OttawaQA2.doc

SOLICITATION No. S-CA525-07-R-1020

QUESTIONS

Q1:

According to section C.3.1.2, Post #2 – Shift Supervisor, will be required to have a relief of the same category and qualifications for meals and other breaks. Does this mean that two Shift Supervisors are required at all times (regular and relief?). Can the Shift Supervisor be relieved by a deputy Shift Supervisor? Assistant?

A1:

It is not necessary to have two Shift Supervisors at all times.

Yes, a Deputy Shift Supervisor can relieve a Shift Supervisor.

Q2:

Can the SD vehicle be parked at the Embassy’s and Consulate’s designated parking area (no parking fees required)? If the SD vehicle is not allowed to be parked at the designated Embassy / Consulate parking area; what are the requirements for the parking space of the vehicle?

A2:

Parks costs for SD vehicles are the U.S. Government’s responsibility. SD vehicles shall not be parked at the designated Embassy or Consulate parking areas.

Q3:

Is the contractor allowed to use sub-contracted guards to work on the contract, but not taken on staff – paid only for the time he works, with no employee benefits such as paid sick leave, paid vacation, health insurance, pension plan etc.?

A3:

Per section C.2.1, the Contractor shall not subcontract or lease for standard services.

Q4:

Since the Government requires the Contractor to provide a vehicle in Toronto, must it they be a distinct entity from other contracts or can it be shared with other contracts held by the contractor?

A3:

Per subsection H.13, the US Government will furnish vehicles necessary for the performance of this contract in accordance with Subsection H.13.

Q5:

In case of a successful terrorist attack directed at the US Embassy, will the Government limit the liability of the contractor?

A5:

The liability of the Contractor will be a negotiable item provided the Contractor performed within the terms of the contract. The US Government will not limit liability however, if it is due to fault or negligence of the contractor.

Q6:

If the situation presents itself i.e. emergency, will the Embassy permit the use of personnel employed by the contractor for other clients, but not cleared by the Embassy, in order to ensure manning of Embassy posts?

A6:

Per subsections H.1 and H.2, all contractor personnel must be cleared before manning any posts at the Embassy Ottawa and the Consulate General in Toronto.

Q7:

Is the contractor allowed to employ guard personnel under this contract to serve their clients in Toronto and Ottawa? If the answer is NO, what controls are anticipated to ensure that personnel employed for the Embassy / Consulate contract are not involved with other contracts?

A7:

In accordance with H.5.3 Alertness – The Contractor shall obtain the prior written approval of the COR before assigning any guard performing under this contract to work with another client of the Contractor.

Q8:

Are the Surveillance Detection Supervisors and Surveillance Detection Specialists required to be trained prior to the commencement of the contract?

A8:

The Surveillance Detection Supervisors and Surveillance Detection Specialists should have training in Surveillance Detection from their prerequisite position experience requested in the solicitation. H.5.4.5. provides further detail on the specifics of the Surveillance Detection (SD) Training.

Q9:

How much notice (if any) will the Government provide before adding or removing a post?

A9:

The notice for adding a post will depend on the urgency of the required post and the receipt of the modification to add the post. The notice to remove a post is usually as of the date indicated in the modification requesting the change. There is no set notification time period.

Q10:

Must the radio communications system provided by the contractor be solely dedicated to the Embassy / Consulate, or can it be used for other contract operations?

A10:

The radio communications must be solely dedicated to the Embassy/Consulate. C.1.5.8. provides further details on the specifics of the Local Guard Force Radios.

Q.11:

Is the contractor required to provide a repeater system for the radio communications equipment in Ottawa and Toronto?

A11: The Government will provide a repeater system in Ottawa and Toronto.

Q12:

Since the contract requires the Surveillance Detection personnel to work in civilian clothing.

· Is the contractor responsible for providing civilian clothing?

· Or is a special clothing allowance to Surveillance Protection personnel required?

· If a special clothing allowance is required, how much per month/year?

A12:

The contract requires that the Surveillance Detection personnel work in civilian clothing. There is no special clothing allowance paid by or reimbursable from the US Government.

Q13:

Does the Government require personnel in surveillance detection to receive the basic guard force training required in H.5.4.1?

A13:

Yes, the Surveillance Detection Team will need to have the basic guard force training.

Q14:

The U.S. Government provides the initial and subsequent annual training for the Explosive Detectors and X-ray Inspection Equipment Operators. Is the contractor required to record the training in the individual training records?

A14:

In accordance with subsection C.1.5.9.2 – The Contractor shall maintain administrative files, which shall at a minimum include personnel records, investigation records (see H.2) and training records (see H.5.4) on all employees working under the contract.

Q15:

How much advance notice can be anticipated for increases in scope of services taking into consideration the length of time for recruitment, clearances and training of personnel prior to using personnel on post?

A15:

The government will give the Contractor as much time as possible to prepare for any request for new guards.

Q16:

How many reserve personnel should the Contractor maintain in a trained and ready status to respond to additional and emergency services and increases in standard services?

A16:

It is the Contractor’s responsibility to decide the number of reserve personnel that will be needed for this contract.

Q17:

How many relief guards are required to provide the stated number of breaks for all posts listed in Exhibit A?

A17:

The Contractor must provide relief guards in accordance to subsection C.1.5.9.2 of the contract. It is the contractor’s responsibility to determine the number of relief guards needed for this contract.

Q18:

Does the Embassy require screening of applicants to be completed prior to training or just before assigning to post?

A18:

Per Section H.1 of this contract, all guards must have a security clearance before reporting to duty.

Q19:

A guard is not to consume alcohol eight hours prior to duty. However, is there any requirement to test for the presence of alcohol if the contractor’s employee is suspected of having consumed in the 8 hours prior to taking up duty?

A19:

How the Contractor ensures the guard has not consumed alcohol prior to coming on duty is the Contractor’s responsibility in accordance to H.4.7.1. and Exhibit B - General Orders – Guard Conduct in the contract. H.4.7 provides further detail on intoxicants not to be consumed, possessed and/or sold by any employee. Furthermore, H.4.7. states that no employee is allowed to perform duty while under the influence of intoxicants, drugs or substances producing similar effects.

Q20:

Should the cost of the physical/medical examination undertaken by guards initially, and annually, be met by the contractor, or can it be charged back to the individual?

A20:

The contractor will determine whether the contractor or the individual employees are responsible for paying for the annual physical.

Q21:

The U. S. Government provides both the initial and annual training for the Explosive Detectors and X-Ray equipment operations. Should additional costs incurred for this specific training to be included in overhead or are they to be invoiced under additional or emergency services?

A21:

Training for the Explosive Detectors and X-Ray equipment operations is done during the guard’s regular shift of duty.

Q22:

The U. S. Government provides the initial briefing for the Chemical and/or Biological awareness and Countermeasures, but requires the contractor to provide subsequent briefings and recertification training. What is required for recertification? What documentation will be required? Will the Government provide the course literature to conduct it? Does the certifying official require specialized training? (H.5.4.7).

A22:

An annual refresher course will be the recertification. A written certification from the Contractor to the COR indicating the annual refresher recertification has been conducted successfully. The U.S. Government will provide literature. The official conducting the recertification training should have successfully completed the initial training and have valid recertification training and needs to be knowledgeable on this specific training initiative.

Q23:

Should costs incurred for this specific recertification be figured in overhead or are they to be invoiced separately? (H.5.4.7).

A23:

Costs incurred for this specific recertification should be included in the fully loaded rates in Section B.

Q24:

The U. S. Government provides the initial briefing for the Closed Circuit TV operators, but requires the contractor to provide subsequent briefings and recertification training. What is required for recertification? What documentation will be required? Will the Government provide the course literature to conduct it? Does the certifying official require specialized training? (H.5.4.8).

A24:

An annual refresher course will be the recertification. A written certification from the Contractor to the COR indicating the annual refresher recertification has been conducted successfully. The U.S. Government will provide literature. The official conducting the recertification training should have successfully completed the initial training and have valid recertification training and needs to be knowledgeable on this specific training initiative.

Q25:

Should costs incurred for this specific recertification be figured in overhead or are they to be invoiced separately? (H.5.4.8).

A25:

Costs incurred for this specific recertification should be included in the fully loaded rates in Section B.

Q26:

Is First Aid/CPR Training required for the guard force? If so, to what extent and who is required to receive First Aid/CPR Training?

A26:

First Aid/CPR training is not required under the terms of this solicitation.

Q27:

Upon completion of initial and recurring training, is a diploma or certificate required of the contractor?

A27:

In accordance with subsection C.1.5.9.2 – The Contractor shall maintain administrative files, which shall at a minimum include personnel records, investigation records (see H.2) and training records (see H.5.4) on all employees working under the contract.

Q28:

According to Exhibit D - Toronto paragraph 2, the contractor will supply a vehicle. Is there a requirement that the vehicle shall be new and how often should the vehicle be replaced, e.g. every year? If the original vehicle is in good operating condition, can it be kept for the entire contract term?

A28:

Exhibit D – Toronto, paragraph 2 states - The Government shall furnish vehicles necessary for the performance of this contract in accordance with Subsection H.13.

Q29:

What is the maximum duration for a temporary change before a contract modification is required?

A29:

Temporary changes are a request for extra guard(s) for a one time purpose or event not a continuous period of time. All requests of this nature must be made in writing by the Contracting Officer’s Representative under of the terms of the Additional or Emergency Services provision.

Q30:

Are there any personnel positions not listed under Key personnel or in Exhibit A required by the government that are required to be filled by the contractor at his expense?

A30:

All billable positions are based on Exhibit A. Specifically, the contractor can only bill for positions listed on Exhibit A or for temporary services (see Question 29). The cost incurred by the Contractor for providing the Program Manager, administrative support staff, relief guard must be recovered through the billing of fully loaded hourly rates.

Q31:

Does the Government foresee any post requirements at any other location other than those presently listed?

A31:

No.

Q32:

If the Embassy / Consulate modifies Exhibit A establishing a post at a location different than those presently listed, will the contractor be entitled to a price adjustment?

A32:

As long as the new location is within geographic proximity (i.e. the same city) then no adjustment will be allowed.

Q33:

When does the Government anticipate award and start date for the solicitation?

A33:

April 1, 2008.

Q34:

Would hourly cost increase if a terror attack occurred?

A34:

No increases will be allowed other than what the contractor has stipulated in each option year for the duration of this contract.

Q35:

Could the names of the prospective companies bidding for Embassy guard services be identified?

A35:

A bid list is not available since we do not control who has downloaded this solicitation from the internet.