.2. Please confirm that the period of performance for the Base Period is 12 months.

Yes, period is 12 months

62 RFP 82 F.4.1 Center work hours are specified as "up to 24 hours daily with multiple shifts". It does not specify the number of days per week to be supported. Is this 24/7?

Please clarify to ensure our pricing is correct.

No, the Centers are open 5 days a week with 2 shifts.

63 RFP 88 F.6.8 This Section and Table 1 – Requirements Suitable for Disincentives, use the phrase “requirements suitable for disincentive.”

1. What are the criteria that make a requirement suitable for disincentive?

Please provide additional examples.

2. Please confirm that Table one is given only as an example and not a requirement for the offeror to include two given priority areas in the Offerors disincentive plan.

3. Is the contractor

See answer to question 37

Table 1 is NOT Example but are the requirements suitable for disincentives

No, the Government does not

Section or Paragraph

Section or Reference Question Government Response encouraged to provide Incentives for success beyond the basic performance criteria, as well as Disincentives?

encourage the vendor to provide an incentive plan

64 88 F.6.9 DISINCENTIVE PLAN – TABLE 1 –

REQUIREMENTS SUITABLE FOR

DISINCENTIVES

Does the Government anticipate a capture and evaluation period during which Contractor’s performance will be available for review and examined, but disincentives not enforced? This will allow for the mutual evaluation and agreement that the proposed priority areas are specific, measurable, accurate, reliable and timely (SMART) and address the primary concerns of the Government and are reasonable.

No, the Contractor is responsible for meeting the requirements set forth in this solicitation.

65 88 F.6.9 Please provide a list of GFE provided to the contractor. Will the GFE include all existing hardware (scanners and workstations) and software (TDIS-PD, PRISM, capture, OCR, other)?

See Amendment to solicitation that

See Section H, H.1

Section or Paragraph

Section or Reference Question Government Response

66 RFP 88 F.6.8 States “Staff contract with qualified personnel (including appropriate clearance) within seven days from notice of a vacant position. If personnel is unacceptable, a disincentive of .05% of the total value of the following month’s invoice.”

Given that the time to get someone cleared, in accordance with Section H.8.1 of the RFP, is unknown, how will the Government evaluate whether the Contractor has failed to meet the requirement?

It is the vendor’s responsibility to provide qualified personnel to this

RFP.

88 Section F F.6.8 Disincentive Plan

This section states "Offerors are strongly encouraged to include disincentives for failure to meet basic requirements.

Incentives and disincentives shall to motivate the Contractor to excel." However, there is no requirement for incentives and disincentives in Section L.

Please clarify whether the Offeror should propose additional incentives/disincentives other than those listed in Table 1.

See answer to questions 37 and 64

68 RFP 89 F.6.10 Identifies a number of production reports that are required to be produced on a daily basis.

1. Are these reports produced at the Contract level or at the site level (e.g., will the Contract Program Manager be responsible for producing these

1. Each Site is responsible for producing the reports and it is the Contract Program Manager is responsible for reporting those results to the COR in the monthly report.

Section or Paragraph

Section or Reference Question Government Response reports across all the locations or is each site responsible for producing their own reports and loading them?)

2. What, if any, add-hoc reporting does the Government envision?

2. None at this time.

69 RFP F.6.11 Section F.6.11 references Section L.19.7, Volume II Tab G. However, it is our understanding that any subcontracting goals and associated dollar values will be contained in the Small Business Subcontracting Plan (SBSP) referenced in Section L.18.11, Volume I Tab K, and that the SBSP in Volume I Tab K will be the one that is developed in accordance with FAR 52.219-9.

Please advice as to which SBSP will be subject to ISR semi-annual reporting.

There should be only one (1) Small Business Subcontracting Plan (SBSP)

70 RFP 91 F.7

TABLE 2

There are no Maximum Error Rates or Acceptable Quality Levels given. Instead, Maximum Error Rates or Acceptable Quality Levels are either noted as “None” or expresses as an additional performance standard.

1. Does that mean that the contractor will not be required to measure performance?

2. Alternately, please offer guidance as to how the Offeror and eventual Awardee is supposed to use or interpret the information in Table 2.

See Amendment to solicitation that reflects the change

71 RFP 91 F.7 Provides the performance requirements for all processing activities and the results

What is the frequency for evaluating the

Semi- Annually

Section or Paragraph

Section or Reference Question Government Response required. Contractors performance? (e.g., weekly, monthly, quarterly, annually)

72 RFP 93 F.7 (C.2.2.1.5) States that acceptable quality level is defined as professional, courteous customer service.

This definition provides for a lot of subjectivity. Can the government provide a more objective measurement by which our performance is evaluated?

This requirement will remain the same.

73 RFP 98 G.6 This section requires submission of timesheets.

Is it correct that submission of timesheets shall be required only for labor hour and time and material task orders?

The Government requires timesheets Labor hours billed on all invoices.

74 RFP 100 H.3.(f) Cashier/money Handling Liability states: “ When contract performance involves the money handling function, applicable staff shall be bonded by the contractor’s bonding policy.”

Will evidence of a crime policy which includes employee theft and dishonesty coverage on a Certificate of Insurance suffice as proof that employees that are handling money are bonded?

No, a Bond is required and must be filed with the Contracting Officer

75 104 H.8.1 Additional Security Requirements – Can contractors work with an

INTERIM SECRET

Clearance?

As for the interim Secret, They may perform on the contract at that level as long as there is no Restricted Data, COMSEC or NATO information involved.

76 105 H.8.4 Site Access and Parking – Contractor parking cost varies from

Section or Paragraph

Section or Reference Question Government Response

The RFP states that parking may be provided;

in cases that it is not provided, is there costs associated to use the government’s parking? If so, what is the cost?

location to location.

77 99 H.2 Government-Furnished Property – 1. Can the government please provide the GFE/GFP list as part of the Reading Room materials?

See answer to question 65

101 Section H H.4 Key Personnel

For the Houston and Los Angeles Passport Agencies, 2 Passport Support Managers and 1 Section Leader are listed as Key Positions. Is this correct?

101 Section H H.4 Key Personnel

For the Seattle Passport Agency, is only 1 Section Leader a Key Position?

Yes

80 RFP 100-

Section H.4, Attachment A Pricing Table

In Section H.4 (pages 100 to 102), Key Personnel are listed by the Government as to Labor Category, Delivery Location, and Quantity; however, the category “Passport Support Manager” always indicates quantity “1” with the exception of Houston and Los Angeles. Attachment A Pricing Table 4 indicates the opposite.

Are the quantities for these two locations typographical errors in Section H.4 or are there actually two Passport Support Manager positions at each Houston and Los Angeles?

81 100 H.4

Given there are 73 key personnel, it is unreasonable to have this requirement:

“Letters of commitment must contain specific

This requirement unfairly favors the incumbent as they would be the only

No, what the government interested in is a firm’s ability to provide nationwide production at multiple

Section or Paragraph

Section or Reference Question Government Response

L.15 salary quotations (not salary ranges), and shall be signed within thirty (30) days prior to the original date for submission of proposals.”

offeror that would have these key personnel available at the 27 locations, vetted, signed and salary rates determined by April 23rd.

Will the government remove this requirement?

locations and skill sets.

102 Section H H.4.b Key Personnel

This clause states, “During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.” In transitioning large contracts such as this, it is often in the Government’s interest to retain high-performing incumbent staff in key positions. The current language in H.4 prevents the new offeror from hiring any desirable key personnel post award, resulting in an entirely new management staff at all locations unless the

During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment without prior approval of the Government."

However, the government has the right to retain current staff and provide a listing to the new awardee during the transition phase. All current staff have the right of first refusal of their position based on the Government’s approval

Section or Paragraph

Section or Reference Question Government Response

Government awards to the team which includes the incumbent. Our recommendation is to modify the requirement to read: “During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment without approval of the Government."

83 RFP H.17 Please confirm that the Small Business Subcontracting Goals FY 2014 (Large Business Prime Contractor) are based on a percentage of subcontracted dollars.

It is percentage of total contract dollars correct.

84 100 H.4 Key Personnel – 2. The SOW states that any changes to key personnel require notification to the contracting office 45 days prior and 90 days prior if a clearance is needed;

is this requirement for the duration of

Section or Paragraph

Section or Reference Question Government Response the contract?

85 108 H.17 652219-

Department of State Subcontracting Goals - Are the FY 2013

1. Achievement goals the same for FY 2014 and beyond; or have they changed?

2. Are the goals a percentage of total contract dollars or total sub-contract dollars?

3. Is the 46% Small Business Goal the minimum required for this contract?

1. FY 2014 Subcontract goals are as follows:

SB-46%, SDB 5%, SDVOSB

3%, WOSB, 5%, and HubZone 3%

2. Total Subcontract dollars.

3. 46% is the SB Subcontract Goal.

86 RFP 116 I.12 Appears to also refer to Collective Bargaining Agreements.

1. Are there any CBAs associated with any of the work under the current contract?

2. If so, please provide copies of the CBAs for our review and consideration in preparing our pricing.

87 RFP 123 I.16.(c) States “When the Department of State grants administrative leave to its Government employees, assigned contractor personnel in Government facilities shall also be dismissed…”

Does this clause fall under Section I.16.(e) whereby contractor employees will be paid?

Yes

143 Section L L.17.3.2 Soft Copies Required

Please clarify whether the proposal (both volumes) should be provided on a CD-ROM or if a separate CD-ROM should be provided for each

Separate CD-ROM for each volume

Section or Paragraph

Section or Reference Question Government Response volume.

89 143 Section L L.17.3.2 Soft Copies Required Please confirm that no email copy is required.

Confirmed. No e-mail of soft copies required

90 RFP 143 L.17.3.2 The RFP states:

“The Government requires proposal documentation on CD-ROM, with one CD- ROM for each volume” and also “The entire proposal (both volumes) shall be provided on a CD-ROM rewritable disk in PDF format… Each volume shall be provided as a separate file…”

Will the Government please clarify if we are required to submit one original CD and one copy CD for each volume (4 total CDs) or one original CD and one copy CD with both volumes (2 total CDs)?

One original CD and one copy CD with both volumes (2 total CDs)?

91 RFP 145 L.17.3.5 The RFP states:

“Resumes and letters of commitment accompanying resumes in Volume II- Technical Proposal, Tab D: Human Resources Management and Key Personnel shall be provided in a separate binder labeled Tab D:

Key Personnel.”

How many hard copies of Tab D: Key Personnel are required?

Resumes should be in separate binders per technical proposal which will be 10 binders.

92 140 Section L.14 Oral Presentations

Government reserves the right to require Key Personnel to attend the Orals.

1. Does this include all 73 Key Personnel or the contract program manager only?

Please Specify.

2. What about those that have Contingent Offers and can’t easily get away from their current jobs?

See Amendment to solicitation that reflects the change

See Section H, H.4

93 RFP 143 It states resumes in a separate binder. Then on pg 150 in L.19.4 it states Resumes are included in Vol II.

Please clarify whether resumes are included in both places - a separate binder and Vol II TAB D -or just in Vol II.

Tab D will remain in the Human Resources Management Plan.

Resumes will be included in separate binders.

Section or

94 RFP 145 L.18.2.

VOLUME I,

TAB B: PRICE

SCHEDULE

Offerors shall complete SECTION B, Attachment A- Prices and Cost, by providing the unit prices, and ceiling prices for all contract periods. Failure to follow this format or to provide complete pricing information for all billable categories may result in the rejection of Offeror's proposal.

Can an offeror change a formula in the spreadsheet to properly apply their indirect rates?

As an example, some contractors approved DCAA rate buildup varies from the formulas that you require in the RFP.

Yes

146 Section L L.18.3 Volume I, Tab C: Basis of Estimate

We assume the BOE Format required is found in Tables 5.x of Attachment A. Is this correct?

Correct

147 Section L L.18.3 Volume I, Tab C: Basis of Estimate

There is a requirement for the prime's proposal submission to include subcontractor's salary and compensation benefits costs, and indirect rates. These are proprietary to the subcontractor. Does the Government wish to have this level of cost information provided in a separate sealed envelope, submitted as part of the prime's

Correct, separate sealed envelope as submitted as part of the prime’s proposal.

See answer to question 7

Section or Paragraph

Section or Reference Question Government Response proposal, or submitted in some other way?

97 RFP 146 L.18.3

Volume I TAB C: Basis of Estimate

The Offeror shall submit, in the format provided by the Government, a Basis of Estimate (BOE) Table 6.0, 6.1, 6.2, 6.3, and

6.4 that provides supporting detail for each CLIN and Contract Period combination for which a price is indicated in the Table 5- Price.

Please provide the referenced formatted BOE tables 6.0, 6.1, 6.2, 6.3, and 6.4.

Yes, updates will be provided.

98 RFP 146 Section L.18.3. Para.

In CLIN X001- Labor, the Offeror’s direct labor rates shall be no less than the GS-Equivalents or Wage Determination listed for each Labor Category in SECTION C.3.5. Labor Category Descriptions.

A statement GS- Equivalent hires in an RFP is required by FAR 52.222-42 (RFP page 115), which is incorporated by reference (RFP page 115) and clearly states:

This Statement is for Information Only: It is not a Wage Determination

The requirement in Section L.18.3 has effectively made the GS- Equivalents a wage determination. It seems that DoS intends for the GS-Equivalent wages to be the floor for all exempt labor categories.

This is not only contrary to the intent of FAR 52.222-42 but appears to

Section or Paragraph

Section or Reference Question Government Response limit competition both for this procurement and the labor market. Since the FAR intends for GS- Equivalent wages to be informational only, we respectfully request that the reference to GS- Equivalents be removed from the second paragraph in Section L.18.3.

99 RFP 147 Section L.18.3 Volume I, TAB C: Basis of Estimate

Bullet Number 10, Planned subcontracting costs shall be included in the BOE, including cost build-up information such as direct labor and indirect rates for subcontractors

It is industry best practice that subcontractors not include proprietary direct labor and indirect rate information directly to the Prime vendor to be included in the Prime’s BOE. May subcontractors submit their proprietary direct labor and indirect rate information directly to the government?

See answer to question 7

100 L.18 Volume I For purposes of pricing, what should Offerors use as the assumed start date?

November 15, 2014

101 146 L.18.3 1. The tables referenced 1. See Amendment to

Section or Paragraph

Section or Reference Question Government Response for the BOE do not exist in the provided Attachment A. Please provide the 6.0 through 6.4 tables.

2. The description for what is needed in the BOE appears to contradict with the level of specification provided by the government.

Provided are the positions, organizational structure, quantities of personnel, hours, overtime, and locations etc. How does the government want the offeror to provide additional BOE task data for the government provided structure and in what format is it to be provided?

solicitation that reflects the change

2. See Amendment to solicitation that reflects the change

102 146 L.18.3 For CLIN X001 Labor, the government specifies minimum of GS- Equivalent rates or WD.

Please provide appropriate step level minimums (Step1

The GS equivalent is a benchmark for the base year of the contract. The negotiated rates per each option year will be used during that performance period.

Section or Paragraph

Section or Reference Question Government Response through Step 10) and direction for locality pay minimums for GS- Equivalents for each position.

103 L.18.3 Volume I - The requirement states “planned subcontracting costs shall be included in the BOE, including cost build-up information such as direct labor and indirect rates for subcontractors.”

Would the Government consider removing this requirement, as it requires Offerors to obtain proprietary information about their subcontractors?

No

104 147 L.18.3 Volume I, Tab C - It is our understanding that Volume II must not contain any price information.

We request that the Government remove the reference to pricing information (salary and compensation benefits) from the technical solution evaluation (Factor 4- Human Resources Management and Key Personnel).

105 L.18.3 Volume I; Tab C Basis of Estimate The BOE for each CLIN and Contract Period combination shall be included with the associated pricing table.

The Offeror shall substantiate all costs in each BOE and provide sufficient detail to enable the Government to reconcile the Offeror’s price with its proposed

Correct

Section or Paragraph

Section or Reference Question Government Response approach as described in the Offeror’s technical proposal.

As currently stated, the BOE requirements seem to request that Offerors provide a simple restatement of those requirements.

Alternatively, requiring Offerors to provide a narrative substantiating their BOEs would provide the Government with an assessment of the Offeror’s understanding of the requirements of the contract and its ability to perform. It would also provide the traceability to its technical solution as required in Section M.4.7.

106 146 L.18.3 L.18.3 refers to pricing Tables 6.0, 6.2, 6.3 and

6.4 however those table numbers are not reflected within Attachment A.

Would the Government consider updating the attachment to reflect the proper references?

Yes, See Amendment to solicitation that reflects the change

107 L.18.7 Please explain what Non-

Disclosure Agreements or other similar protections will be in place with the contract personnel who will be providing technical consultation during review and evaluation of

Each personnel providing technical consultation has signed a confidential Non-Disclosure Agreement.

Section or Paragraph

Section or Reference Question Government Response the proposals to protect sensitive and confidential information of the bidders.

108 L.18.9…