Questions and Answers Tactical C4 W9115125RA0080001.pdf

Questions and Answers for Tactical C4 Solicitation W9115125RA0080001

Q1. Is this a brand-new contract OR if there is (was) an incumbent performing these services?

A1. This is a follow-on contract that is currently active

Q2. If not brand new, could you please provide the current / previous contract number?

A2. Current Contract W91151-19- D-0009 / previous contract W91151-14-D-0007

Q3. The documents numbering suggests there are missing sections, is this a complete document or are there missing sections? It starts at part 1 general information then jumps directly to part 7 technical exhibits list.

A3. Updated. See Amended Combined Synopsis and Solicitation-

W9115125RA0080001

Q4. Are resumes and/or copies of individual certifications required to be submitted with the proposal, or only upon request after award?

A4. Yes. See Volume III - Technical Capability, under Evaluation Factors for Award FAR 52.212-2 – Evaluation Factors.

Q5. The Government notes that resumes and certifications will be evaluated but also states that no PII should be included. Could the Government please clarify the level of PII that should be removed from resumes? Specifically, are we required to redact all names and identifying details, or only sensitive information such as addresses, phone numbers, and social security numbers?

A5. Only redact Sensitive information i.e.-addresses, Social Security number, race and birthdates

Q6. How should proposals be submitted (e.g., email, PIEE, SAM.gov)? And what file format(s) are preferred?

A6. All proposals will be sent to points of contact for this requirement by email. If proposals are too large to send through email a DoD safe link will be generated for offerors’ to upload their proposals. Offerors’ shall ensure the contract specialist and contracting officer are notified before closing and allow sufficient time for the link to be generated by the government and offerors’ upload their proposals.

Q7. Will the Government provide a specific format or outline for proposal volumes (e.g., technical, management, and price volumes)?

A7. The format is given in Section L of this solicitation with limitations

Q8. Can the Government clarify the evaluation methodology? Will proposals be evaluated on a Lowest Price Technically Acceptable (LPTA) basis, or will a tradeoff or best-value evaluation be used?

A8. LPTA is not used. Section M – Evaluation Factors for Award FAR 52.212-2 – Evaluation of Commercial Items outlines the evaluation factors and states this is a Hybrid Past Performance Tradeoff (PPT) best value continuum source selection. See Section M / FAR 52.212-2 for details.

Q9. Are there any restrictions on page limits, font type/size, margins, or file naming conventions for proposal submissions?

A9. The format is given in Section L of this solicitation with limitations

Q10. Will the Government consider extending the proposal due date if responses to industry questions are delayed or result in significant clarifications?

A10. Government will make necessary considerations as needed. See Amendment W9115125RA00080001 for updated proposal due date.

Q11. Can the Government confirm whether the certifications listed in PWS Sections 1.6.2 and 1.6.3 (e.g., CTS-D, CTS-I, AMX, Cisco, Biamp, Extron) are required, and whether they must be held by individual staff members performing on the contract?

A11. They are required for the Individuals that work on those particular types of systems.

Q12. Are certifications held by subcontractor personnel acceptable to meet the certification requirements?

A12. Yes

Q13. Should resumes for the Contract Manager and Alternate Contract Manager be included in the proposal, or submitted post-award?

A13. Included in the proposal.

Q14. Will a sample task order be provided for this, or should offerors create a hypothetical example for evaluation purposes?

A14. The government will not be using Sample Task Orders for proposals. Section M has been updated to remove the sample task order language.

Q15. Will the Government issue a sample task order or require a sample response as part of the base proposal?

A15. The government will not be using Sample Task Orders for proposals. Section M has been updated to remove the sample task order language.

Q16. Should the proposal include a fully loaded labor rate table for evaluation under CLIN 0001?

A16. Yes.

Q17. Can the Government confirm whether the scope and requirements in this solicitation are materially the same as those under the current contract (W91151- 19-D-0009), or have there been significant changes?

A17. There has not been a significant change in the scope and requirements of the contract.

Q18. Will past performance be evaluated in the source selection? If so, should vendors include CPARS, reference contFacts, or performance narratives in the proposal?

A18. Yes. All forms of proof of past performance will be considered if found to be creditable. See Sections L and M Evaluation for past performance instructions and evaluations.

Q19. Is the Government expecting the Quality Control Plan to be submitted as part of the proposal, or only within 10 business days of the first task order, as referenced in the PWS?

A19. No. As stated in the Deliverables within 10 business days of contract award

Q20. Will the OPSEC Standing Operating Procedure be evaluated with the proposal, or is it due post-award (within 90 days), as stated in PWS Section 1.6.5?

A20. OPSEC is not an evaluation factor.

Q21. How many Full Time Equivalent personnel are currently assigned to support: BUILDING 1001 VTC, KM, AND CCC SUPPORT and to PROVIDE VTC/

CONFERENCE ROOM SUPPORT TO HQ'S III CORPS?

A21. Currently four.

Q22. What are the labor category descriptions for the above FTEs and how many FTEs are in each category?

A22. The Government is generally not required to provide specific labor category descriptions for all Full-Time Equivalents (FTEs) and the exact number of FTEs in each category for a performance-based acquisition. Agencies shall, to the maximum extent practicable—Describe the work in terms of the required results rather than either 'how' the work is to be accomplished or the number of hours to be provided In accordance with FAR 37.602(b)(1). With this being said, there are One Engineer Tech IV and one Engineer Tech V and two IT Programmer and Engineer. Since this is a performance-based acquisition Offerors’ are encourage to develop proposals that provide flexibility to propose the most innovative and efficient methods to achieve staffing, performance, technical capability to adhere to the terms and conditions of this requirement.

Q23. Which labor categories are currently SCA wage-determined?

A23. For a performance-based acquisition, particularly when subject to the Service Contract Act, the Government's primary focus is on the results you will deliver. While the solicitation will provide sufficient detail about the required services and performance standards, it leaves the determination of specific labor categories and the precise number of FTEs to the offeror's discretion as part of their proposed solution to achieve those performance objectives. You, as the offeror, are expected to propose a staffing plan that demonstrates your clear understanding of the work and your ability to meet the performance requirements. Below is the current list of categories that are SCA wage-determined. This is for informational purposes only (to assist with SCA compliance) and does not dictate the offeror's proposed staffing plan or the number of FTEs.

Project Manager AV Proprietary Programmer and Design Engineer IT Programmer and Engineer Senior Installer / Licensed HVAC Technician Assistant PM / Tech Project Manager Computer Operator III Drafter/CAD Operator I Electronics Technician Maintenance II Electronics Technician Maintenance III Engineering Technician I Engineering Technician III Engineering Technician IV Engineering Technician V Engineering Technician VI General Maintenance Worker

Laborer Technical Writer I Technical Writer II

Q24. How many current total incumbent FTEs support this entire requirement?

A24. Varies by task order. No calculations of a cumulative total are required for the contract.

Q25. What has been the Government's past labor mix to support this effort (by labor category, and level of effort)

A25. This is a performance-based acquisition. In accordance with the Federal Acquisition Regulation (FAR) Subpart 37.6, the Government's focus is on what results are required, not on how those results are achieved or the specific staffing levels used in the past.

Therefore, the Government will not be providing its past labor mix or levels of effort for this requirement. It is the offeror's responsibility to propose their own innovative and efficient approach to accomplishing the performance standards outlined in the solicitation. Your proposed labor mix, labor categories, and level of effort should be based on your assessment of the requirements and your best judgment for achieving the desired performance outcomes.

Q26. How are staff allocated (number of FTEs by job type) currently performing this type of work?

A26. It depends on the individual task order.

Q27. Will after-hours or weekend work be regularly required to meet maintenance schedules or SLAs, or only during emergencies?

A27. No overtime allowed in the contract. Individuals will not work more than 40 hours per week. Based off mission requirements, work hours may shift but the overall hours per week will not exceed 40 hours.

Q28. Does the Government have a preferred labor mix?

A28. Whatever is required to meet the demands of the individual task orders. By not preferring a labor mix on the "how," the Government encourages contractors to propose the most cost-effective and innovative solutions to meet the performance objectives.

Your company may have a more efficient way of staffing the effort than the Government's past approach.

Q29. Does the Government anticipate any large-scale refreshes during the base year or option period? If so, can you indicate potential volume and timelines?

A29. Not at this time.

Q30. Can the Government provide the Loaded Hourly Rate Table as referenced in the Volume IV – Price?

A30. Attachment 0005 - Loaded Hourly Rate Table has been added. As stated in Section L of the solicitation, it is the offeror's responsibility to propose a complete and comprehensive price that reflects its unique cost structure, proposed staffing, and approach to fulfilling the requirements of the Performance Work Statement (PWS). The Government will evaluate the reasonableness and realism of the proposed price based on the information submitted by each offeror, as outlined in Section M of the solicitation.

The offeror is reminded to submit all required pricing data as instructed in the solicitation.

Q31. The Table of Contents on page 3 titled “Section C - Description/Specifications/Statement of Work” does not align with the information below it. It is possible this information is either missing or misaligned. Would the Government please provide the complete PWS aligned with the Table of Contents?

A31. Updated See Amended Combined Synopsis and Solicitation-

W9115125RA0080001

Q32. It is unclear where contractors are to find “Performance Work Statement (PWS) Part 5” in this solicitation, would the Government please clarify this statement about Part 5 referenced in CLIN 0001?

A32. Updated See Amended Combined Synopsis and Solicitation-

W9115125RA0080001

Q33. Which specific job titles/labor categories are required for each task order, and are there defined minimum and/or preferred certifications for each (e.g., Biamp, CISCO, Extron, AMX, AVIXA CTS-D/CTS-I, etc.)?

A33. That is for the contractor to decide, nothing is mandatory. As mentioned previously, certifications are required for those workers working those particular types of systems.

Q34. How many personnel per skill category are expected to be needed to meet the maximum anticipated workload (6-8 task orders at once) and the requirement for simultaneous projects at up to three locations?

A34. That is for the contractor to determine. By not preferring a labor mix on the "how," the Government encourages contractors to propose the most cost-effective and innovative solutions to meet the performance objectives. Your company may have a more efficient way of staffing the effort than the Government's past approach.

Q35. Are the technical/staffing requirements for “Phase-in” and “Phase-out” limited to management, or do transition/knowledge transfer requirements also apply to technician roles?

A35. Limited to management.

Q36. For certifications (e.g. AVIXA CTS-D, AMX Programmer), is it acceptable to use consultants/subcontractors, or must all roles be on-staff?

A36. For certifications (e.g., AVIXA CTS-D, AMX Programmer), it is generally acceptable for the prime contractor to utilize consultants and subcontractors. The prime contractor is ultimately accountable to the Government for ensuring that all performance standards and requirements of the contract are met, regardless of whether the work is performed by its own staff or by subcontractors. This responsibility extends to ensuring that all personnel, including those from subcontractors or consultants, possess the necessary qualifications, certifications, and expertise to perform their assigned tasks. using subcontractors for specialized certifications is acceptable, the ultimate responsibility for contract performance and adherence to all contractual requirements, including security and personnel qualifications, rests firmly with the prime contractor. Your proposal should clearly articulate how your chosen team structure will meet all performance and security obligations.

Q37. Will the Government provide a more detailed breakout, by quantity/frequency, of typical project/travel/maintenance/emergency call orders expected each year?

A37. Attachment 5 – Loaded Hourly Rate Table has been added. To date there has been one travel iteration on the current contract. All travel, if required to perform the PWS, shall be in accordance with the Joint Travel Regulations (JTR) and will be reimbursed as a separate cost. Emergency call orders CLIN has been removed from this requirement and to date on the current contract there have been zero (0) emergency call orders.

Q38. For each CLIN, what is the expected frequency, typical duration, and size of tasks (especially labor vs. travel vs. emergency response)?

A38. All task orders will be predominantly CLIN 0001, CLIN 0002 is travel and offerors’ shall not include travel in its firm-fixed-price proposal. All travel, if required to perform the PWS, shall be in accordance with the Joint Travel Regulations (JTR) and will be reimbursed as a separate cost. The government will only reimburse travel that is specifically authorized in writing by the Contracting Officer or the Contracting Officer's

Representative (COR). Travel expenses will be reimbursed on a cost-reimbursable basis, subject to the limitations of FAR 31.205-46, "Travel costs," which limits reimbursement to the rates established in the JTR. The contractor is responsible for ensuring all travel is necessary, reasonable, and documented in accordance with the contract and applicable regulations. CLIN 0003 Emergency Call Orders has been deleted for this requirement.

Q39. Is there an average or ceiling number of preventive maintenance visits, upgrades, or training sessions per location per year?

A39. Preventive maintenance, upgrades and training sessions were rarely exercised.

Q40. For replacement parts or non-exempt supplies, will the Government provide any preferred vendors, or will this be at contractor discretion?

A40. IAW the solicitation, CHESS will be used to purchase all information technology supplies/equipment. If supplies or services are not available on CHESS the contractor shall get a statement of nonavailability (SONA) from CHESS. For all non information technology items or items that are not offered on CHESS, it is the preference of the contractor of where to purchase the items and shall ensure the supplies adhere to the terms and conditions of the contract and applicable Federal Acquisition Regulations.

Q41. Are there any parts, hardware, or systems requiring proprietary expertise/certification not otherwise listed in the solicitation?

A41. None known at this time.

Q42. What are the anticipated locations (buildings/areas) for most work, and are there site-specific clearance, access, or physical security procedures above and beyond standard PWS requirements?

A42. Work is too broad across post to answer this question. The Government will not ask the contractor to do anything outside the scope of the PWS. The Government will work with the contractor to ensure access to required buildings and areas.

Q43. For the Quality Control Plan and the Customer Comments/Complaints Program, are there template formats or Government preferred reporting mechanisms, or is the proposal approach-driven?

A43. This is a company decision / proposal approach-driven.

Q44. How many personnel and what roles are expected to require active SECRET facility/personnel clearances at any given time?

A44. Cannot anticipate this; could be none, could be several.

Q45. Are interim clearances acceptable for key staff at kickoff/award, or must full clearances be in place before transition?

A45. Full clearances.

Q46. For cyber and Information Assurance requirements, are current DoD 8570.01-M certifications for IT staff mandatory at proposal, or upon contract start?

A46. In Proposal.

Q47. Can training (e.g., AT Level I, OPSEC, TARP, iWATCH) be completed after award/phase-in, or is any training required by proposal submission?

A47. Yes.

Q48. Will the Government provide historical or anticipated number of hours/labor categories by Task Order, or will labor mix be at contractor’s discretion for proposal purposes?

A48. Labor mix is at the contractor’s discretion as long as the individuals have the proper clearance (if needed) and certification (if needed).

Q49. Are there defined rates or wage escalations for exempt labor, or should proposers define their own escalation methodology?

A49. Exempt labor on a Service Contract Act (SCA) applicable contract, proposers should define their own escalation methodology. The SCA primarily governs the minimum wages and fringe benefits for "service employees," which generally excludes employees who qualify as bona fide executive, administrative, or professional employees under the Fair Labor Standards Act (FLSA). Exempt Employees under SCA/FLSA: The definition of "service employee" under the SCA explicitly excludes employees who meet the criteria for exemption as bona fide executive, administrative, or professional employees as defined in 29 CFR Part 541 (implementing the FLSA). This means that the specific wage rates and fringe benefits stipulated in SCA wage determinations do not apply to these exempt personnel.

Q50. Which non-exempt SCA labor categories are required for pricing, and which (if any) may be used, or must be added/conformed?

A50. Government does not dictate the labor categories; offerors propose them based on their technical approach, utilizing existing wage determination categories where applicable, and identifying any necessary categories for conformance.

Q51. Should the pricing include anticipated travel costs (if so, are there typical destinations and number of trips per year?) or will all travel be costed at TO-level only after award?

A51. The contractor shall not include travel in its firm-fixed-price proposal. All travel, if required to perform the PWS, shall be in accordance with the Joint Travel Regulations (JTR) and will be reimbursed as a separate cost at the task order level.

Q52. Will the Government provide a template for the Loaded Hourly Rate Table, or any sample from prior contracts?

A52. The Loaded Hourly Rate Table has been added as Attachment 0005. As stated in Section L of the solicitation, it is the offeror's responsibility to propose a complete and comprehensive price that reflects its unique cost structure, proposed staffing, and approach to fulfilling the requirements of the Performance Work Statement (PWS). The Government will evaluate the reasonableness and realism of the proposed price based on the information submitted by each offeror, as outlined in Section M of the solicitation.

The offeror is reminded to submit all required pricing data as instructed in the solicitation. Fully loaded rate, this rate is not just the employee's salary; it includes all associated costs. These costs can be itemized as follows:

Direct Labor: The employee's annual salary, converted to an hourly or monthly rate.

Fringe Benefits: The cost of employee benefits, such as health insurance, paid time off, retirement plan contributions, etc.

Indirect Costs (Overhead and G&A): The company's indirect costs allocated to the contract, such as rent, utilities, corporate salaries, and administrative expenses.

Profit: A reasonable profit margin on the total cost.

Q53. Are key personnel to be priced at separate rates or within the general labor rates?

A53. In the proposal's pricing volume, the contractor must provide a rationale for its proposed rates. This includes explaining the basis for the direct labor rates (e.g., based on market data, internal salary scales), the methodology for calculating rates, and proposed profit. The price for exempt labor shall be proposed as a fully loaded rate. key personnel shall be priced within the general labor rates presented in your Loaded Hourly Rate Table, not at separate, standalone rates outside of that table.

Q54. How should profit be applied to allowable travel? Is G&A/overhead allowed but profit prohibited per Section 5.12 of the PWS

A54. The contractor shall not include travel in its firm-fixed-price proposal. All travel, if required to perform the PWS, shall be in accordance with the Joint Travel Regulations (JTR) and will be reimbursed as a separate cost. The government will only reimburse travel that is specifically authorized in writing by the Contracting Officer or the Contracting Officer's Representative (COR). Travel expenses will be reimbursed on a cost-reimbursable basis, subject to the limitations of FAR 31.205-46, "Travel costs," which limits reimbursement to the rates established in the JTR. The contractor is responsible for ensuring all travel is necessary, reasonable, and documented in accordance with the contract and applicable regulations.

Q55. Will materials and supplies purchased via CHESS or other Army-approved sources require markup limitations, or can contractors propose standard handling/markup rates

A55. Materials purchased through CHESS should not have markups, but all costs associated with purchases should be evaluated for reimbursement. FAR 15.402, "Pricing policy": The Government's objective is to "purchase supplies and services from responsible sources at fair and reasonable prices." It is the offeror's responsibility to propose a price that meets this standard. The government's role is to evaluate the proposed prices to determine if they are fair and reasonable, and not to provide pricing data to the offerors. FFP contracts generally offer contractors more flexibility in how they achieve the fixed price, the underlying cost principles still apply for determining allowability. For materials and supplies, including those purchased via CHESS or other Army-approved sources, contractors can propose standard handling/markup rates, provided these rates result in reasonable and allowable costs in accordance with the Federal Acquisition Regulation (FAR) cost principles. However, these rates are subject to Government scrutiny for reasonableness, and there are limitations on "excessive pass-through charges" that could be interpreted as unallowable markups.

Q56. PWS 1.4 Scope - Equipment Support: What is the approximate inventory size and age of existing tactical networking, AV, and VTC equipment that will require maintenance under this contract?

A56. Varies from just a year old to over a decade old.

Q57. PWS 5.2 Task Order Procedures: What is the typical timeline from TORF submission to task order award, and what is the expected contractor response time for ROM submissions?

A57. TORF to Task Order time varies, but the target goal is 2-4 weeks. ROM will be turned around in 96 hours.

Q58. PWS 5.4 Standard Install Practices: Are there existing technical standards or installation guides beyond those listed that contractors must follow for AV installations?

A58. Yes, I recommend consultation on Army network certifications and processes. Not knowing is not an expectable response and will not be excused.

*Q59. PWS 1.6.1.1 Contract Manager Requirements: Will the Government accept equivalent experience in lieu of the Bachelor's degree requirement (e.g., additional years of relevant experience)?

A59. Yes, however, offerors shall ensure any proposed substitute includes a well-defined explanation on how the individual’s time and experience is at minimum equivalent to a bachelor’s degree.

Q60. PWS 1.6.2 Certifications: Are there grace periods for obtaining required certifications post-award, or must all certifications be current at proposal submission?

A60. No grace periods.

Q61. PWS 5.11 CHESS Requirements: What percentage of material purchases typically go through CHESS versus other procurement methods?

A61. 100 percent of electronic devices and components should be purchased through CHESS when available, unless a SONA from CHESS is obtained or other written permissions is given from the Contracting Officer.

Q62. PWS 5.15 Workload: What is the historical peak concurrent task order volume (the "6-8 active projects" mentioned), and does this represent typical or maximum loading?

A62. The peak should not be considered typical loading. Typical loading should be closer to three to five task orders.

Q63. PWS 1.5.20 Security Clearances: For personnel requiring SECRET clearances, what is the typical processing time, and will interim clearances be accepted

A63. Every situation is different depending on the individual. Interim clearances will not be accepted.

Q64. PWS 5.6 Maintenance/Repair: What constitutes "warranty" versus contractor-provided parts, and who determines warranty coverage status?

A64. Warranty lengths are provided by the manufacturers.

Q65. PWS 5.10 Technical Work Support: For the 24+ hour technical support requirements, is this continuous coverage or on-call availability?

A65. 24+ would be exactly that, continuous cover, not on call support. The task order will determine if 24+ support will be required.

Q66. PWS 1.6.4 Texas HVAC License: Is one licensed individual sufficient for the entire contract, or are multiple licenses required for concurrent work?

A66. Whatever the contractor decides is sufficient to accomplish the work.

Q67. PWS 5.17 Deliverables: What format and level of detail is required for the Monthly Progress Reports?

A67. Contract #, description, POP, Materiel Status, Install Scheduled, Install Complete, TO Total Amount, Invoiced to Date, Remaining Balance, Notes

Q68. PWS 1.6.5 OPSEC Requirements: What level of OPSEC coordinator certification is required, and are there specific training providers the Government prefers?

A68. Requirement to have a certified Level II OPSEC coordinator in PWS 1.6.5 has been removed.

Q69. PWS 1.5.4 Hours of Operation: For work outside normal duty hours (8AM- 4:30PM), what approval process and compensation structure applies?

A69. Managing of the standard 40 hours, no approval and no compensation. Individuals will not work more than 40 hours per week, however depending on mission work outside normal duty hours maybe required.

Q70. PWS 5.12 Travel: What is the typical duration and destination of the anticipated 3-5 trips, and what advance approval timeline is required?

A70. Other III Corps posts, primarily FT Bliss, TX, FT Carson CO and FT Riley, KS. It has never been exercised yet. It should be 3-5 days. Offerors’ shall not propose the travel CLIN 0002 as standard JTR rates will apply.

Q71. PWS 1.6.8 Contractor Travel: Are there specific JTR categories or per diem rates that apply to contractor travel?

A71. Yes, All travel, if required to perform the PWS, shall be in accordance with the Joint Travel Regulations (JTR) and will be reimbursed as a separate cost. The government will only reimburse travel that is specifically authorized in writing by the Contracting Officer or the Contracting Officer's Representative (COR). Travel expenses will be reimbursed on a cost-reimbursable basis, subject to the limitations of FAR 31.205-46, "Travel costs," which limits reimbursement to the rates established in the JTR. The contractor is responsible for ensuring all travel is necessary, reasonable, and documented in accordance with the contract and applicable regulations.

Q72. PWS 5.14 Network Enterprise Center: What is the typical timeline for CCB Remedy approval, and could delays impact task order performance schedules?

A72. It depends on the request. The task order will not be started until after a CCB approval regardless. Any delays due to Government delays will not be the responsibility of the contractor.

Q73. Technical Exhibit 1 - PRS: How are the 96% performance thresholds measured and reported, and what constitutes acceptable corrective action for deficiencies?

A73. The total number of executed task orders times total time divided by non-conformance time.

Q74. PWS 1.5.1.1 Quality Control Plan: Are there specific QCP templates or formats the Government prefers, or existing contractor QCPs that could serve as examples?

A74. The Government will not provide a template for the Quality Control Plan (QCP). It is the contractor's responsibility to develop and submit a QCP that is a complete and comprehensive reflection of its internal quality management system. The QCP shall detail how the contractor will ensure that all services and deliverables meet the requirements and performance standards outlined in the Performance Work Statement (PWS). The contractor is responsible for both the content and formatting of the QCP, and it must be in accordance with all applicable federal acquisition regulations.

Q75. PWS 1.6.16 Training Requirements: What is the preferred training provider for AT Level I, OPSEC, and IA training, and are there associated costs?

A75. All training listed above is online and there is not any associated cost. Links will be provided to the contractor after award.