Draft_Solicitation_-_Q As_-_Final_7_30_2015.pdf

DRAFT SOLICITATION – Q&As – 30 July 2015

SWHARC15R0013 – LAW ENFORCEMENT TRAINING SIMULATORS IDIQ

DRAFT SOLICITATION QUESTIONS AND ANSWERS

July 30, 2015

Note: Responses below are provided for informational purposes only. Final specifications and terms and conditions will be reflected on the final solicitation to be posted on FedBizOpps.

Section / Attachment Number

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

1. SWHARC15R0013 Section 6, Pricing for “Core” Supplies and Services It references a not to exceed cost, but we don’t see that information on the PWS or Appendix A

The section references “not-to-exceed unit pricing for each item”. Prospective Offeror must complete Attachment A. The prices in Attachment A will be included in the resultant contract if a contract is awarded to the Offeror.

2. SWHARC15R0013 Section 7 Page 5 & 6

FIXED FULLY-LOADED HOURLY

LABOR RATES…

If we are submitting FFP pricing in Appendix C for all “core contract items”, excluding only ODCs such as travel, DBA insurance and hazard pay, will it be acceptable to submit a “N/A” response for Appendix B.

It will not be acceptable. Labor rates for Appendix B are still required.

The rates will be used to price delivery orders that may be issued on a time-and-material basis.

3. SWHARC15R0013 Page 5 Task or delivery orders awarded under this contract may be performed overseas or in the United States.

Appendix C appears limited to CONUS locations and the PWS suggests shipping OCONUS. These references should be consistent.

Delivery / place of performance for the contract is worldwide (i.e. CONUS and OCONUS).

Performance for locations not identified in Appendix A and C, if required, will be proposed and negotiated at the delivery order level.

Number

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

4. SWHARC15R0013 Section 10, “…At the time of available technology refresh, the Contractor shall propose the contract list price for each refreshed item, including any discounts. The final contract list price for refreshed line items shall be negotiated. Based on the Contractor's proposed price at time of Contract award, the Government shall calculate the line item discount percentage that DOS shall apply during all subsequent technology refreshes. The DOS shall calculate the discount percentage by dividing the proposed unit price by the contract list price and subtracting one (1). The DOS shall calculate the discount percentage independently for each Contract line item. At time of technology refresh, the Contractor shall propose the contract list price for each refreshed line item, and shall propose a discount price based on the discount percentage stated in this Contract…”

The language listed here was unclear to us. Can it be summarized accurately or restated as:

“In response to a request for technology refresh, the Contractor shall propose the then-current catalog or commercial list price for each line item to be refreshed, and shall propose a discount price based on the discount percentage stated in the original IDIQ Contract.”

If the above is not accurate or acceptable, we kindly request a formula that explains the calculation the DOS intends to use, indicating which pricing elements from the original IDIQ and which pricing elements from a technology refresh quote request will be used to calculate a final price for a technology refresh order.

Paragraph will be changed to read:

The final contract list price for refreshed line items shall be negotiated. The Contractor shall propose a discounted price for each line item to be refreshed. The discount offered shall comply with the requirements of SWHARC15R0013, Section 1, 8. Discounts.

5. SWHARC15R0013 Section 10,

10. Technology Refresh - General How can we or can we submit or provide in the solicitation new design enhancements, option accessories?

This is not being considered at this time.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

6. SWHARC15R0013 Section 12, At a minimum, the contractor shall support English, Spanish, French, and Arabic. Language requirements will be identified in each delivery order. The following shall be provided, at no additional cost to the Government, in the requested language:

• User interface for system software

• Technical and maintenance manuals

• Training services and training materials

• Installation services

• Video scenarios

• In-person, telephonic, and e-mail warranty and support

The cost for providing foreign language user interface, software and system documentation are typically known scope and cost.

However, providing on-site and real-time services (training, installation, scenarios, and warranty support) in a foreign language creates a variable cost for the supplier that would impact pricing for all IDIQ locations, even if they do not require foreign language assistance. Will it be acceptable to price foreign language training, scenarios, installation and warranty support at the task-order delivery level?

It is very likely that the majority of the delivery orders issued will contain foreign language requirements. In addition, based on responses received by the Government to a previously issued Request for Information it was determined that the majority of the respondents supported the languages identified in Section 12 of the draft solicitation.

Nonetheless, the final specifications and pricing matrix will be updated in an effort to reduce unnecessary risk.

7. SWHARC15R0013 Section 12, At a minimum, the contractor shall support English, Spanish, French, and Arabic.

Our concern is supporting Spanish, for example, can be very difficult. The Spanish language differs from country to country, i.e., Spanish in Mexico is not the same as Spanish in Argentina, and neither is palatable to Spaniards. Haitian French is not the same as the French spoken in Martinique. This could be a very challenging requirement and providing materials at no cost to the government is a disincentive. Same with Arabic.

The Government is not requesting that the support be included at no cost to the Government. We are requesting Appendix A pricing to reflect the cost of complying with the language requirements.

8. SWHARC15R0013 Section 12, Language Requirements Company X considers that Section 12, Page 7 of the RFP may represent excessive costs that would apply to all locations, even those that do not have foreign language requirements. Company X suggests that installation, training, scenarios and warranty support…essentially all services provided in “real-time” with a user on-site…be priced at the delivery order level.

See response to question number 6.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

9. SWHARC15R0013 Section 12, Language Requirements Why would there be no additional funding to provide all of those documents in 3 additional languages to English?

Pricing in Appendix A should reflect the cost of complying with the language requirements.

Generally, only one language will be required for each site.

If more than one language is required per site, the costs for the additional language will be negotiated at the delivery order level.

10. SWHARC15R0013 Page 7 The Contractor shall provide a standard warranty of at least 1 year for all “core”, “non-core”, and technical refresh items and services delivered.

We believe that this language would be more appropriate in individual task and delivery orders, rather than the RFP.

The final solicitation will be revised to incorporate this comment.

11. SWHARC15R0013 Page 8 Deliveries We believe that the language addressing Deliverables would be more appropriate in individual task and delivery orders, rather than the RFP.

The requirements set forth in section 15 are expected to apply to all delivery orders.

12. SWHARC15R0013 Page 10 Data Deliverables/Reports

Is there any possibility that data involved with an individual task or delivery order may be confidential or require a defined clearance level?

Not at this point in time.

13. SWHARC15R0013 Section 21, Place of Delivery / Performance In Appendix C it states that everything will be delivered to a CONUS location, but in PWS, it is suggesting we will ship overseas. Please clarify

See response to question number 3.

14. SWHARC15R0013 Page 17 Travel

Is there any possibility that travel may require special arrangements for security of contractor employees?

Special arrangements for travel may be required.

However, note that travel costs will be proposed and negotiated at the delivery order level.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

15. SWHARC15R0013 Page 18 Federal Holidays and Other Non-Work Periods

This sections list CONUS holidays. How will OCONUS holidays be managed?

Suppose a delivery order is issued in support of a program in Mexico. Mexican holidays will be included in the request for delivery order proposal and incorporated in the resultant delivery order.

16. SWHARC15R0013 Page 38 The RFP states that: Technical and past performance, when combined, are significantly more important than price.

Will the degree of importance allocated to Price increase as Offerors’ proposals become more equal in the other evaluation areas?

We believe the evaluation factors, as written, are in line with the requirements of FAR 12.602.

17. SWHARC15R0013 Page 18

RFP discusses requirements for TCNs but not CCNs

Will Cooperating Country Nationals (CCN) be required in the performance of this contract? If so, what are approval and salary requirements including limitations on payment (e.g., local compensation plan) that apply?

It is up to the contractor to determine the type of employees to be utilized. We do not expect any restrictions on the use of host-country nationals.

Refer to DOSAR Clause 652.242-73 (Authorization and Performance). The actual place of performance will be identified in each request for delivery order proposal.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

18. SWHARC15R0013 Page 30 52.217-9 Option to Extend the Term of the Contract (Mar 2000).

(a) The Government may extend the term of this contract by written notice to the Contractor within the current ordering period; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 days [60 days unless a different number of days is inserted] before the contract expires. The preliminary notice does not commit the Government to an extension.

Is the written notification to extend the term, 15 days or 60 days?

15 days.

Contract writing system does not allow for deletion of the text with [ ]. The formal solicitation will attempt to remove the reference to 60 days.

19. SWHARC15R0013 Page 35 of 60 Para. 2.2.3 (a)

PPQ

Past Performance Questionnaire (PPQ) As the sole subcontractor who performed the majority of the work on an IDIQ delivery order, does the questionnaire go to the prime contractor or to the Government end user?

The questionnaire should be sent to an individual having knowledge of the work performed AND contract requirements.

Depending on the situation the Government end-user might not be aware of the subcontract terms and conditions. Prospective Offerors should use their best judgement.

20. Appendix A Please advise what you need with these options. They seem to be duplicates of Base pricing options.

The items required are the same. Prospective Offerors are free to propose the same pricing for all option periods. However, if escalation is required, the prospective Offeror should include the applicable price for each ordering period of the contract.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

21. Appendix B Please advise what you need with these options. They seem to be duplicates of Base pricing options.

See response to question 20.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

22. Appendix C X01 – Page 1 Hardware, Microprocessor, Windows Platform, Camcorder, Touchscreen laptop, touchscreen tablet, User friendly graphic interface, wireless keyboard, wireless mouse, wireless printer, Multiple screens with like number projectors to provide a minimum 180 degree field of vision capable of displaying a seamless panorama with peripheral views, Operator Station, Effective Sound system, Effective Ventilation system, all necessary cabling and connectors, System/ Instructor guides & manuals, Original Manufacturer’s Warranty, Software:

Audio/Visual/Graphic interface and pre-loaded programs/applications to be owned by buyer upon purchase of system and not subject to license renewal, with programs that support basic marksmanship proficiency training as well as scenario-based training on defensive tactics and appropriate use of force.

1) Will it be acceptable if the system is based on a computer format other than a touchscreen laptop?

2) Will be it acceptable to propose the touchscreen tablet as an optional remote control device on a per-delivery order level?

3) The core contract items separately require scenario filming/authoring components (X08). Therefore, will it be acceptable to exclude the camcorder from the simulator?

A revised requirement that would ideally address all posed questions might read as follows:

“Hardware, Microprocessor, Windows Platform, Touchscreen instructor operator station computer, User friendly graphic interface, wireless keyboard, wireless mouse, wireless printer, Multiple screens with like number computers and projectors necessary to provide a minimum 180 degree field of vision capable of displaying a seamless panorama with peripheral views, Effective Sound system…”

The suggestion of the wireless touchscreen tablet to be an optional item might then produce a new core equipment item with its own requirement:

“Tablet computer that connects to the instructor control station via standard wireless technologies and provides remote touchscreen operation of the simulator using the same software user interface as the control station software.”

The Government will revise the specifications for this item.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

23. Appendix C X01 Fixed Firearm Simulator Please confirm a 5 year software license would be acceptable.

The Government expects the majority of the simulators to be donated to the host country under the US Foreign Assistance Act.

It is therefore imperative that any vendor-specific software be provided with perpetual licenses. The Government requires the host-country to be able to use the delivered simulators without the need to incur additional licensing fees.

24. Appendix C App C, Page 1 of 8, Para X01 – Fixed Firearm Simulator & Para X02 – Portable Firearm Simulator

Complete Firearms Simulator:

Specification X01 Fixed Firearm Simulator describes many elements of a complete firearms simulator to include an effective ventilation system.

With the ventilation system specification stated, it is safe to assume future task orders under this IDIQ may require live fire training requirement? If not, what is meant and expected from a ventilation system under this requirement?

Live fire will not be required.

Ventilation specification is in reference to an adequate ventilation system that prevents overheating of computer system with extended use.

25. Appendix C X02 COMPLETE PORTABLE FIREARMS

SIMULATOR WITH DUAL SCREEN

MINIMUM WIDTH OF 144”X 76”

HEIGHT

Is the requirement for a portable firearms simulator with two screens measuring a minimum of 144”x76”? Company X would recommend you putting the training requirement instead and let the manufacturer determine how best to achieve. (i.e. if the requirement was that the system needs to be capable of training 6 trainees in marksmanship at one time, Company X can achieve this with one 163” wide screen).

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

26. Appendix C X02 Weight of the system not to exceed 200 pounds.

Is the entire weight of the system to remain under 200 pounds?

Currently a portable screen in its case is almost 100 pounds by itself. Company X would recommend if weight needs to be listed, list the maximum weight of one case instead. (i.e. if the system is packed into four cases all cases have to remain under 100 pounds.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

27. Appendix C X02 – Page 1 COMPLETE PORTABLE FIREARMS

SIMULATOR WITH DUAL SCREEN

MINIMUM WIDTH OF 144”X 76”

HEIGHT: Hardware, Microprocessor, Windows Platform, Camcorder, Touchscreen laptop, touchscreen tablet, User friendly graphic interface, wireless keyboard, wireless mouse, wireless printer, a standalone screen at least twelve feet in width, Operator Station, Effective Sound system, Effective Ventilation system, all necessary cabling and connectors, System/ Instructor guides & manuals, Original Manufacturer’s Warranty, Software:

Audio/Visual/Graphic interface and pre-loaded programs/applications to be owned by buyer upon purchase of system and not subject to license renewal, with programs that support basic marksmanship proficiency training as well as scenario-based training on defensive tactics and appropriate use of force.

This system must be self-contained and user-ready, easily transportable/moveable to fit inside the bed and or carrying compartment of a standard ½ ton van/light truck/SUV with the weight of the system not to exceed 200 pounds.

Power access should be for 110v or 220v at 50Hzs – 60 Hzs

1) Can you clarify if the portable system requires a single or dual projections screens?

2) Will it be acceptable if the system is based on a computer other than a laptop?

3) Will be it acceptable to propose the touchscreen tablet as an optional remote control device on a per-delivery order level?

4) Can you clarify if the term “self-contained” applies for operation or only for transport?

5) The core contract items separately require scenario filming/authoring components (X08). Therefore, will it be acceptable to exclude the camcorder from the simulator?

A revised requirement that would ideally address all posed questions might read as follows:

“COMPLETE PORTABLE FIREARMS SIMULATOR:

Hardware, Microprocessor, Windows Platform, portable computer system as operator station, User friendly graphic interface, wireless keyboard (if not a laptop), wireless mouse, wireless printer, a standalone screen at least twelve feet wide and 7 feet high, Effective Sound system…”

Must be easily transportable/moveable in included sturdy, lockable transport cases for all equipment that fit inside the bed…”

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

28. Appendix C X02 Portable Simulator System Title says Dual screen, but in paragraph copy it says stand-alone screen, please clarify.

29. Appendix C X03 , Page 1 Untethered Replica Pistol Does the replica pistol need to recoil? Replica pistol will be replaced by an untethered drop-in recoil kit.

30. Appendix C X03 , Page 1 Untethered Replica Pistol Does the system have to have replica pistols? Company X currently uses real pistols with drop in laser recoil kits. Company X has found that replica firearms do not hold up as well during training and real firearms allow for better immersion which equates to better training. Company X would recommend adding wording that allows for drop in laser recoil kits that convert real weapons preferably supplied by the end user since origin is not yet known.

Replica pistol will be replaced by an untethered

31. Appendix C X03 / X04 Page 1 & 2

“…shall be of the same size and weight and operate in the same manner as the live weapon…”

For both X03 and X04, is it acceptable to propose industry standard drop-in recoil kits which provide accurate weight and dimensions, simulated recoil and integrated laser, to be installed a user-supplied weapon?

Yes

32. Appendix C X03 & X04 Untethered Replica Pistol and Rifle There needs to be an area where we can have a weapons maintenance station to support weapons.

The final specifications will include a recharge station for the drop-in recoil kits.

33. Appendix C X04 , Page 1 Untethered Replica Rifle Does the replica rifle need to recoil? Replica rifle will be replaced by an untethered

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

34. Appendix C X04 , Page 1 Untethered Replica Rifle

Does the system have to have replica rifles? Company X currently uses real rifles with drop in laser recoil kits. Company X has found that replica firearms do not hold up as well during training and real firearms allow for better immersion which equates to better training. Company X would recommend adding wording that allows for drop in laser recoil kits that convert real weapons preferably supplied by the end user since origin is not yet known.

Replica rifle will be replaced by an untethered

35. Appendix C X05 , Page 2 Replica Taser

What make and model of Taser – X26 and or X2? Any model is acceptable.

36. Appendix C X05 , Page 2 Replica TASER

What type of TASER? (X26, X26P or X2)

See response to question number 36.

37. Appendix C X06 Flashlights How many would be required to operate independently at the same time on one screen and in what modes (judgmental and/or marksmanship?

Specifications for items X01 and X02 will be revised. If required, simultaneous operation of more than one flashlight per screen will be included in the revised specifications.

38. Appendix C X07 The hostile / return fire feature must have the capability to be manually controlled by the instructor or automatically coordinated with the video scenario.

The ability for a projectile-based device to be integrated into a video simulator (“automatically coordinated with the video scenario.”) is a patented technology available from Cubic, formerly AIS.

Is it acceptable to propose a return fire feature that is only manually controlled by the instructor?

Yes. Specifications will be revised.

39. Appendix C X08 “…The hardware and software shall output files in a format that are compatible with the simulator systems.”

Can you confirm if the output video should be in High Definition quality as well?

Yes. Output video should be High Definition.

Specifications will be revised.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

40. Appendix C X09, Page 2 Installation of Fixed System - Price per System

Please advise what you need with these options. They seem to be duplicates of Base pricing options.

Item X09 refers to the installation of the fixed simulator system (X01).

41. Appendix C X10, Page 3 Site Survey - Price per Location How do we quote price plus travel cost? Travel costs will be proposed and negotiated at the delivery order level.

Page 5 of 60 of the solicitation, paragraph 6 reads in part: Unless otherwise specified in Appendix C, the price of services excludes travel and DBA insurance expenses.

42. Appendix C X11, Page 3 On-Site Operator / Instructor Training How do we quote price plus travel cost? See response to question number 41.

43. Appendix C X11, Page 3 On-Site Operator / Instructor Training Is the onsite operator just for the Training, or is there an opportunity to provide an onsite operator throughout the contract period?

Item X11 refers to the provision of training for on-site operators and instructors (i.e. end users). The reference to on-site operator / instructor does not pertain to contractor employees.

We don’t expect the need for an on-site Contractor employee to operate the equipment.

44. Appendix C X12, Page 4 On-Site Scenario Creation Training

How do we quote price plus travel cost? See response to question number 41.

45. Appendix C Pages 2,4,5 (X08, X12, X13

Scenario Creation and Editing Hardware and Software, On-Site Scenario Creation Training, On-Site Scenario Authoring Services for 3 Scenarios

Will the government consider the use of High-Definition (HD) Computer-Generated Image (CGI) technology in lieu of live actors and film based audio visual processes?

Not at this time.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

46. Appendix C App C, Page 4 of 8, Para X13 – Onsite Scenario Authoring Services for 3 Scenarios

“Post-Production” category, bullet 6:

“FATS scenarios authoring (Standard Definition)”

This requirement is confusing as FATS is a specific product name of a Company X product. Does the Government own legacy FATS systems that need scenario authoring or was this acronym being used another way in this context?

Part B of this is again, why the Standard Definition format?

Item X13 will be removed.

47. Appendix C App C, Page 4 of 8, Para X13 – Onsite Scenario Authoring

“Production” category, bullet 7: “Onsite video production training”

Did the Government intend to include production training as part of “Onsite Scenario Authoring Services” requirement? This is more of a stand- alone item or something that would be more appropriately found under requirement X12 – “On-Site Scenario Creation Training”. Training during production is something that traditionally isn’t done concurrently to the rest of the requirements in X13, and increases the cost of the effort significantly.

Item X13 will be removed.

48. Appendix C X13, Page 4 On-Site Scenario Authoring Services (3 Scenarios)

How do we quote price plus travel cost? Item X13 will be removed.

49. Appendix C App C, Page 4 of 8, Para X13 – Onsite Scenario Authoring

All video will be shot in high definition format. Scenarios will be authored in Standard Definition.

What is the Government’s intent to film something in High Definition, and then author/edit it into Standard Definition? This defeats the purpose of filming in HD.

Recommended language:

Filming and authoring/editing of scenarios will be done in High Definition format.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

50. Appendix C X13 Copies of all video segments utilized to produce the scenarios will be delivered to DOS as government-owned property. All video will be shot in high definition format. Scenarios will be authored in Standard Definition.

1) Can you advise if the Contractor will have license or be allowed to redistribute the filmed scenarios to other Contractor customers (for free)?

2) The current industry standard for scenario quality is High Definition. The industry will move to 4K and higher resolutions within a few years. We would respectfully suggest changing the requirement here to require that authored scenarios be in at least High Definition video quality, rather than Standard Definition.

51. Appendix C X13 On-Site Scenario Authoring Services for 3 Scenarios

If the additional three scenarios are facility specific, will there be a higher level of security classification placed on the overall scenario as a result of the embedded information and training related Tactics, Techniques, and Procedures (TTPs)?

52. Appendix C X19 Training Subject Matter Expert We see the requirements for such a position to really be tight when it asks for both a Masters Degree AND at least 10 years of experience. This limits the amount of people available thus driving up the costs unnecessarily when there are other competent trainers available, but they may not fit one or both criteria completely.

As there are so many areas a Training SME may be utilized on an IDIQ contract, suggested mitigation would be to get the description of the work to be performed down to a more granular level for the proposal and then assign the minimum personnel requirements. Having such tight requirements for such a potentially broad category will make it tough on industry to comply.

Agreed. This labor category will be removed from Appendix B and C.

If required, this category will be negotiated at the delivery order level.

53. General N/A N/A Who will maintain custody of the technology DOS or Foreign Partner? If a foreign partner, government or commercial?

DOS or Foreign Government.

Page Number and Paragraph

Draft Solicitation Requirement Question / Recommendation Response

54. General N/A N/A Will the trainers and operators be hired by the contractor or foreign country or DoS? It is not clear what is required after the train the trainer is delivered.

Other than warranty and support we don’t expect any contractor involvement once the installation and training is completed.