Final Q As Consolidated Guard project- Amendment 6.doc

Final Questions & Answers Solicitation TIRMS-10-R-00004

Armed Guard Services at the Fresno and Ogden Campuses

1) Initial Training:

In response to question #86 which says in part, “In other words, all incumbents must be totally retrained? Please clarify,” you answer, “According to 3.8, yes, all must be retrained.” And your answer to question #75, “Are incumbents who are hired on required to go through all hours of initial training?”, you answer, “Training would be required for all guards.” But your answer to question #15 (“Fresno – All existing Officers are current on training and I do not believe re-training would be necessary. All state licenses would still be valid. Training would be required for new guards only”) contradicts your answers to #86 and 75 and only covers Fresno.

What is correct for the Ogden and Fresno campuses?

Test all “incumbent” officers and those that fail would need to re-train, those that pass need not. Headquarters will make the final decision.

2) Resumes:

Your answer to question #36 regarding Key Personnel resumes states “The executives must be submitted along with the Project Manager and Contract Manager.”

In our proposal, our Contract Manager is also a corporate officer; does this satisfy the requirement or do we still need to submit a resume of a corporate officer?

This would satisfy the requirement.

3) Resumes:

a) Is an Alternate Contract Manager's resume required?

No. We would assume the on-site Shift Supervisor would act on his/her behalf if necessary.

b) Could one of the two PM/Site Supervisors be dual-hatted as the Alternate Contract Manager?

Yes, in his/her absence and depending on the length of time at the Company’s discretion.

4) Muster:

Your answer to question #6, "In other words, please verify guard mount not required at Ogden" states, "Ogden - no formal "daily muster" of the guards."

Is this also true for the Fresno campus?

True, no formal muster.

5) Muster:

Your answer to question #65, "Will the Government provide the required time period of Guard mount?", you state, "Fresno response: This is covered by the contractor."

Is guard mount recommended for Fresno and not for Ogden?

Fresno – there is no formal muster/no guard mount

6) Administrative Assistant:

Your answer to question #40 states that the administrative duties can be completed by the Project Manager or Contract Manger, suggesting that the position of Administrative Assistant may be expendable. However, your answer to question #41 states that an Administrative Assistant position is required at both sites.

a) Is one dedicated Administrative position required to administer both sites?

There should be administrative support at each site.

b) Are two dedicated Administrative positions required to administer each campus separately?

Fresno – yes

Ogden – depends on the need/demand

7) Holidays

Your answer to question #8 is contradictive to DOL SCA wage determination requirements which states that we must account and pay for a total of eleven (11) holidays. SCA requirements may govern over the requirements stated in the contract.

a) Please acknowledge that the contractor will be required to recognize and pay a total of eleven holidays at both campuses.

10 holidays for both campuses

8) State Training

a) Please define the total number of state training hours which all armed guards will have to complete in order to stand post on day one of the base period at the Ogden campus.

b) Please define the total number of state training hours which all armed guards will have to complete in order to stand post on day one of the base period at the Fresno campus.

Guard card requires 8 hours. Weapons permit requires 16 hours.

9) Past Performance Questionnaires:

a. What address should the Past Performance Questionnaires be sent to?

IRS – Midstates Procurement Office

4050 Alpha Road, 1045NDAL, 9th Flr.

Dallas, TX 75244--4203

b. When are the questionnaires due?

2:00 pm CST on September 22, 2010

c. Should the contractor submit the PPQ with the Proposal or should our customer’s send them to the KO?

Submit the past performance questionnaire with the proposal.

However, If your reference would rather submit the questionnaire directly to Procurement, they may do so by emailing the Questionnaire (Attachment 5) to Lachon Langham at Lachon.N.Langham@irs.gov. All questionnaires must be submitted by 2:00 pm CST on September 22, 2010. It is the Offeror’s responsibility to contact Procurement via email to verify that the Questionnaire has been received.

10) Fresno, CA Dispatchers:

a. What labor category do the dispatchers fall under?

Guard II

b. What wage rate do the dispatchers receive?

Guard II wages

c. Are dispatchers trained to use a weapon?

The answer is found in Amendment dated 9/8/10, see question #95

d. Do dispatchers carry weapons on post?

The answer is found in Amendment dated 9/8/10, see question #96

11) Ogden, UT Dispatchers:

a. What labor category do the dispatchers fall under?

Guard II

b. What wage rate do the dispatchers receive?

Guard II wages

c. Are dispatchers trained to use a weapon?

The answer is found in Amendment dtd 9/8/10, see question #99

d. Do dispatchers carry weapons on post?

The answer is found in Amendment dtd 9/8/10, see question #100

12) PWS, Section 4.2:

The requirement is that “a licensed gunsmith, in writing, must certify all firearms safe and accurate.”

a) Since we are purchasing new weapons, can the certification be made by the gun dealer, in writing?”

If they have a licensed gunsmith.

b) Will this certification be an annual requirement or only for the start up of the contract?

Start-up. All weapons must be in kept in optimum operating conditions. A weapon deemed unserviceable will not be issued until it is properly repaired and certified for use.

13) Requirements for contract guard eligibility:

Given the i) small time period for Phase-in and Transition as defined in the request documents, and ii) the requirements for contract guard eligibility, such as fingerprint charts, medical certificates, personal history statements, successful completion of required testing and training requirements, to include weapon qualifications prior to commencement of work performance under the awarded contract:

a) Will the government provide, or facilitate the acquisition of, a list with the members of the incumbent security force in an effort to expedite the signing of contingent offer letters to retain their position with the new contract awardee?

Yes, this is part of the transition period.

b) Will the incumbents’ weapons, training qualifications and background checks be grandfathered to new contract awardee until time for their annual re-certification?

Fresno – Yes.

Ogden – Background/YES, Weapons/NO

Will the incumbent employees be available for testing, hiring process, training, etc before the start of the contract or will there be a grace period to process incumbent employees?

There will be a grace period to process incumbent employees.

14) Page 7 of the Solicitation Page 18, 52.237-3 CONTINUITY OF SERVICES (JAN 1991) Page 36 of the PWS, Phase-In:

Initial paragraph in Page 7 cites: “There will also be a 5 day transition period which begins 5 days prior to the beginning of the base period. The contract with the incumbent will remain in effect through 11/28/2010 and they will be responsible for the day-to-day security duties during the 5 day transitional period.” While the requirement for the 5-day transition may be clear, the phase-in requirement, however, cited on page 18, 52.237-3 CONTINUITY OF SERVICES (JAN 1991), states: “The Contractor agrees to (1) furnish phase-in training; and (2) exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor….” and that “(b) The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.”

The Phase In period will be managed by the incumbent contractor under the Continuity of Services clause.

The new contract will incorporate the Continuity of Services clause requiring the awardee to be responsible for the Phase In period at the end of the period of performance.

No separate plan for the Phase In period is required by the Offerors.

The conflict that arises comes at page 36 of the PWS, Phase-In, which requires that “the offeror shall provide a plan of accomplishment demonstrating projected schedules for acquiring the follow prior to start up: (a) required licenses and permits; (b) staffing, (c) equipment; and (d) training.”

The “Phase-In Plan” found on page 36 of the solicitation has been merged into the “Plan of Accomplishment” as follows:

Plan of Accomplishment

The offeror shall provide information demonstrating its understanding of the contract requirements and explain its approach for successful performance; demonstrate an ability to meet the performance requirement set forth in the Performance Work Statement by stating in it’s proposal, a planned manning rate in Full Time Equivalent (FTEs) for each contract period (base year and each option year). A full time equivalent consists of 2080 work hours per year. The offeror shall also include in their plan of accomplishment a projected schedule for acquiring the following prior to start-up:

a) required licenses and permits

b) staffing

c) equipment; and

d) training

a) Does the Phase-In period begin on the day the contract starts and for up to 90 days and managed by the incumbent contractor?

The Phase-In period found under the Continuity of Services Clause 52.237-3 begins on date of contract award and is managed by the incumbent contractor subject to the Contracting Officer’s approval.

b) Is the Offeror expected to coordinate the plan of accomplishment with the incumbent prior to submitting it as part of its proposal?

No

c) Does the Offeror prepare its Phase-In plan of accomplishment based on its own phase-in experiences and without reference to the incumbent contractor requirement above?

Yes

15) Transition:

For the Phase-in period, please define:

i) Start day

January 1, 2011

ii) Number of days

30 days

iii) Key actions to occur during the period

During the 30-day Transition Period, the “Project Manager and On-site Supervisor” shall be on-site to observe all operations pertinent to the contract requirements.

iv) Is the Transition Period part of (within) the Phase-In Period?

Yes

16) Breaks:

a) For each of the locations at Fresno and Ogden, please list:

i) the location of break areas

Each site has a break area, some several within very close proximity to any post.

ii) the available equipment and facilities to meet criteria (microwave, refrigerator, bathroom, etc.)

All sites have restrooms and break areas. No other accommodations such as refrigerators and microwaves will be available.

iii) the available equipment and facilities to accommodate Smokers

Must follow existing IRS smoking policies and only smoke in designated areas.

17) PWS Section 3.3:

To maintain alertness during the shift and experience at other posts, we have rotated guards following a break or lunch period to another post, and in doing so, that guard provides the relief for the post that he assumes.

The section states that the contractor shall provide relief guard(s) on all shifts, weekends and holidays for each employee on an authorized break or lunch in accordance with the fixed guard post requirements. No other officer or supervisor post may be used for providing lunch or break periods.

a) Does this requirement prohibit using a guard from one post to relieve another post once the guard has completed his break or lunch period?

Contractor must provide the relief coverage without using guards on

18) PWS Section 3.15.3:

The color of the Contractor’s guard force uniforms shall be a color in general use by large guard or police organizations.

a) Is the Contract Manager required to wear the same uniform as the security guards?

No

19) Guard Mount/Dismount (upload/download):

a) Please explain how are weapons exchanged at the smaller campuses and/or more remote posts?

There are areas dedicated to this process.

Can the new contract awardee conduct mount/Dismount (upload/download) at the existing armory facilities?

Yes

b) What are the specific Mount/Dismount (upload/download) procedures required at each installation?

Each site has a storage area with weapons clearing barrel. This transfer is done within the designated areas only.

c) Can guards mount (upload) and dismount (download) on post given a clearing barrel is in place?

For safety reasons this can only be done in pre-designated areas.

20) Armory/Safes:

a) Can the new contract awardee store weapons in the available armories?

Weapons will be stored in a safe at each required location.

b) Can appropriate safes be used throughout the facilities where armory facilities are not existent?

Yes

c) Can the existing ammunition being used by the incumbents’ be used if the incumbents make them available for purchase by the new contract awardee?

Fresno – must be new 3.15.3.

Ogden - NO

d) Can the existing weapons and accessories related equipment (belts, holsters, etc) being used by the incumbents’ be used if the incumbents make them available for purchase by the new contract awardee?

Shall be new

21) Exhibit 7:

a) Is the government provided training (eight (8) hours) annual or initial?

Fresno – initial training. Competency testing (tenure) is done every 3 years.

Ogden – Initial / Annual (tenure) Competency Testing

b) Are incumbent current in their training and certification requirements?

Fresno – yes

Ogden – yes, other than the new 9mm weapons training requirements

c) Will the incumbents’ training records (considered to be property of the government) be copied and made available to the new contract awardee?

Yes

22) Exhibit 6:

a) Nineteen (19) hours or thirty-eight (38) annually?

Nineteen annually and others as needed.

b) The exhibit notes that the Emergency Medical Assistance, CPR and Firearms Instruction is annual and does not note any frequency for the other 19 hours of training the contractor is required to provide. The other 19 hours of training appears to be initial training but we should confirm. Please confirm.

This is initial training.

23) Satellite Locations:

a) Are there radios at each of the satellite locations?

Fresno – yes

Ogden – Radios are required at each Post (satellite) location.

b) Will the contractor be required to purchase new radio chargers for each of the satellite locations?

Fresno – yes

Ogden – The contractor will be required to have a fully operational radio for the duration of each shift, at every assigned Post.

c) Are the guard shacks and posts climate controlled?

A/C provided

24) Utah locations:

a) Where does the bank alarm transmit when triggered? Does the alarm sound to the dispatch center, local law enforcement agency, or both?

Dispatch Center

b) To what extent do the security officers participate in the response to security and/or medical situations at the child care facility on site?

The Security Officers respond to all security and medical situations.

25) Fresno Locations:

a) Please confirm that the 1000 N. Mooney Boulevard location which is listed as a Fresno IRS Campus location is approximately 40 miles away from the other IRS campus locations.

Fresno this site is 44 miles away.

26) Parking Fees at Satellite Sites:

Please provide a list of locations that are associated with parking fees?

Fresno – Accounts Management, Compliance, SPIF and FDC.

Ogden – Not Applicable

27) Range Availability:

a) Will the IRS provide Range Facilities for contractor use while fulfilling training and qualification requirements?

Fresno- responsibility of the contractor.

Ogden - NO

28) PWS, Section 4.2.3

This section states, “Firearms shall be 9mm, standard police service-type semi-automatic, capable of firing 147-grain hollow-point ammunition or hollow-point ammunition recommended by the manufacturer. Ammunition shall be factory load only-no reloads. The Contractor shall replace ammunition with new factory-loaded ammunition every 12 months. Provide written documentation to COTR when ammunition is replaced. The Contractor shall provide sufficient ammunition to equip each firearm with 3 filled 10-round clips.

a) Will there be a requirement for “green” ammunition?

No.

29) Radio Equipment:

What is the current make and model of radios being used in Ogden?

Motorola

30) Option Period Dates:

Please clarify the period of performance for Option Period 5 as stated in the Requirements paragraph of Amendment 5 and on p.4 of the SF1449. Should Option V end 01/31/2016 rather than 01/31/2015 as currently stated?

Yes, the correct date should read: 01/31/2016

31) The last amendment released for IRS bid # TIRMS-10-R-0004 has a couple of clauses that are conflicting; the Total Small Business, FAR Clause # 52.219-6 and the Partial Small Business, FAR Clause # 52.219-7 are both checked. Please clarify what clause is correct and if they conflict with each other for this contract.

FAR Clause 52.219-7, Partial Small Business is not applicable to this requirement.

32) I would like to find out the size of the area in this contract to be patrolled, how many guards are being used now, what type of weapons are acceptable and known threats.

Weapons will be 9mm only, No known threats.

Fresno – Approximately 55 Officers.

Ogden – 62 Officers / 9 miles between the 2 most distant buildings

33) Since the labor rates may change annually due to the CBA or the Wage Determination, should not this read that for other than for changes for equitable adjustments under the FAR, this rate will remain constant?

Yes, this is addressed under Clause 52.222-43, Fair Labor Standards Act and Service Contract Act, Price Adjustment (Multiple Year and Option Contracts) (Sep 2009)

34) Exhibit 1 Labor hours are referenced. Do these hours include replacement time or are these hours the active hours worked?

These are active hours and do not include replacement time.

35) Exhibit 1 What have been the incumbents past staffing requirements for the reserved posts?

The only “reserved” post required to be manned will be Post 12 as this is an as-needed post. Incumbent utilizes part time staff to cover this position.

36) PWS 4.2.7

Is there an available weapons qualification range for contractor use?

Yes there are local ranges available.

37) PWS 4.12

Is the contractor responsible for the associated costs of having the portable radios tuned to the appropriate frequency?

Yes

38) PWS 6.4.3.3 What are the physical fitness standards for this contract?

Must successfully pass the medical examination per Performance Work Statement.

39) Office and storage space provided to the contractor. What is the value of the space for possessory interest purposes? What is the current contractor paying for possessory interest tax?

Contractor does not pay for possessory interest tax.

Must each officer be qualified on the specific serial numbered weapon that the officer is issued and carries?

NO

Are you requiring one weapon per officer?

NO

Must the licensed gunsmith be registered in Utah and/or California, or can the gunsmith be licensed in another state and certify that the firearms are safe and accurate?

Can be Iicensed in any state.

Are armorers serving in Navy armsroom qualified as licensed gunsmith?

Only if they have a state certification.

40) I noticed that the contract stated:

“The Contractor shall equip each armed security guard on duty with supplementary equipment, including, but not limited to notebook, pen, pencil, flashlight with replacement batteries and bulbs, flashlight holder, traffic control safety apparel (reflective vests, gloves, etc.), and inclement weather clothing (raincoats, cap covers, overcoats, overshoes, gloves, etc.) All inclement weather clothing must be identical in style and color for each guard. Armed security guards shall not be permitted to provide themselves with any unauthorized supplemental or personal equipment such as chemical agent devices, concealed firearms, knives, or any other such unauthorized equipment. The use of personal electronic devices, such as cell phones, pagers, and ipods, are strictly prohibited while on duty”

Other federal contract managed similar to this scope and capacity have a requirement for intermediate weapons, i.e. baton, oc spray. While this requirement is not specifically addressed we have found some disparities in the solicitation documentation, and must be sure that this contract does not require either of the aforementioned intermediate weapons. Is this the correct assumption?

Yes, at this time these items are not required.

41) IRS PWS, Section 3- Contractor Requirements- Sub section 3.15.3- Uniform Requirements: There is no mention as to the number of uniform sets to be issued. It is not mention in the CBA either, does the Government have a specific number of uniform sets to be issued out?

Fresno – at this time there are no requirements from the government. However, past practices dictate 4 uniforms given to full time officers and three given to part time Officers. This practice has proven to be extremely effective as frequent uniform inspections are conducted.

Ogden – the current contractor issues 3 complete uniforms to both full and part time officers.

42) For this contract, is there a performance bond requirement? or any bond requirement? If so what are the limits required.

Not applicable

43) IRS PWS, Section 4- Other deliverables- Section 4.12- Radios- Are the radios to be utilized at the campuses need be encrypted? Is there a model number of a sample radio we may refer or purchase equivalent to? For example, Motorola XTS 5000 radio? In any case, where the radios are to be encrypted whom pays for the cost of encryption?

No encryption is needed all radio communication must be non-secure.

44) PWS 4.2 Licensed Gunsmith. Does the IRS have a preferred gunsmith for the contractor to use? Who is gunsmith used by the current contractor?

No. The gunsmith used by the incumbent may be provided post award.

45) PWS 4.2.4.2 Is there storage space on site for the cleaning supplies?

Yes

46) PWS 3.8 IRS training and testing. Does the contractor have to pay the employees while they are taking IRS training and testing? When is this testing scheduled?

Yes, each officer is allotted 40 hours of IRS paid training.

There is a 30 day transition period.

47) Exhibit 3 4.1.6.g The pre-assignment tests are administered by the government. Is the contractor responsible for paying the employees for their time taking the test? How much time does this entail? Assuming this test is administered to all new hires during the life of the contract how many times per year, over the life of the current contract has this test been administered?

Fresno - New applicant – does not get paid for the written test. Tenure testing by incumbent officers – yes. Normally test takes 2-3 hours. Test is administered to tenure Officers every three years.

48) PWS 4.2.5 Issuing / Turn-in of weapons and munitions. What is the issue process/turn-in process at the beginning and end of shifts? Who can issue or retrieve weapons, or can this assignment be given to any qualified guard? How many locations are there where this process takes place?

The contractor will determine the protocol in turning and receiving weapons. Only supervisors can issue and retrieve weapons. All weapons must be turn-in to 1 location.

Question #1 – up to contractor, Question #2 – this is done amongst the officers. There are no Supervisors at offsite locations to perform this duty.

Question #3 – there are 5 locations (sites) where this will take place.

49) PWS 3. Is there a location where pre-shift briefings are conducted?

No pre-shift briefing or formal muster – officers just pass on information.

50) Fresno Post Orders, Post 8 How many people does it take to raise and lower the flag? Where is the flag stored?

One guard to take down, two guards to fold. Storage is within the Security Console.

51) Post Orders / PWS 4.2.5 Can lunch breaks be extended to 45 minutes to cover weapons/munitions issue…turn-in…briefing. How much overtime is typically paid.

There is no time granted for weapons/munitions issue. This time is absorbed by the contractor. Lunch breaks are determined by CBA. No overtime, any overtime will come out of the contractor budget. In case of an emergency IRS will authorize overtime but only then will it be granted.

52) Post Orders Many posts allow for lunch breaks in place. Are there restroom facilities in these areas. Must guards be relieved for restroom breaks?

Locations for lunch breaks are pre-approved by the COTR. There are multiple break rooms, cafeteria and eating areas available. If an officer leaves the facility he must turn in his weapon. Guards must be relieved by onther officers, all post will be covered at all times doing the contract hours.

53) PWS 4.2.4.1 Cleaning weapons. Is there a specific time for weapons cleaning, and must it be done by the person assigned to the weapon? Can the cleaning be done by a guard if they have time between assignments, i.e a guard assigned to provide breaks?

Ogden – Concurs – no weapons cleaning while on duty.

Fresno – agree

54) PWS 3.2 Computer and security system access. Is there a special requirement, i.e. a CAC card, required to access computer systems? Will the IRS provide CAC cards or other security access processes?

Contract guards only have access to the intrusion monitoring system.

55) Do the shift supervisors belong to the union? Are they represented in any way?

Fresno – Yes, the shift Supervisors are covered by the Union.

Ogden – No Union

56) What is the guard turn-over rate?

Fresno – 3-4 % - turnover is low.

Ogden – 2–3% annually

57) Are there any Inter-service Support Agreements or Memorandums of Understanding with any local law enforcement agencies (sheriff, police, state or federal)?

No there are no support agreements between the contractor and the local enforcement agencies.

58) Q&A #15: RE: Performance Work Statement, section 3.8, “If the Contractor retains prior officers who worked for the incumbent Contractor, the initial training is required.” Is that statement accurate?

59) Q&A #75: Exhibit 6 & 7 - Are incumbents who are hired on required to go through all hours of initial training?

Training would be required for all guards.

60) Q&A #86: Paragraph 3.8 of the PWS states in part, “If the Contractor retains prior officers who worked for the incumbent contractor, the initial training is required.” Does this refer to all training to include basic, IRS provided orientation and weapons training? In other words, all incumbents must be totally retrained? Please clarify.

Yes, all must be retrained.

61) Please clarify if ALL INCUMBENT GUARDS need to attend the entire Basic Training Course (38 hours + 8 gov’t + 7 contractor follow up + 2 hours exam = 55 hours each?

62) Q&A # 55. Post information is provided in the Post Assignment Records, however, can you identify if any posts are manned by multiple Officers simultaneously?

Fresno – 4B Line 7 and Post 7 Line 12 and 13, are double coverage.

Ogden – Posts # 4 & 5 and Posts # 11 & 12

63) For Fresno, do TWO officers work at post seven at 0700-0730, and two from 1530-1600, and two from 1530-1600 or does “double coverage” mean that including the 24 hour officer assigned to the post that ONE additional officer work these half-hour shifts?

Fresno – double coverage means TWO officers at one time. The post officer and ONE additional officer.

Ogden - the same answer applies to the Ogden location - 2 each full shift officers at the same time - (Two officers working in Dispatch, same tour of duty).

64) What is the minimum number of hours required for weapons conversion training, and do both sites require conversion from .38 to 9mm?

(The states require a minimum “initial” firearms training of 14 hours including classroom and range time)

Ogden - the UTAH State requirement "approved firearms training program" states at least 6 hours class room & at least 6 hours range instruction - total 12 hours.

Fresno – already uses 9mm.

65) Are you stating that the “corporate level” contract manager has to spend approximately 1040 hours a year on each site or just visit the sites regularly (such as bi-monthly or quarterly) but operate out of the “corporate office” of contractor?

This position is a full time position, however, time would be shared between both sites as needed. This is a corporate presence that is onsite in order to ensure the contract service is provided and runs smoothly without delay.

66) Will a contract price adjustment for parking fees be allowed in the event such is needed as this would avoid IRS from paying the fees when no requirement exists?

The IRS feels that this is a management issue that should be researched by the prospective bidders and included in thier bid, as this is a cost of doing business. The IRS will not be directly paying parking fees for the contractor.