Q As_iaw_RFP_Amendment_4_PPT_PSS.pdf

Additional Questions for Department of State - Passport Production Support Services (PPSS) For the Bureau of Consular Affairs, Passport Services (CA/PPT) RFP Number: SAQMMA14R0163 Amendment 4

Number Q&A Number

Doc. Page

Section or Paragraph

Section or Reference

Question Government Response

1 83 and

Q&A Answers to

Q&A #83 and #85 are in conflict. The Government response to the Small Business Subcontracting goals are shown as both a percentage of Total Contract Value (#83) and as a percentage of Total Subcontract Value (#85).

Is the answer to question 85 number 2 the correct answer?

Must be expressed as percentages of total subcontracting dollars. Total Dollars to be Subcontracted, large and all small business must equal total amount to be subcontracted *May count a SB that meets subset definitions in all categories that apply.

What not to include:

1.Inter-company transactions

What to include:

1.Subcontracts performed exclusively overseas

2. Customer-directed purchase

3. First-tier subcontractor spend Subcontracts to non-profit organizations

The contractor proposes the total dollars to subcontract and applies the DOS goals against the total dollars propose.

2 RFP 146 L.18.1. VOLUME

I, TAB A: SF 33,

(SIGNED BY THE

OFFEROR IN

BLOCK 17) AND

SIGNED

AMENDMENTS

Section L.18.1 requires that all Amendments be signed.

Amendment 3 is the only Amendment for which there is a SF 30 to sign.

Is it sufficient to acknowledge each of the Amendments in SF 33? If not, please provide SF 30s for Amendments 1 and 2.

Yes, it is sufficient to acknowledge each of the amendment in SF 33.

3 1 and

Award Date vs Contract Start

At the Industry Days, the Government showed a chart that stated the Award

11/30/2014 is the tentative award date

Number Q&A Number

Doc. Page

Section or Paragraph

Section or Reference

Question Government Response

Date Date to be 11/14/14 and the Contract

Start Date (the start of Transition) to be 11/30/14. In Questions 1 and 100, the Start Date is stated to be 11/15/14. What is the actual Award Date and Contract Start Date?

4 Q&A Questions 83 and 85 26 & 27

These answers appear to conflict on whether the subcontracting goals are percentages of Total Subcontract Dollars or Total Contract Value. The RFP reflects the Department of State Small Business goal, which is 46% of subcontracted dollars. Is the government intention to maintain the current RFP requirement for small business goals of 46% of total subcontracted dollars, or is the intention to modify the RFP to require a different goal for this solicitation? Please clarify.

Must be expressed as percentages of total subcontracting dollars. Total Dollars to be Subcontracted, large and all small business must equal total amount to be subcontracted

1.Inter-company transactions overseas

2. Customer-directed purchase

3. First-tier subcontractor spend Subcontracts to non-profit organizations

The current small business goal for FY 14 will remain at 46%.

The contractor proposes the total dollars to subcontract and applies the DOS goals against the total dollars propose.

5 Q&A Questions 88 and 90 27-28

These answers appear to conflict on whether one CD with both volumes on it or a separate CD for each volume is required. Please clarify.

The Offeror shall provide one (1) original CD and one (1) copy (CD) of each - (1) Volume 1 Business and Cost Proposal and (1) Volume 2 Technical Proposal.

See amendment to Solicitation

6 Section L

L.19.7 Volume II, Factor 6 - Tab G: Small

Business Subcontractin g

154-157

The requirements in this section, including Attachment F, the Subcontracting Plan, copies of ISRs, and the information listed in Items 1-5 on pages 154-155 (required for each subcontractor and each to be on a separate page) could total 25 to 50 pages of the Technical Volume. Even with the ISRs excluded, the information requested would account for 1/4 of the 100-page limit. We request the Government reconsider including all of these items in the Technical Volume page count. Specifically, we request that the following components be excluded from page count: Attachment F: Small Business Plan; the ISRs; and the subcontractor detailed information (items 1-5 on pages 154-155).

Factor 6 - Tab G Small Business Subcontracting plan is excluded from the page count of Volume II

See amendment to Solicitation

Industr y Day Event

At Industry Day in both New Hampshire and Los Angeles, we were informed that the slides would be provided.

Please provide the Industry Day Slides as presented to industry.

Slides will be posted with Amendment 4

The slides are for “INFORMATIONAL PURPOSE ONLY” and does not affect the solicitation including amendments

Industr y Day Event on

At Industry Day there was oral question and answer period with the Government.

A question asked was about Past Performance (PP) page count and would the government please remove PP from the overall page count while leaving in place the 3 page maximum per reference.

The rationale provides was it created an unfair page count advantage for offerors who submit the minimum PP references (3 pages used of the

100 maximum) versus those offerors who may submit the maximum of 6 PP references (18 pages (3 prime and 3 sub references) of the 100 page

Please clarify and address as this significantly changes offerors approach as they must perform a tradeoff between a comprehensive and responsive Management and Technical discussions and providing highly relevant Past Performance citations.

Recommend making all of Tab F Past Performance a part of the L.17.3.5 list of exceptions to the page limit while retaining the 3 page limit for each reference.

Factor 5 - Tab F Past Performance is excluded from the page count of Volume

II

maximum. The government verbal answer indicated they would remove the PP from the overall 100 page limitation.

Industr y Day Event, Q&A docum ent

(Q&As_ iaw_RF P_Ame ndmen t_3_PP

T_PSS_

.pdf), H.17

Q.83, Q.85, At Industry Day there were questions asked concerning the required Subcontracting Plan and establishment of goals.

Amendment 3 also addresses this issue in the questions and answers.

To ensure proper interpretation of the guidance provided. Please confirm that the proposed goals within Small Business Subcontracting Plan shall be based against the projected subcontracting dollars and not against the total contract value.

Must be expressed as percentages of total subcontracting dollars. Total Dollars to be Subcontracted, large and all small business must equal total amount to be subcontracted

1. Inter-company transactions overseas

2. Customer-directed purchase

3. First-tier subcontractor spend Subcontracts to non-profit organizations

The contractor proposes the total dollars to subcontract and applies the DOS goals against the total dollars propose.

Q&A docum ent (Q&As_ iaw_RF P_Ame ndmen t_3_PP

T_PSS_

.pdf)

Q.7

Question 7’s answer says the change is reflected in the amendment. No change to section B.7 was made.

Please provide the guidance in the Amendment for sealed bids for subcontractors as indicated in the answer to Question 7.

Subcontractors must submit sealed bids to the PRIME and the PRIME submits them with their proposal.

See amendment to Solicitation

Q&A docum ent (Q&As_ iaw_RF P_Ame ndmen t_3_PP

T_PSS_

.pdf)

Q.116

Question 116’s answer says the change is reflected in the amendment.

The reference changes could not be located. Please provide guidance for Question 116 on Resumes and Letters of Commitment.

1. Yes, the same number of copies hold true for the resume and commitment letters as stated in

17.3.1. “Hard Copies Required”

2. Yes doubled applies to Resume and Commitment letters as well.

Q&A docum ent (Q&As_ iaw_RF P_Ame ndmen t_3_PP

T_PSS_

.pdf)

Q.111, 112, L.19.7

TAB G Small Business Subcontracting Plan is included in the Volume II page count. As stated in response to Question 111, the ISRs are exempt from the page count, however, TAB G is still about 32 pages with the subcontractor letters, standard work weeks from each subcontractor, etc., as well as, the Small Business

Would the Government please exempt TAB G from the Volume II page count since that TAB alone could take up to as much as 1/3 of the overall volume page count?

Factor 6 - Tab G Small Business Subcontracting plan is excluded from the

Subcontracting and Small Business Participation Plans .

13 L.14 Page 141, Q. 119 Orals Notification Period.

The amendment continues to reflect a 5 day notification period. It would benefit the government to increase this time period to allow the offeror sufficient time to coordinate and gather Key Personnel and prepare for an oral response. Please consider increasing this minimum notification period to at least 10 Business Days.

No, the 5 days notification period will remain.

14 M.4 Page 157 Evaluation Factors Under which evaluation factors will the potential Orals be evaluated?

Oral will not be evaluated but used for “Informational Purpose Only”

15 F.6.8 Q.37

Disincentives - Section F.6.8 states that the Disincentive Plan “shall be significant enough to motivate the Contractor to excel.”

The answer to Question 37 does not clearly answer whether or not the offeror may propose additional disincentives beyond the two listed and/or propose modifications to the two sample suitable disincentives. Please clarify.

The two listed are not samples they are the actual government’s suitable disincentives. The offeror shall not propose any additional disincentives or propose modifications.

16 Industr y Day

Corporate Experience (CE)/Past Performance (PP)

Multiple questions and answers were given orally at the Industry Day events regarding the M.4.4 relevancy for Corporate Experience (CE) and 500 persons etc. Please clarify if major subcontractors who are Small Businesses still must meet the corporate experience thresholds or if they can be held to the lesser standard found L.19.6.(2) for the purposes of both CE and PP references?

Corporate experience thresholds is for the Prime. Major subcontractors who are Small Businesses must meet have relevant corporate experience but the government recognized that their thresholds may be less

Los Angele s Questi ons

Question - You mentioned in NH there are both a Contract

Manager and Deputy Manager. I don’t recall seeing a Deputy on the staffing list. Please confirm -is this to be part of the modification?

Answer - The will only be one Contract Manager and Deputy

Manager, Center will get a passport support manager and a deputy passport manager. While agency will received a Passport Support Manager and Assistant

Passport Support Manager.

The answer to this question does not seem to align with the Labor Category list in section C.3.1 or the Labor Category structure from section C.3.2 of the RFP or the positions detailed in Attachment A.

There is no mention of either a “Deputy Manager” at the Program level or a “deputy passport manager” at the Centers. In addition, only 2 Centers (Charleston and National), not Agencies as mentioned, have the “Assistant Passport Support Manager” position assigned.

Please clarify the positions listed in the answer that are not on the labor category list in the RFP or on Attachment A. If it is the Governments intent to have a Deputy PM at the Program level or Deputy Passport Manager at the Centers, please add the labor category/ies and supporting information required.

There is ONLY to ONE (1) Contract Manager Position for this program. The

(2) Centers Charleston and National Passport will both will have an Assistant Passport Support Manager for the Second Shift.

(unans wered clarific ation)

L.17.3.5 and L.19.6

Based on discussion at Industry Day, we were expecting that Tab F, Past Performance, would be removed from the page count of Volume II, Technical Proposal. We continue to encourage the Government to consider removing Tab F from the page count. The number of Past Performances included for each bidder could vary greatly. This variation could lead to a difficulty in the Government’s evaluation of proposals by providing significant inequality in the size and detail contained in the remaining tabs in the technical volume. E.g., if a contractor provides three past performances for itself and two past performances for subcontractors, that could take 15 pages, Factor 5 - Tab F Past Performance is excluded from the page count of Volume

II

whereas a contractor that provides only two past performances for itself would have 6 pages in that section. This would create a difference of 9 pages that the second bidder could apply towards Tab C, Technical Approach, which carries a higher weight in the evaluation factors for award.

(unans wered clarific ation)

L.17.3.5 and L.19.7

Based on discussion at Industry Day, we were expecting that Tab G, Small and Small Disadvantaged Business Subcontracting Plan, was going to be removed from the page limit of Volume II, Technical Proposal. We continue to strongly encourage the Government to remove all of Tab G from page count. The rationale for this request is three-fold.

First, the requirements of this tab make compliance and responsiveness to the Government’s stated page count unattainable. For example, in Section L.19.7, the RFP states, “The information set forth below shall be provided for each subcontractor, if any, proposed. A separate sheet shall separate each element of subcontractor information, as well as each subcontractor. Each page shall have the subcontractor’s name clearly marked.” [emphasis added] There are five (5) ensuing elements. For a prime contractor with 5 subcontractors this results in 25 pages; for a prime contractor with 10 subcontractors, this results in 50 page or 50% of the entire Volume II page limitations. A high number of subcontractors is reasonable given the

Factor 6 - Tab G Small Business Subcontracting plan is excluded from the small business requirement of 46% of total contract value.

Second, the DoS RFP encourages the participation of small businesses but yet the page count restrictions may limit offerors ability to present a full complement of subcontractors.

Third, because small businesses do not have the same subcontracting goal requirements as large businesses, this provides an unfair competitive advantage to small businesses who respond to this solicitation by allowing them greater space to elaborate on their technical approach.

(unans wered clarific ation)

L.19.7 and question 113

ISRs are requested to be provided in Tab G of Volume II, Technical Proposal.

However, the Government has stated that dollar values should not be included in the Technical Volume. Should dollar values be redacted from the ISRs? Or would the Government prefer that the ISRs be placed in Tab K of Volume I, Small Business Subcontracting Plan?

Factor 6 - Tab G Small Business Subcontracting plan is excluded from the page count of Volume II

See amendment to Solicitation

(unans wered clarific ation)

L.19.7 and question 112 The section Subcontracting Plan includes the following statement: “Include a copy of the subcontracting plan in the Technical Proposal showing percentages of SB utilization. In addition, include a copy of the same subcontracting plan in the Pricing Proposal showing the corresponding amounts.” Does this instruction mean that the Small Business Subcontracting Plan (SBSP) referenced in L.18.11 shall be the exact same as the SBSP referenced in L.19.7, except that the SBSP in L.8.11 shall include the dollar

The Small Business Subcontracting Plan (SBSP) referenced in L.18.11 shall be the exact same as the SBSP referenced in L.19.7, except that the SBSP in L.18.11 shall include the dollar values.

Volume I will should be shown in dollars.

Volume II will show percentage only values? Or is the Government expecting different information in each of the Plans?

(clarific ation)

Questions 83 and 85 In Question 83, page 26 of Q&A response, the government has stated that the small business goals are to be calculated as a percentage of total contract value.

However, in Question 85, page 27 the government answered that the goals are calculated as a percentage of subcontracted dollars. Please confirm that the Department of State Small Business Subcontracting Goals FY 2014 (Large Business Prime Contractor) within section H.17 sub-bullet (b) on page 110 of the amended RFP are calculated based upon total contract value.

OSDBU

Must be expressed as percentages of total subcontracting dollars. Total Dollars to be Subcontracted, large and all small business must equal total amount to be subcontracted

1. Inter-company transactions overseas

2. Customer-directed purchase

3. First-tier subcontractor spend Subcontracts to non-profit organizations

The contractor proposes the total dollars to subcontract and applies the DOS goals against the total dollars propose.

23 Questi on 113

Attachment F question (b) requires Total Percentages and Dollar Amounts to be provided for planned Large and Small Businesses. Per the Government’s response to question 113, will a corrected Attachment F be provided to vendors?

See L.19.7, no corrected Attachment F is necessary

24 Questi on 113

The answer to question 113 indicates that dollar values shall not be included in Volume II. However, the introductory paragraph to section L.19.7 still requests that dollar amounts be provided. Please confirm that dollar values shall not be included in the Small Business Subcontracting Plan in Volume II.

See L.19.7, no corrected Attachment F is necessary

See amendment to Solicitation

25 There are two separate requests in this section for providing references regarding prime contractor use and treatment of small business concerns. One request is to provide 3 small business references, and one request is to provide 3 small disadvantaged references. We have two questions:

1) Does the Government want to receive a total of 6 references or a total of 3 references?

2) Is the reference to Small Disadvantaged Business references referring to the SDB category of 8(a) businesses, or may we use any small business concern (e.g., WOSB, SDVOSB, etc.)?

1. The Government shall receive a Total of NTE 6 references at least 1 no more than 3 from Prime Contractor and up to an additional 3 from Major Subcontractors

2. The Offeror must determine how they achieve their Small Disadvantaged Business goal

26 C.3.5.9, Attachment A tab 1.2, and question 59

Response to question 59 states that the Fraud Associate Level 1 should be correlated to General Clerk II and that an amendment was made to the solicitation. Both RFP section C.3.5.9 and Attachment A, Tab 1.2 shows Fraud Associate Level 1 correlating to General Clerk III. Please advise as to which is correct.

See C.3.5.9. FRAUD ASSOCIATE LEVEL I should be General Clerk III

27 L.17.3.1 and question 114

Paragraph (a) of L.17.3.1 in the revised proposal requires 1 original and 10 copies of Volume II. However, the answer to question 114 requires 1 original and 6 copies of Volume II. Please confirm that the requirement is 1 original and 6 copies of Volume II.

1 original and 10 copies of Volume II

G.5 The referenced DOSAR clause is for Fixed Price contracts. Because the CLINs are T&M/LH and CR, please advise as to whether a different clause should have been included.

No, a difference clause should not be included. This a Fixed Labor Hour contract, all invoices for approved CR items such as travel, additional operational labor, and training I must be submitted with support documentation.

See amendment to Solicitation

29 H.4 Page 100 & 101 This section states “The contractor shall provide the Contract Program Manager, Passport Support Managers, and Section Leaders as Key Personnel positions”.

Comparing the Table in Sec. H.4.(b) listing Key Personnel by location to the RFP’s Pricing Schedule (2.18.1, Tab B), there are 13 additional Key Personnel positions indicated in the Pricing Schedule than are shown in Sec. H.4, Key Personnel. Please clarify that there are 86 required key personnel positions under this RFP requirement.

There is 28 Key Personnel for this requirement

See H 4.(b)

See amendment to Solicitation

30 H.7 and H.8.3 These appear to be two different versions of the same clause. Please advise as to which one is the correct clause.

H.8.3 Has been removed See amendment to Solicitation

31 L.17.3.5 & L.17.3.6

Pages 144 - 145 Section L.17.3.5 (Font, Numbering, and Page Limits) states that 8 point font is permissible for graphics. However section L.17.3.6 (Foldouts) states “For charts, graphs, and figures, the type must be no

For charts, graphs, and figures, the type must be no smaller than 10 point font smaller than 10 point font.” Question: Can the Government please clarify if 8 point font can be used in all graphics?

32 L.19.6 Please consider removing Tab F from the page count. The number of Past Performances included for each bidder could vary greatly. This variation could lead to a difficulty in the Government’s evaluation of proposals by providing significant inequality in the size and detail contained in the remaining tabs in the technical volume. E.g., if a contractor provides three past performances for itself and two past performances for subcontractors, that could take 15 pages, whereas a contractor that provides only two past performances for itself would have 6 pages in that section. This would create a difference of 9 pages that the second bidder could apply towards Tab C, Technical Approach, which carries a higher weight in the evaluation factors for award.

Factor 5 - Tab F Past Performance is excluded from the page count of Volume

II

See amendment to Solicitation

33 L.19.7 Tab G A subset of the requirement states, “The information set forth below shall be provided for each subcontractor, if any, proposed. A separate sheet shall separate each element of subcontractor information, as well as each subcontractor. Each page shall have the subcontractor’s name clearly marked.”

Factor 6 - Tab G Small Business Subcontracting plan is excluded from the

Given that small businesses are not required to address this, and given that this requirement could result in hundreds of additional pages, we request that this information be excluded from the page limit of Volume II.

34 L.19.7 Page 153 RFP Section L.19.7 heading states that Tab G is “Factor 6”, but the actual section text states Tab G is Evaluation Factors for Award, Factor 5. Section M.4 shows the Small and Small Disadvantaged Business Subcontracting Plan to be Factor 6. Please confirm the correct Evaluation Factor for Award for the Small Business Subcontracting Plan section.

Small Business Subcontracting Plan is Factor 6.

See amendment to Solicitation

35 Q&A No. 88, 90, 114

These questions address the number of CDs to be provided with proposals. The answer to question 88 states that a separate CD should be provided for each volume. The answer to question 90 states one original CD and one copy with volumes (2 total CDs). The answer to question 114 states 1 CD with entire proposal (separate volumes 1 and 2). Section L.17.3.2 states, “The Government requires proposal documentation on CD-ROM, with one CD- ROM for each volume. The Offeror shall provide one (1) original and one (1) copy of its proposal. The entire proposal (both volumes) shall be provided on a CD-ROM rewritable disk in PDF format.” Please confirm offerors are submit 1 original CD

The Offeror shall provide one (1) original CD and one (1) copy (CD) of each - (1) Volume 1 Business and Cost Proposal and (1) Volume 2 Technical Proposal.

and 1 copy CD, each containing volumes I and II as separate pdf files.

36 Q&A No. 114 The question ask for clarification of the number of CDs to be submitted with proposals. The government’s response is, “The RFP will be updated in an amendment to reflect the change. 1 original and 4 copies – volume I; 1 original and 6 copies of volume 2; 1 CD with the entire proposal (separate volumes 1 and 2) in PDF.” Section L.17.3.1(a) of Amendment 0003 states, “Offerors shall submit one (1) original and four (4) copies of Volume I- Business and Cost Proposal, and one (1) original and ten (10) copies of Volume II-Technical Proposal….” Please clarify if offerors are to provide 6 copies or 10 copies of Volume II – Technical Proposal.

1 original and 10 copies of Volume II

The Offeror shall provide one (1) original CD and one (1) copy (CD) of each - (1) Volume 1 Business and Cost Proposal

37 Q&A No.

91:

The question ask, “How many hard copies of Tab D: Key Personnel are required?”

and the government’s answer is, “Resumes should be in separate binders per technical proposal which will be 10 binders.” Please confirm the government wants only 10 binders for resumes and letters of commitment and not 11 (1 original and 10 copies) which is the requirement for the Volume II – Technical Proposal as stated in Section L.17.3.1(a).

1 original and 10 copies of Tab D

38 Section L.17.3.

1(b) of Amend ment states, “A cover letter containing any information the Offeror wishes to bring to the Government's attention may accompany the proposal.” Is this a separate cover letter from the one that is required by

L.19.1 VOLUME II, TAB A: INTRODUCTION,

which states, “This tab shall include: Cover Letter….”?

No, there is only one cover letter required by L.19.1 VOLUME II, TAB A:

INTRODUCTION

39 Q&A No. 88, 90, 114: These questions address the number of CDs to be provided with proposals. The answer to question 88 states that a separate CD should be provided for each volume. The answer to question 90 states one original CD and one copy with volumes (2 total CDs). The answer to question 114 states 1 CD with entire proposal (separate volumes 1 and 2). Section L.17.3.2 states, “The Government requires proposal documentation on CD-ROM, with one CD- ROM for each volume. The Offeror shall provide one (1) original and one (1) copy of its proposal. The entire proposal (both volumes) shall be provided on a CD-ROM rewritable disk in PDF format.” Please confirm offerors are submit 1 original CD and 1 copy CD, each containing volumes I and II as separate pdf files.

The Offeror shall provide one (1) original CD and one (1) copy (CD) of each - (1) Volume 1 Business and Cost Proposal

40 Q&A No. 114: The question ask for clarification of the number of CDs to be submitted with proposals. The government’s response is, “The RFP will be updated in an amendment to reflect the change. 1 original and 4 copies – volume I;

1 original and 6 copies of volume 2; 1 CD with the entire proposal (separate volumes 1 and 2) in PDF.” Section

The Offeror shall provide one (1) original CD and one (1) copy (CD) of each - (1) Volume 1 Business and Cost Proposal

L.17.3.1(a) of Amendment 0003 states, “Offerors shall submit one (1) original and four (4) copies of Volume I- Business and Cost Proposal, and one (1) original and ten

(10) copies of Volume II-Technical Proposal….” Please clarify if offerors are to provide 6 copies or 10 copies of Volume II – Technical Proposal.

Q&A No. 91: The question ask, “How many hard copies of Tab D: Key Personnel are required?” and the government’s answer is, “Resumes should be in separate binders per technical proposal which will be 10 binders.” Please confirm the government wants only 10 binders for resumes and letters of commitment and not 11 (1 original and 10 copies) which is the requirement for the Volume II – Technical Proposal as stated in Section L.17.3.1(a).

1 original and 10 copies of Tab D

42 Section L.17.3.1(b) of Amendment 0003 states, “A cover letter containing any information the Offeror wishes to bring to the Government's attention may accompany the proposal.” Is this a separate cover letter from the one that is required by L.19.1 VOLUME II, TAB A:

INTRODUCTION, which states, “This tab shall include: Cover Letter….”?

Yes there should be a separate cover letter for each section.

43 Section M, page 158, Understanding of the Management Requirement and Key Challenges – The Government will assess the Offeror’s understanding of the management requirements and challenges associated with running the Centers and Agencies and support CA Passport offices

The information will be found on the internet http://travel.state.gov/content/passport s/english/passports/information/where-to-apply/agencies.html http://travel.state.gov/content/passports/english/passports/information/where-to-apply/agencies.html in Washington DC, and the Regional Offices…Please provide a list of CA/PPT regional offices and the Centers/Agencies in each region.

44 Section L.15(c) states, “Letters of commitment must contain specific salary quotations (not salary ranges), and shall be signed within thirty (30) days prior to the original date for submission of proposals.”

a) Given that the final list of Key Personnel was released less than 1 week prior to the original date for submission of proposals, will the government consider changing the wording from “original date for submission of proposals” to “final date for submission of proposals”

Yes

45 b) In the event the proposal due date is extended beyond the current 20 June deadline the possibility exist that letters of commitment may fall outside the 30 day requirement. Would the government consider changing the “within thirty days” requirement by increasing the period (days) a commitment letter must be signed by the same length of time of any due date extension? For example, if the government extends the proposal due by another 30 days, allow letters of

No commitment to be signed within 60 days. This will release Offerors from having to obtain another 28 letters of commitment due to the proposal due date postponement.

46 The contents of the solicitation instruct Offerors to detail plans on how they will fulfill contract requirements regarding staffing with qualified personnel. Section F.6.2. Management Plan, requires Offerors to provide a comprehensive Management Plan with its proposal as a narrative response to RFP SECTION M Factor 1 and address specific elements to include:

• Plan to respond to fluctuating workloads by providing the appropriate levels of qualified staff

• Hire and manage a technically proficient and professionally capable staff throughout the life of the contract, including maintaining proficiency in all required software

• Ensure that all personnel involved in providing or supporting services under the contract meet requirements established by DOS, including security clearance requirements

• Plan appropriately for Key Personnel turnover. Ensure that replacements are identified, proposed and

Offeror’s plans and methodology for recruitment, hiring, staffing, and retention of qualified personnel including Key Personnel at Centers/Agencies should be addressed in both Factor 1 Management Plan (TAB B) and Factor 3 Human Resources Management (TAB D).

replaced in a timely manner

Although SECTION M Factor 1 does stated, “The Government will assess the Offeror’s understanding of the management requirements and challenges associated with…handling planned and unplanned changes in workload;”, SECTION M Factor 3, Human Resources Management and Key Personnel states, “this factor focuses on the Offeror’s human resources management plan, including a recruiting and staffing plan, the depth of resources, and the qualifications of the proposed key personnel as reflected in resumes provided.”, and, “The Government will assess the Offeror’s ability to staff the Contract at all locations with the numbers of qualified, trained, and productive employees needed to perform all of the work specified in Section C.”

Please clarify if Offeror’s plans and methodology for recruitment, hiring, staffing, and retention of qualified personnel including Key Personnel at Centers/Agencies should be addressed in Factor 1 Management Plan (TAB B) or Factor 3 Human Resources Management

(TAB D).

47 Q&A No. 8: The government response indicates the Section B.5.1.1 of the solicitation is amended and now states, The government is looking for innovation with this requirement and we are seeking the Contractors proposed suggestions. All government staff has

“The Passport Support Operations CLIN is a LH, indefinite delivery-indefinite quantity to be supported by time sheets electronically 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.” How is the USG representative have the ability to support time sheets electronically? Does the contractor provide him an electronic spreadsheet of hours worked or a PDF copy of the actual timesheet?

the ability to received PDFs for timesheet review

48 Q&A No. 32 references Section H.3.0. There is no such section in the solicitation.

There is a H.3.0 section

H.3 INSURANCE REQUIREMENTS

(05/95)

49 Q&A No. 24: The question “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 performance during the 120 day transition be billable to the base year or to a specific Transition CLIN?” The government’s response references the answer to question 4, which states, “The government will not consider a separate CLIN for transition. The government plans

The government will do a rolling transition where the new contractor, if required, takes over sites throughout the 120 day period.

Yes, once incumbent staff are transitioned they become billable to the contract.

to have a phase/rolling transition approach. The government will work with the awarded vendor program management team to development a solid phased in approach that will be completed within 120 days from award.” Please clarify if once incumbents are transitioned are they billable to the contract.

50 Q&A No. 79: The question states, “For the Seattle Passport Agency, is only 1 Section Leader a Key Position?” The government’s answer is “yes”. Section H.4 details the Key Personnel of the contract and Section Leader at Seattle Passport Agency is not listed. Please clarify.

See Section H.4, personnel is listed for Seattle Agency (Key and Mandatory)

51 1. With the requirements to have the prime and all subcontractors possess a Secret Facility Clearance at proposal submission, we had to release pre-qualified small businesses (specifically Hubzone companies) from our Team and initiate new recruitments of Hubzone companies. It is extremely difficult to find qualified Hubzone small businesses that have a Secret Facility Clearance in place. Some of our small business candidates have challenged this requirement with the DoS Small Business Advocate and was told that this is not a DoS requirement. Would consideration be given to relaxing this requirement

No