Solicitation - Questions from Industry.pdf

Solicitation Questions and Answers

W564KV-25-R-A003

Trophy Security Guard Services

1. General Question (No Specific ORFP Reference): Is this a new requirement, or is there an incumbent contractor providing these services? If this is not a new requirement, please provide the name of the current contractor.

Government Answer: Services have been provided for Trophy since 2020 through contract number W564KV-18-D-0001. The 409th CSB intends to utilize the Security Guard Services BPA.

2. Addendum to 52.212-1, Instructions to Offerors - Commercial Products and Commercial

Services, Page 33 of the ORFP: In the proposal instructions, under (h), it states: “Interested offerors shall submit their proposals and other information in three (3) separate sections in electronic format as follows:…” Please confirm that this means we should submit the three separate sections in one document, and not as three separate files.

Government Answer: As indicated in Addendum 52.212-1, proposals shall be submitted in three (3) separate sections; Page limitations are provided for each section. Offerors may consolidate all sections into one document as long as the documents complies with section 2d(1), 2d(2) and 2d(3) of the addendum.

3. Addendum to 52.212-1, Instructions to Offerors - Commercial Products and Commercial

Services, Page 33 of the ORFP: In the proposal instructions, under (b), it states: “The U.S.

Government will consider Risk in accordance with the DFARS Provision 252.204-7024, Notice on the Use of the Supplier Performance Risk System (SPRS). … To be eligible for award with the U.S. Government, the Offeror must have an acceptable Supplier Risks Score of: "Green," "Purple," "Blue," or "Black." Please confirm that the USG will confirm bidders’ supplier risk score on its own, and that Offerors do not need to include this information in their proposals. If the information is required in proposals, please clarify which proposal section it should be included in.

Government Answer: As indicated in the Compliance Check section of the addendum (page 30), “The U.S. Government will use the offeror's CAGE Code to determine…” the offeror’s SPRS Supplier Risk Score. Offerors do not need to summit additional documentation for Supplier Risk.

4. PWS 1.6.2.1, Contractor Compliance: Please confirm that PSC.1 and ISO-18788 certification are required.

Government Answer: Per the PWS section 1.6.2.1, “The Contractor shall comply with the most current version of ANSI/ASIS PSC.1–2022, American National Standard, Management System for Quality of Private Security Company Operations— Requirements with Guidance or the International Standard ISO 18788, Management

System for Private Security Operations—Requirements with Guidance.” Certification not required.

5. Follow-up to previously submitted question regarding PWS 1.6.2.1, Contractor Compliance: If the Government confirms that PSC.1 and ISO-18788 certification are required for this Contract, will the Government please confirm that Offerors will be required to provide proof of this certification at the time of proposal submission? If yes, please clarify where this documentation should be included, and please exempt it from the proposal page limits.

Government Answer: Certification is not required.

6. PWS 1.10 Key Personnel: Are the Security Guard Supervisor/Alternate Security Guard Supervisor and Unarmed Guards considered Key Personnel?

Government Answer: Key Personnel consists of the Security Guard Supervisor and/or Alternate Security Guard Supervisor only. PWS will be adjusted to clarify this.

7. PWS 5.16 Key Control: Point (8) states that the access control guards should “conduct a check of all guard communications at the beginning of the guard shift.” What communications equipment is used on this contract? For example: radios, mobile phones, etc.

Are these required to be provided by the Contractor?

Government Answer: Communication equipment consists of VOIP phones and desktop computers provided by the Government. Contractor is not required to provide communication equipment.

8. Does the Government intend to provide/support SOFA status to employees working on this program as contract security guards?

Government Answer: No. Contractor employees will not be granted NATO SOFA status accreditation under this contract. The U.S. Government will not provide logistical support to contractor employees.

9. Does an incumbent Security Guard Services contractor currently perform these services for the U.S. Army at the Trophy site? If yes, can the Government identify the current incumbent provider?

Government Answer: Refer to question 1. Services have been provided for Trophy since 2020 through contract number W564KV-18-D-0001. The services are currently not overseen by 409th CSB.

10. If there are incumbent staff, can the Government confirm they are current and compliant with all training and certification requirements?

Government Answer: Incumbent staff are compliant with their current training and certification requirements based on the current contract; however, different requirements may apply for this requirement.

11. Will contract security guards be required to complete and achieve any additional certifications (CCTV/IDS) to achieve and/or maintain security accreditations?

Government Answer: Contractor employees do not require CCTV/IDS certification.

12. Will the contractor be required to provide life support to include housing and transportation, or will this be provided by the USG?

Government Answer: Refer to question 8. The USG intends to award a FFP contract and will not provide SOFA approval. The Contractor is responsible for all life support for any contractor employees.

13. Can the Government confirm if there are any tax exemptions applicable to this task order?

Government Answer: Refer to question 8. The USG intends to award a FFP contract and will not provide SOFA approval. See also DFARS 252.229-7001, Tax Relief (Alt I).

14. Can the Government confirm if Host Nation Labor Laws are applicable to this task order?

Government Answer: Services performed under this contract must comply with host nation law, to include host nation labor law. See DFARS 252.222-7002, Compliance with Local Labor Laws (Overseas).

15. Can the Government confirm this is to be a fully burdened labor rate, inclusive of Life Support, DBA, and Travel?

Government Answer: Proposed prices shall be fully burdened.

Refer to question 8. The USG intends to award a FFP contract and will not provide SOFA approval.

16. Can the Government confirm this is to be a fully burdened labor rate, inclusive of Host Nation Taxes and all Host Nation premiums?

Government Answer: See question 15.

17. Can the Government specify how Phase-Out costs are to be priced?

Government Answer: Solicitation will be amended to remove the Phase Out Period only of PWS Section 1.19.

18. Can the Government provide a post manning table or confirm there is a minimum requirement of (2) guards per 8hr shift?

Government Answer: Minimum Requirement consists of two (2) guards per 8hr shift and a Security Guard Supervisor on site Monday to Friday 0800-1700.

19. Are personnel able to perform work with an Interim Secret Clearance?

Government Answer: Yes, contractor personnel may perform with an Interim.

20. PWS 5.5 references misuse of weapons, although this is an unarmed guard contract. Can the Government confirm contractors will not have access to weapons in performance of their assigned duties?

Government Answer: No weapons are required for this requirement; PWS will be revised to remove section 5.5h.

21. PWS 5.10 states, “The Contractor shall provide personnel (at no cost to the Government) to undergo Government sponsored Unit Alcohol and Drug Coordinator (UADC) Training to administer urinalysis tests to guard personnel. All administrative requirements for contract employees such as time away from work, transportation to training, etc. shall be borne by the Contractor. All forms and equipment required for testing will be provided by the Government.” Can the Government explain where this training occurs, how long training is, and if more than one contractor employee is required to attend?

Government Answer: Solicitation will be amended to remove PWS Section 5.10 – Drug Abuse Testing.

22. PWS 5.4 states, “The Contractor shall have the option, at the Contractor’s expense to allow contract personnel to wear business casual attire while on duty or the Contractor shall furnish standard security guard uniforms”. Further in the same paragraph it states, “All security guards on duty shall wear uniform seasonal clothing and shoes and carry identical equipment.

Prominently display the word “SECURITY” in 3-inch-high letters in a contrasting color that is easily visible to the eye on the back of all Contractor personnel uniforms to include outerwear.” If the contractor selects the option to authorize business casual attire, does the Government expect civilian attire to comply with the “SECURITY” lettering requirement?

Government Answer: No, only if uniform is used. PWS will be revised to clarify this in section 5.4.

23. PWS 5.2.2.1 states, “Unarmed Security Guard positions may include but are not limited to static access control, static perimeter security, roving security patrols, intrusion detection system monitoring to include Electronic Surveillance System (ESS), or valid security related functions associated with the protection of U.S. Government materials, property, and personnel.” Can the Government provide greater clarity regarding the quantity of static posts, roving patrols and IDS/ESS monitoring stations? For example, if two unarmed security guards are on duty, one at the static access control and one at the static perimeter security, is it okay for the static post to not be manned during roving patrols?

Government Answer: One (1) guard will always remain in static post while the other is roving.

24. PWS 4.1 states, “The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 Government

Property and Services.” Can the Government clarify what facilities the contractor is expected to furnish in support of this contract?

Government Answer: Contractor won’t be providing a facility; it will be provided by the Government.

25. PWS 5.2.1 states, “The Contractor shall provide the following minimal staffing - one (1) SGS/ASGS. The SGS/ASGS shall be on-site and within the guard house or the site manager office from 0800 to 1700 local time Monday through Friday and on-call during weekends to remotely respond to emergencies within one hour of notification.” Will the Government provide a duty cellular phone for weekend on-call notifications or does the Government expect the contractor to provide?

Government Answer: The Government will not provide a cellular phone to employees while performing services at the Government place of performance.

26. PWS 5.2.2 states, “The Contractor shall provide the following minimal staffing - two (2) Unarmed Security Guards to cover each three (3) eight (8) hours shifts for services at building 3088 on Panzer Kaserne, Kaiserslautern, Germany. Only for short duration, seven

(7) calendar days in a month, can the SGS/ASGS, provide coverage for a guard position; not to exceed more than four (4) hours during a shift.” Since PWS 5.2.2 states the above is minimal staffing, does the Government have a preferred staffing level, or does the incumbent exceed these levels?

Government Answer: The minimum staffing is two (2) unarmed security guards to cover each three (3) eight (8) hours shifts. The Contractor is responsible for ensuring the minimum requirement is met at all times.

27. PWS 3.2 states, “The contractor shall be responsible for always maintaining all office spaces in a clean and sanitary condition.” Does the Government expect the contractor to conduct cleaning services of the provided space, such as taking out the trash, vacuuming, etc., or does the Government provide these services?

Government Answer: There is a cleaning contract in place to provide regular cleaning to U.S. Army standards. However, the contractor needs to ensure their employees help to maintain cleanliness in the facility.

28. Does the Government intend on providing handheld radios for roving patrols for Contractor use, or does the Contractor have to provide?

Government Answer: No; communication devices are not allowed inside the perimeter pass the access control point.

29. Instructions to Offerors, Section (3).g, page 30 "RFP Language: The use of hyperlinks is prohibited. Question: Will the Government consider allowing hyperlinks for Table of Contents and callout references for Figures/Tables/Sections within the same document?"

Government Answer: Hyperlinks are prohibited.

30. Instructions to Offerors, Section (3), page 30 "RFP Language: ...font style shall be Times

New Roman, single-spaced lines, and font shall be no smaller than 10pt. Question: Are screenshots/images exempt from font requirements?"

Government Answer: Screenshots/Images are exempt from font requirement; however, offerors are cautioned to ensure the screenshots/images are legible.

31. Instructions to Offerors, Section III: Factor 2 - Price, page 32, RFP Language: Offerors shall submit fully burdened prices for each separately priced Contract Line-Item Number (CLIN) in the ORFP / Solicitation (SF1449) to include Unit Prices and Extended Prices. Question:

Will the Government confirm if the Continuation of Supplies or Services and Prices/Costs (pages 3 and 4 of the solicitation) shall be completed or shall the offeror provide an Excel file for pricing, showing formulas?"

Government Answer: Contractor can complete the CLIN schedule providing their proposed unit price and total prices or provide their fully burden prices on a separate sheet of their liking as long as it provides all the required information.

32. FAR Clauses Incorporated by Full Text, 52.225-19 (Contractor Personnel in a Designated Operational Area or Supporting a Diplomatic or Consular Mission Outside the United States), section (d)(1), Page 9 of the ORFP: This clause states (in part) that the “Contractor shall comply with…host country…laws”. Host nation law requires that companies performing security services (whether armed or unarmed) in Germany must be licensed to do so by the relevant host nation governmental agency. Will the Government please confirm that Offerors will be required to provide proof of a valid host nation security license at the time of proposal submission? If yes, please clarify where this documentation should be included, and please exempt it from the proposal page limits.

Government Answer: The offeror shall provide the services in accordance with the PWS. Services performed under this contract must comply with host nation law, to include host nation labor law. See DFARS 252.222-7002, Compliance with Local Labor Laws (Overseas). Document is not required to be submitted with proposal.

33. General Question (No Specific ORFP Reference): Can the Government please confirm that it will coordinate with the Contractor and the host nation to obtain NATO SOFA status accreditation for this Contract and all U.S. National Contractor employees working on this Contract (reference AE Regulation 715-9, 06 APR 2022)?

Government Answer: Refer to question 8. The USG intends to award a FFP contract and will not provide SOFA approval.

34. Addendum to 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services, Page 31: This section states: “Subfactor 1: Facility Security Clearance: Offerors shall represent in their proposal whether they possess, or not possess, a current valid

SECRET Facility Security Clearance at the time of proposal submission. The representation shall include that their SECRET Facility Security Clearance is linked to their Industrial CAGE Code Key used in the proposal.” Please clarify whether Offerors are required to only provide the CAGE Code associated with their Facility Security Clearance, or if we are required to include a copy of the actual FCL report. If the latter is required, please exempt this from the proposal page limits.

Government Answer: CAGE code is only required.

35. If the Contractor’s SAM registration is current, accurate, and complete, should the Contractor still fill in Clauses 52.204-24 and 252.204-7016 found on pages 26 and 27 of the RFP?

Government Answer: Per page 31 of the solicitation on the 52.212-1 Addendum, “For provisions completed by the offeror electronically as part of its annual representations and certifications, the contracting officer will consider that information instead of requiring the offeror to complete and submit those provisions. For those provisions and clauses that have not been completed electronically, the offeror must submit them with the offer, or in the specific case of FAR 52.222-56, with the offer or prior to award.”

36. General Question (No Specific ORFP Reference): Will the Government provide life-support (e.g., housing, meals, etc.) to the cleared USN personnel working on this Contract?

Government Answer: Refer to question 8. The USG intends to award a FFP contract and will not provide SOFA approval. The Contractor is responsible for all life support for any contractor employees.

37. Do we have to currently hold DOD clearances?

Government Answer: Per 52.212-2, “the offeror must possess a current, valid SECRET Facility Security Clearance at the time of proposal submission. The U.S. Government will verify the offeror's Facility Security Clearance through the National Industrial Security System.”

38. Quality Control Plan. Does the Government want a management structure physically located in Germany?

Government Answer: As long as the service is provided in accordance with the PWS and the minimum requirement, the location of any other management structure does not need to be in Germany.

39. Backfill/Absences: What is the policy for backfill coverage during illness, vacation times, or other reasons in which the key personnel may be absent? After how many days is a backfill required and/or is a backfill required at all times (=1912 hours of service per year per FTE).

Government Answer: Minimum Requirement consists of two (2) guards per 8hr shift and a Security Guard Supervisor on site Monday to Friday 0800-1700. The contractor is responsible for ensuring the minimum requirement is met at all times.

As part of the evaluation, subfactor 3 – Management Plan, “The offeror shall provide a detailed management plan demonstrating successful execution of contract performance with respect to: ensuring personnel are fully qualified IAW the PWS; how the offeror will maintain the required schedules; and ensuring employee retention to limit employee turnover.

40. Can the Government confirm how many personnel are expected to perform on this contract?

Government Answer: Minimum Requirement consists of two (2) guards per 8hr shift and a Security Guard Supervisor on site Monday to Friday 0800-1700.

41. Can the Government provide historical workload data?

Government Answer: Refer to question 1. Services have been provided for Trophy since 2020 through contract number W564KV-18-D-0001. The services are currently not overseen by 409th CSB.

42. Is there an incumbent? If so, can you share the contract number(s)?

Government Answer: Refer to question 1. Services have been provided for Trophy since 2020 through contract number W564KV-18-D-0001. The services are currently not overseen by 409th CSB.

43. Are the positions covered under SOFA/TESA?

Government Answer: No. Contractor employees will not be granted NATO SOFA status accreditation under this contract.

44. RFP page 5 reads, “The contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform unarmed Security Guard services.”

Question: Will the Government provide basic office supplies e.g. desks, computers, copiers etc.?

Government Answer: The USG will provide basic office supplies to include desk, computer, printer, pens, paper, sticky notes. Copiers will not be provided.