Att_1-Industry_Q A_Answers_Burundi_A003.pdf

Solicitation SAQMMA14R0195 Bujumbura, Burundi Q&A

Government Answers to Industry Questions:

1. There are no CLINS listed for any of the ODC items, will a modification be forthcoming?

Reference Section B.

Answer: Solicitation Amendment 003 forthcoming to incorporate Exhibit S, Pricing Schedule with CLINS listed.

2. This reference requires all offers and payment will be made in the host country currency.

Please specify how offerors shall determine the exchange rate, meaning can the Government fix it to a specific date or provide the rate to ensure offerors are bidding the same exchange rate, reference Section B.4 – Offers and Payment – Page 4 of 106.

Answer: The exchange rate will be in accordance with FAR 52.225-17.

3. Please clarify whether rates that offerors provide in Exhibit S of this solicitation are NOT TO

EXCEED CEILING rates, reference Section B.6 –Payment, Ceiling, and Withholding – Page 4 of 106.

Answer: Yes, may vary subject to contract award. However, see solicitation for variation in quantity clause.

4. In the RFP Offers are told to provide proof of local mandates, Please clarify what constitutes proof in this instance? Reference Section L.11.1.3 – Other Than Cost and Pricing Spreadsheet

(Section J, Exhibit M) I.3 Local Mandated Fringe Benefits – page 88 of 106

Answer: See Section M.

5. From experience under similar contracts, it is at times required to take over and include part the incumbent guard force in the new contractor's deployed guard force. May have an minimum wage bracket indication to approximate current average pay (Minimum Pay) and ensure the offeror's Minimum Pay is in line with the current standard? Reference B.7 EMPLOYEE

SALARY BENEFITS

Answer: This information is considered proprietary to the incumbent contractor.

6. Is there any Expected Minimum Wage under the provision of this contract (Burundi Labour

Code referring article not updated since the 80's and currently at a daily minimum wage of BIF

165)? Reference B.7 EMPLOYEE SALARY BENEFITS.

Answer: Must comply with local labor laws. Contractors will have to determine competitive labor rates to attract qualified individuals.

7. Please provide a Map, which that shows to scale the distances and locations of the locations required to be accessible by radio network. This will help offerors propose and acquire the correct radio network to meet the Government’s requirement. Reference Section C.5.9 –Radio

Network – Page 17 pf 106 and Section B.9.5.8 – Local Guard Force Radio Network – Page 7 of

106.

Answer: Per the stated sections in the solicitation, no map is required to reflect scale. The contractor is responsible for obtaining and maintaining a network that will cover all locations noted on the Exhibit A.

8. Section C.4 states, “The Contractor shall provide both basic and annual re-certification training at no additional cost to the Government. … Annual re-certification training shall include any new material bearing on the performance of the local guards that is deemed necessary by the

COR.”

9. Please consider putting a dollar limit on “COR-deemed new material required for annual recertification training.” As the RFP is currently written, the contractor is liable for any equipment the COR deems necessary. Reference Section C.4 – Local Guard Services – Pg 11 of

106.

Answer: The solicitation and subsequent contract award requires the prospective contractor to maintain and update the training material throughout the life of the contract. The offerors must factor these expenses for maintaining the training material into their pricing.

The prospective contractor will be reimbursed for tangible materials which are authorized by the

Contracting Officer’s Representative (COR) in accordance with Section B.9.5.15.

10. Will the Government (which) allow contractors to use Diplomatic plates on the CFE vehicle to allow for freedom of movement? Reference Section C.5.2.2 – Mobile Patrol – Page 14 of 106

& Section B.9.5.1 – Mobile Patrol Vehicles – Page 7 of 106.

Answer: The contractor must perform these services within the limits of the Vienna Convention and Burundian government. If the Burundian government prohibits the use of Diplomatic plates on contractor vehicles, then the U.S. Embassy cannot allow the use of Diplomatic plates.

11. Should the incumbent be awarded the contract; will this mean the Contractor will be required to replace the already existing GEMS System/Components in its entirety? Reference

Section C.5.8.1 GEMS Components – Page 16 - states “The Contractor shall provide a complete

GEMS (new at award), which shall include the system and reporting software, hand-held data collection device, data points such as a bar code labels, data strips, touch tags or electronic buttons, batteries or recharging stations, computer and printer.”

Answer: Per section B.9.5.7, the contractor should furnish a new GEMS at award.

12. Does not list the States the contractor shall not permit any employee to work more than 12 continuous hours in a twenty-four-hour period. Each guard shall have a minimum of 12 hours off between tours. Reference Section C.5.11.1 Duty Limits – Page 19

Answer: This applies to the country of Burundi.

13. What is the maximum hours an employee will be allowed to work per week, except in

Emergency situations or approved by the COR; according to Local Labor Law the maximum working hours cannot exceed 72. Is this acceptable?

Answer: Except for the mobile patrol and Guard Force Commander, all other personnel are authorized to work within the maximum working hours allowed by the local labor laws.

14. There are approximately 6 buildings and 65 residences located in five zones patrolled by the mobile units throughout Burundi. A minimum of five mobile patrol units are required.

Reference Section C.5.2.2 Mobile Patrol – Page 14

15. There are currently there is only one (1) building (NEC) and 31 Residences; is this an oversight or will additional facility be added to the contract in the future?

Answer: See Solicitation Amendment 002.

16. Current vehicle requirement is three pickups, is the requirement for five Mobile Patrol Units an oversight?

Answer: The contactor shall provide as many vehicles as necessary to meet the solicitation requirements.

17. Section H.2 states, “…All employees must pass a COR approved suitability investigation conducted by the Contractor, including proof of successful employment during the past three (3) years as well as recommendation(s) from their respective supervisor(s).” Reference Section H.2

– Approval and Acceptance of Contractor Employees – Pg 30 of 106.

If proposed employees are not currently employed by the bidding contractor, are we still required to provide recommendations from respective supervisors?

Answer: The contractor should employ as many qualified guards from the current contract as possible. The Right of First Refusal is noted in Sections I.2 and C.6.2.1 of this contract. The contractor should obtain letters of recommendation from the respective supervisors of the persons being considered for further employment.

18. The RFP states that "Contractor employees assigned to certain guard posts must be able to converse in English and Setswana with employees and visitors." The English language requirements are specified by guard post in Exhibit A, but there is no further mention of

Setswana, which is not an official or native language in Burundi. Please clarify the language requirements for guards on this contract. Reference Section H.4 - Language/Reading Proficiency

- Solicitation Page 31 of 106.

Answer: Amended the RFP to add French and delete Setswana language requirement. See

Solicitation Amendment 003.

19. Section H.20.2 Uniform and Personal Equipment – Page 43

States “A duty bag is provided to protect the uniform as the guard travels to and from the work site”. And Exhibit D, Guard Uniforms and Equipment does not list a Duty Bag; is this an error, will a duty bag be required for each guard?

Answer: Yes, it is required. See Solicitation Amendment 003.

20. Should the government fail to meet this timeline, preventing the timely hiring of personnel;

will the contractor be held accountable or deducted for shortage of personnel? Reference:

Section H.2, Approval and Acceptance of Contractor Employees. The COR will approve or disapprove in writing the Nomination Package within thirty (30) business days after receipt.

Answer: Should the Government fail to meet the 30 business day timeline the contractor is responsible to promptly notify the Contracting Officer in writing. The written notification shall include the dates submitted for each complete nomination package that is in question. If an incomplete package is submitted by the contractor when the nomination package is resubmitted, the 30 business days begins again. Finally a complete nomination package includes the basic training completion certificate. The 80 hours of basic training must be successfully completed before submitting the package.

21. Should the incumbent be awarded the contract, will the contractor be required to submit new nomination packages for personnel already approved by the COR? Reference Section H.2, Approval and Acceptance of Contractor Employees. All documentation contained in the

NOMINATION Package shall be submitted and approved no later than ninety (90) days after full performance begins for guards previously approved by the COR.

Answer: Yes, per Section H.2, Nomination Packages shall be developed and submitted for previously approved personnel.

22. Right of First Refusal - From experience under similar contracts, it is at times required to take over and include part the incumbent guard force in the new contractor's deployed guard force. May have an minimum wage bracket indication to approximate current average pay

(Minimum Pay) and ensure the offeror's Minimum Pay is in line with the current standard? Is there any Expected Minimum Wage under the provision of this contract (Burundi Labour Code referring article not updated since the 80's and currently at a daily minimum wage of BIF 165)?

Answer: See answer to question #6.

23. What is the Government’s definition of “same or similar” experience? Or will that decision be left to offerors? Reference L.11.2.2 Experience and Past Performance – Page 95 of 106 The

RFP asks offerors to list all contracts and subcontract that the offeror or JV partner has held over the past five years for the same or similar work.

Answer: Refer to Section L.11.2.2.1 Experience

24. The list of Uniform items list a specific color for items and equipment to be issued, will the

RSO/COR be the deciding factor on uniform color and design? Reference EXHIBIT D –

GUARD UNIFORMS, EQUIPMENT, AND MAINTENANCE Exhibit D, Uniforms, Equipment and Maintenance - Page 1 States “All uniforms must be coordinated and approved in design and color by the RSO/COR.

Answer: Yes. The RSO/COR will approve the uniform color and design.

25. Due to current civil unrest in the regional, receiving authorization to change the current uniform design and color from the Minister of Security may not be feasible at the time of contract award. If this is the case, will the Contractor be allowed to continue using the currently approved uniforms?

Answer: No, the contractor must have new uniforms at the time of stand-up.

26. Reference Exhibit D, vehicles - Page 3

At a minimum, the Contractor shall provide the following vehicles:

Vehicles shall have the following minimum

Four Door 4x2 (SUV) Fit minimum of 5 individuals

1600cc minimum gasoline engine

Trunk Capacity Minimum 400 liters

Air conditioning & heating

Airbags Driver, Front passenger, dual stage

Front wheel disc brakes 4 wheel anti-lock breaks

All-season tires Rain, snow, and dry

Full-size spare

COR Approved

Logo/Markings Unique to this contract

Currently, the trunk capacity of 400 liters is not feasible in Burundi; what is the minimum capacity acceptable to DoS?

Answer: The minimum capacity is 400 liters.

27. Upon the site visit, some of the information in Exhibit A were not as shown in the field (e.g.

number of buildings - 3 instead of 6 as mentioned in the Exhibit A or number of residences being

31 instead of 65), May we have the latest Exhibit A based on the updated / current manning levels with an indication on:

o working hours per post, o guard categories / numbers per post, o contractor provided equipment per post.

Reference Exhibit A.

Answer: Exhibit A provided in the posted solicitation is correct.

28. Reference Exhibit S - There are no CLINS listed, will a modification be forthcoming?

Answer: Yes, see Solicitation Amendment 003.

29. Does the incumbent contractor currently provide transportation for the guard force to the

Embassy and/or to the residences?

Answer: No.

30. If the answer to question 2 is yes, what is the service that is provided and is the incumbent contractor reimbursed for the cost?

31. Does the incumbent contractor provide the current guard force employees with any benefits, stipends or allowances that the new guard force would expect or require on the new contract in order for the project to be fully staffed and not incur any labor unrest?

Answer: The compensation plan is proprietary.

32. If the Government of Burundi implements a mandatory unscheduled pay increase that is required to be paid to the local guard force, shall the winning contractor be able to submit a equitable adjustment for reimbursement during the life of the contract?

Answer: Future changes are covered under the price adjustment clause, as long as it is unforeseen.

33. Reference section .11.2.1.8 indicates that the CAMS section is reserved. Does this contract have a CAMS system and does the contractor need to operate it and describe how it will do so in proposal?

Answer: No. CAMS are not required on this contract.

34. The solicitation specifically requires offerors to print double sided in the Technical Proposal, but does not specify for the Price Proposal. May offerors print one sided for the Price Proposal?

Reference Section L.11 – Proposal Instructions – Page 85 of 106

Answer: Double sided Price Proposal.

35. In paragraph 3 of this section, the Government specifies that font in all volumes shall be no less than 12 font, Times New Roman, will the Government permit offerors to use 10 pt Arial

Narrow for graphics, charts, and tables? Reference Section L.11 – Proposal Instructions – Page

Answer: Government will permit offerors to use 10 pt Arial Narrow for graphics, charts, and tables.

36. Item 5 Asks whether our Technical Proposal is less than 75 printed pages using double sited printing. Please clarify whether offerors are limited to 75 sheets of paper printed on both sides

(150 pages of text) or 75 pages of text printed on double sided paper. Reference Exhibit Q –

Proposal Checklist Page 1

Answer: Limit is 75 sheets of paper printed on both sides (150 pages of text).

37. If the offeror consists of two companies teamed together and pursuing the contract as a qualified U.S. joint venture person, with the controlling joint venture participant being a U.S.

person, can the offeror rely upon the representations and certifications electronically completed on the SAM website by one (U.S. person) or both joint venture participant, or is it necessary that

SAM representations and certifications be completed by the joint venture itself? Reference

Section K - 52.204-8 Annual Representations and Certifications - Pages 63 through 66 of 106 of the RFP

Answer: The joint venture itself must complete SAM representations and certifications.

38. If the offeror consists of two companies teamed together and pursuing the contract as a qualified U.S. joint venture person, with the controlling joint venture participant being a U.S.

person, can the offeror qualify the U.S. joint venture person under the Statement of

Qualifications questions (including those questions about jurisdiction of incorporation, location of principle office, date of incorporation or legal organization, qualifying similar contracts, and gross receipts) using the qualifications and past performance of the controlling U.S. person participant in the joint venture only (or must the joint venture itself have the qualifications and past performance to meet all of the stated thresholds)? Reference Section K – 652.237-73

Statement of Qualifications for Preference as a US Person –Pages 73 through 80 of 106 of the

RFP

Answer: The joint venture itself must have the qualifications and past performance to meet all of the stated thresholds.

39. The offeror consists of two companies teamed together and pursuing the contract as a qualified U.S. joint venture person and plans for each joint venture participant and their respective employees to perform certain portions of the services under the prime contract pursuant to their joint venture agreement. The offeror views this approach as not involving subcontracting prohibited by L.10. Please confirm that this approach does not violate the

Government’s stated limitation on subcontracting in L.10 (as well as a stated similar limitation in

Section K, 652.237-73 Statement of Qualifications for Preference as a U.S. Person). Reference

Section L –L.10 –Page 85 of 106

Answer: This approach does not violate the Government’s stated limitation on subcontracting in

L.10 (as well as a stated similar limitation in Section K, 652.237-73 Statement of Qualifications for Preference as a U.S. Person.