Section L Instructions to Offerors-Voluntary Advisory Evaluation Procedure CSO 05 16 2023.pdf

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Section L - REQUEST FOR PROPOSAL INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1. Type of Contract The Government contemplates multiple awards of an Indefinite- Delivery/Indefinite-Quantity (IDIQ) Time and Materials contract with fully burdened Fixed-Priced hourly labor rates and reimbursable CSO travel, with restrictions and approval at Government discretion. All services will be ordered by task order with stated ceiling rates.

Offerors are strongly encouraged to carefully review all factors identified in Section C, Super 7 SOW on factors, and the Instructions for submission of responses, prior to providing their submission. This procurement is being executed under FAR Part 15.

2. Questions Any questions regarding this solicitation must be submitted via email to osc.procurements@usdoj.gov with a copy to Contracting Officer Christopher Cook at Christopher.Cook4@usdoj.gov and Contract Specialists Courtney.Middleton@usdoj.gov and Pamela Sullivan at Pamela.Sullivan1@usdoj.gov no later than 08:00am EST on May 31, 2023. The Offeror must include the solicitation number in the subject line of the email.

3. Voluntary Advisory Evaluation Procedure The Government intends to conduct this procurement through a voluntary advisory evaluation phased submission and evaluation in accordance with DOJ Instruction

1301.01.02 (May 3, 2019) and Appendix A, DOJ Acquisition Innovation Guide (May 2019).

An estimated schedule is below:

Event Date

Phase I Written Answers Due Solicitation due date

Voluntary Advisory Evaluation Notification, and Schedule for Phase II, as applicable

Within seven (7) business days after Phase I

Phase II – Slide Presentations and Questions Within eleven (11) business days after notification

Voluntary Advisory Evaluation Notification, and Schedule for Phase III, as applicable

Within seven (7) business days after Phase II

Phase III – Price Review, as applicable Within seven (7) business days after Phase II

4. Proposal Due Date and Submission

The Offerors shall submit the written answers associated with Phase I via email to

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osc.procurements@usdoj.gov with a copy to Christopher.Cook4@usdoj.gov, Courtney.Middleton@usdoj.gov and Pamela.Sullivan1@usdoj.gov no later than 8:00 am EST on June 23, 2023. Further instructions for Phase II volume submission will be provided after the Government completes its evaluation of proposals received in response to Phase I.

No other methods of submission will be accepted.

The Government is not liable for any expenses incurred by the Offerors in developing and submitting proposals for this solicitation.

All correspondence to the Government must include at a minimum:

• The company name

• UEI number

• Address

• Authorized corporate representative and o Their title o Email o Phone number

5. Instructions for Phase I Written Answer and Phase II Slide Presentation Preparation

The following instructions are for the preparation and submission of written answers and slide presentations. The purpose of this section is to establish requirements for the format and content of submissions so that all documentations contain essential information and can be evaluated equitably. Offerors must read the entire solicitation document, including all attachments, prior to submitting questions and/or preparing your offer. Omission of any information from the offeror submission requirements may result in rejection of the offer. Offerors must follow the detailed proposal preparation instructions fully and carefully.

(1) Written answers and slide presentations that fail to conform to the format requested may be found unacceptable and may be rejected without further consideration if the Contracting Officer determines that a significant revision or addendum to the Offeror’s proposal would be required to permit further evaluation, and especially if the incompleteness of the proposal or errant formatting of the proposal appears to be due from a lack of diligence or competence of the Offerors.

(2) The proposal shall be valid for one hundred and eighty (180) calendar days from the proposal due date.

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5.1. Written Answers and Slide Presentation

Written Answers – No more than three (3) pages for each question answered. There are ten (10) written questions, therefore the total page limitation for the written answers shall be no more than eighteen (18) pages. Excess pages shall not be reviewed nor evaluated. The page count for the technical proposal is exclusive of the cover letter, cover page, or table of contents, if any.

1) 12-point font no reduction is permitted except for organization charts or other graphic illustrations, or in headers/footers.

2) In those instances where reduction is allowable, Offerors shall ensure that the print is easily readable; no less than 8-point font on graphs and 10-point font on tables.

3) Each page shall have adequate margins on each side (at least one (1) inch) of the page. Header/footer information (which does not include any information to be evaluated) may be included in the 1" margin space.

4) Each file shall be submitted in a format readable by Microsoft Office 2013 (DOCX) or searchable/unlocked PDF.

Slide presentations - Slide presentations shall not exceed a 45-minute briefing. Offerors have the discretion on the number of slides and its format as long as it meets the time limit criteria.

Additional information in excess of the time limit will not be considered. Offerors shall ensure that the print, graphics, and fonts are easily readable. Slide presentations shall be submitted in a format readable by Microsoft Power Point (PPT).

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6. Proposal Content (Phase I, Phase II, Phase III)

Naming Convention

Tab Title Associated Evaluation

Criteria

Phase I – Direct to Performance Questions

Tab A (Document) Written Answers 1

Phase II – Technical Capability

Tab A (Slides and Recorded Video)

Slide presentations and challenge questions 1

Tab B Understanding of SOW/assumptions and six elements

Phase III – Price

Tab A (Document) Quotation Cover/Transmittal Letter N/A

Tab B (Document) Pricing Schedule (see excel workbooks) 3

NO PRICE INFORMATION IS TO BE INCLUDED IN PHASE I or II.

6.1. Instructions - Phase I

Phase I – Written Answers

Criteria: No more than three (3) pages per question. See Section 5.

Questions:

1. Considering the requirements identified in Sections C.2, C.3, and C.4 of the SOW, describe your organization’s process and ability to recruit, verify, and hire for multiple vacancies at any time for positions with stringent qualification requirements, such as LEO experience and arrest authority.

2. Considering the requirements identified in Section C.9 of the SOW and attachment 4(E) Physical and Medical Standards, describe your organization’s process and ability to perform Medical Qualifications, to include Qualifying Physicians, Reviewing Medical Officers, and ensuring compliance with all SOW requirements.

3. Provide an overview of how you will develop a training program to meet all training and qualification requirements for each required training element outlined in the SOW and corresponding attachments?

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4. What is your company’s current methodology on quality control/oversight to ensure your employees meet performance expectations, contract deliverables are completed timely and accurately? Include corrective action plans, progressive discipline plans and differentiate between corporate level functions and those needed to manage employees on-site at client facilities. How does the company address individuals with multiple violations? Are there any performance or conduct violations that the company would consider grounds for immediate removal?

5. Provide a visual interpretation addressing the proposed Timeline and Milestone accomplishments of the 60-day Phase-In transition period to ensure no gap in security services, including retention of staff and providing all necessary equipment, during the contract transition period?

6. What other government agencies have you supported with projects of similar size and scope to including on-boarding efforts, training plans, and equipment and uniform requirements? What is the best management approach that you will offer USMS and how does this set you apart from the competition?

7. Your company has had repeated issues with recruiting qualified candidates for a specific area.

Identify the ways in which your company would solve this issue beyond your standard approach and how your company will fill vacant posts and provide the necessary level of security to ensure no impact to security operations in this location.

8. In a district with multiple sub-offices, the COR is receiving recurring reports from USMS district personnel in one facility of CSO general misconduct, personality conflicts, and overall contentious work environment. How would your company address the issues in a sub-office without degrading support and oversight of the remaining facilities? For concerns that may not result in a specific contract violation, what company policies and practices are in place to resolve your employee issues and conflicts?

9. Considering the extensive CSO training requirements contained in the contract, how is your company able to mitigate any instructor shortages to ensure all training will be completed on-time?

Does your company anticipate relying on waiver approvals for instructors to meet training deadlines?

10. During a Quality Control Inspection, your QCI comes across a CSO violating CSO Performance

Standards, such as sleeping on post or using their cell phone. How would your company handle this situation? If this is a performance issue that occurs repeatedly during QC Inspections, identify the ways in your CSO and/or Corporate in which your company would be able to identify this trend, and the processes in place which would mitigate this risk to the USMS.

6.2. Instructions – Phase II

Slide presentations – See Section 5.

Criteria: Technical Capability slide presentation shall address the technical requirements of

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the solicitation document. USMS will use this information provided to identify distinctions in the quality of offered services and the capability of the vendor proposed to perform the work.

The Offeror shall identify and describe the methodology and analytical techniques to be used in fulfilling the requirements of the SOW:

Element 1. Recruitment Program and Vetting Applicants

Offerors should specifically highlight:

Requirements in C.4, Internal vetting techniques to independently verify qualifications Retaining pool of qualified applicants Methodology to meet 21-day submission requirement

Element 2. Medical Qualification and Review Process

Identification of qualified Physicians and RMOs, Strategies to mitigate Physician and RMO shortages Internal review processes to meet all requirements in C.9 and Attachment J.4(E)

Element 3. Training and Qualification Program

Strategy and ability to conduct and complete all phases of training Meeting training timelines, Method for identifying qualified instructors

Element 4. Quality Assurance/Quality Control (QA/QC) Plan

Identification of quality control inspectors (number and qualifications) and responsibilities, Uniform and appearance, On-Site QC measures and Corporate QC measures, Frequency of inspections/oversight, Proposed management and oversight of on-site personnel

Element 5. Phase In/Phase Out Transition Plan

Procurement for all CFP and CSO Uniforms Status reports to the government Coordination plan with incumbent vendor during transition

Element 6. Contract Performance Standard

Policies regarding progressive disciplinary action governing employees violating contract performance standards

Policies regarding company stance and

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practices on mitigating issues and questions if a climate concern arises or comes about

The slide presentation will be presented by Offerors to the Evaluation Board. Phase II will be recorded in Cisco WebEx. The Offeror’s representative shall be the primary point of contact (e.g., the program manager) who will be closest in contact with USMS if awarded.

Three challenge questions will be asked by the Evaluation Board at the end of the presentation.

The Offeror’s briefer and oral question POC shall be the primary point of contact (e.g., the contract/program manager) who will be closest in contact with USMS if awarded.

Offerors will be provided with a meeting invitation link with date and time. The recording is source selection sensitive and will be handled accordingly. The Offeror retains full responsibility for ensuring its participants are able to gain access into the Cisco WebEx.

The Offeror’s participants in the slide presentation shall be limited to the designated Program Manager for the requirement as well as the responsible corporate official. No more than three

(3) total Offeror Participants shall attend.

Section Slide presentation component Total time allotted

1 Introductions and Rules of Engagement 5 minutes

2 Slide presentation with the understanding of the six elements 45 minutes maximum

3 Three (3) on-the-spot challenge questions. 15 minutes

4 End N/A

6.3. Instructions - Phase III

Pricing Excel Workbook (Section J - Attachment ID and IE)

Criteria: Use the attached pricing excel workbook. Refer to tab labeled “Instructions” of Pricing Template workbook for detailed instructions.

The subcontracting plan shall be submitted as a separate document due at Phase III. The subcontracting plan will be assessed as acceptable or unacceptable at CO discretion.

Completion of the price excel workbook is required for a full evaluation of an Offeror’s proposal.

Proposal Cover/Transmittal Letter

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The Offeror shall provide a Proposal Cover/Transmittal Letter (limit 2 pages) with pertinent Offeror information. This information should include, at a minimum, the company name, UEI number, address, authorized corporate representative and their title, email and phone number.

Offerors participating in teaming/partnering arrangements for this acquisition shall submit their teaming/partnering agreements with their proposal. The agreements shall be signed by the parties and shall demonstrate the relationship between vendors and identify contractual relationships and authorities to bind the vendor and the team/partnership. Offerors proposing major subcontracts (subcontracts exceeding 10% of the overall prime contract value, if applicable) shall submit signed letters of commitment from the subcontractors which define the contractual relationship and identify contribution to the planned arrangement in terms of the type and proportion of work to be performed. Copies of agreements and letters of commitment shall be submitted with the proposal under this section and will not count towards the page limitation. Offerors shall include a cover page with their agreements to include a list of the teaming/partnering parties and the following information for each party: company name, UEI number, address, point of contact, email address, phone and fax numbers.

7. Voluntary Advisory Evaluation Procedure Notification

Offerors will receive an advisory notification via e-mail from USMS Contracting Staff. This notification will advise the Offeror of the Government’s advisory recommendation to proceed or not to proceed with Phase II submission. Offerors who are rated most highly for Phase I will be advised to proceed to Phase II of the proposal submission process. Offerors who were not among the most highly rated will be advised that they are unlikely to be viable competitors, along with the general basis for the Government’s advisory recommendation. The intent of this notice is to minimize proposal development costs for those Offerors with little to no chance of receiving an award. However, the Government’s notice will be a recommendation only and those Offerors who are advised not to proceed may elect to continue their participation in the procurement.

Failure to participate in Phase I of the procurement precludes further consideration of an Offeror. Phase II submissions will not be accepted from Offerors who have not participated during Phase I. For those Offerors that are advised to proceed to Phase II of the proposal submission process, the Contracting Officer will include the Phase II submission instructions on the advisory notification, including the date, time and exact location of the Offeror’s scheduled slide presentation. The Government recommends Offerors to begin preparation of Phase III pricing only after receipt of the Phase II voluntary advisory notice.

Those Offerors that received voluntary advisory notification not to proceed to Phase II, but regardless choose to proceed shall send an email to osc.procurements@usdoj.gov with a copy to Christopher.Cook4@usdoj.gov, Courtney.Middleton@usdoj.gov and Pamela.Sullivan1@usdoj.gov not later than 24 hours after receipt of the advisory recommendation not to proceed, indicating its intent to participate in Phase II. After the Contracting Officer receives notice from the Offeror stating its intent to participate in Phase II despite the Government’s advisory notification not to proceed, the Contracting Officer will send a separate e-mail with Phase II submission instructions within seven (7) business days.

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Rules of Engagement for Slide Presentation and On-The-Spot Challenge Questions:

1. The Offeror’s participants in on-the-spot oral questions shall be limited to the designated Program Manager for the requirement as well as the responsible corporate official. No more than three (3) total Offeror Participants shall attend.

2. The Government WILL NOT ask questions about information contained in an

Offeror’s submission for Phase I. Phase 1 submissions will be submitted and evaluated prior to Phase II.

3. The Offeror may not generally ask questions during the slide Presentation. Any questions asked must be directed to the Contracting Officer and should only deal with logistics and conduct of the presentation.

4. Phase II presentations do not constitute discussions. The Government will not ask questions that will invite or allow the Offeror to change its offer. The Offeror shall not volunteer any information that might be construed as changing its offer. Phase II presentations are distinct from the Government’s reserved right to conduct exchanges.

5. The Offeror participants shall not reach back, by telephone, e-mail or any other means, to any other personnel or persons for assistance during the presentation.

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8. FINANCIAL RESOURCES

In addition to the requirements of FAR 9.104-1, FAR 9.104-2 Special standards of responsibility pertaining to this solicitation are as follows:

To be determined responsible, a prospective Contractor must have adequate financial resources to perform the contract, or the ability to obtain them. The offeror shall provide evidence and documentation to the Government establishing its ability to meet all resources required to successfully perform all contract terms and conditions. The documents required by the Government to be used in making such a determination are attached under Section J.9 Special Standards of Responsibility.

1. Acceptable Financial Capability - Based on the size of the potential award(s), the offeror will be required to provide additional information proving financial capability. The offeror must be able to show financial assets sufficient to support at least three (3) months of total payroll and all other operating expenses necessary to meet the terms and conditions of the contracts. The apparent successful offeror will be required to demonstrate acceptable financial capability. This demonstration of financial capability is additive for each contract award. For example, suppose an offeror has demonstrated to the government financial capability to handle financially total contracts of up to $600 million in value. If based on the overall evaluation of offers that particular offeror was in-line for contracts worth more than $601 million, the offeror would only satisfy this special standard of responsibility for contract awards up to $600 million in value. The offeror would not meet this standard for any contracts beyond the $600 million threshold.

2. Financial Condition and Capability - The CO will utilize the information provided under

Volume III in response to this factor to analyze the offeror’s respective financial condition and compare it with the Dun & Bradstreet rating for each offeror. The CO shall determine an overall financial condition and capability for each offeror based on an analysis of the financial information submitted in accordance with the requirements of Section J.9, Special Standards of Responsibility and the Dun & Bradstreet rating, and find the offeror to be Acceptable or Unacceptable as follows:

Acceptable

The offeror’s financial condition is stable and demonstrates the company’s financial resources far exceed those needed to acquire and provide resources to support the requirements of this contract.

The offeror’s financial condition is sufficient to acquire and provide the resources to support the requirements of this contract. The financial information presented indicates that the offeror will be capable of fulfilling the contract given the current financial condition of the company.

Unacceptable

The offeror’s financial condition is weak and indicates that it may not be capable of fulfilling the contract given the current financial condition of the company.