Final_Set_Consolidated_Vendor_Questions_W912CM-17-T-0013_GFEBS_Support_USAREUR.pdf

QUESTIONS FROM INDUSTRY AGINST PUBLISHED SOLICITATION W912CM-17-T-0013 /

“USAREUR REAL PROPERTY GFEBS SUPPORT”

QUESTIONS:

Q1: I noticed that the Solicitation (Number W912CM17T0013) that came out yesterday for RP GFEBS Spt was unrestricted and not as a Small Business Set Aside. Could you explain why, if possible? is it possible to change it and try to award as a sole source?

A1: Small Business Set Aside does not apply for acquisitions OCONUS and will be awarded under full and open competition procedures.

Q2: The requirements for the PM and Alternate as well as the RP specialists, certain aspects seem very stringent… Is there not room for relaxing them if people are already performing like work now and doing an excellent job at it?

A2: No

Q3: The PoP is one year, but the CMR includes provisions 7500 & 7501 that continue to Oct 2018, I assume that is to cover the time if you need to extend the contract six months?

A3: CMR CLIN 7500 covers the performance period from date of award until 31 Oct 2017 and must be recorded accordingly by that date. CMR CLIN 7501 covers the remaining performance period and shall be reported not later than 31 Oct 2018.

Q4: The record count in PWS 5.1.2 and 5.1.3 is inconsistent with the Table in Technical Exhibit #3. Please advise which workload data we should use for LOE estimate purposes.

A4: The technical exhibit table shows 1176 records that currently exist in the GFEBS database. Of these, approximately 700 existing records are expected to be reconciled due to known conflicting or missing data elements. Additionally, we expect that the contractor will create an additional approximately 1000 new records.

Q5: The RFP does not reference a TESA as a requirement. Can the contractor assume that the work can be performed without a TESA in place?

A5: This is a data entry position and does not qualify for a TESA.

Fax-back (90 days or less in a 12 month period) is a requirement for access to the site and the responsibility of the contractor once the contract has been awarded. No less than 15 days from the individual arriving to Germany a Fax-back is required. G1/DOD Contractor personnel office, DOCPER is the POC.

http://www.eur.army.mil/g1/content/CPD/docper/docper_germanyLinks.html?tab=5&framepage=germanfax back.html#top

Q6: Can you kindly advice whether there is an incumbent contractor currently performing this work and if so, provide the contractor name and contract number?

A6: There is not a contractor currently performing this work.

Q7: Is there an incumbent contractor and can you provide the previous or current contract number this work is being done under?

A7: N/A - new contract with no incumbent.

Q8: In our experience preforming OCONUS Real Property Inspections we have been successful in deploying for short periods of time (1-3weeks) to complete the physical inspection and then preform all data entry and validation before and after the trip. Therefore, does the contractor need to be physically located in the USAREUR region for the entirety of the contract?

A8: No, the contractor is not expected to be physically located in the USAREUR region for the entirety of the contract. Deploying for short periods of time is part of USAREUR’s expectations.

Q9. PWS 1.6.18 Key Personnel- Lists the following positions; Real Property Specialist, Project Manager, and Alternate Project Manager.

a. Are these the only 3 positions that will be required?

b. Is there an hourly estimated level of effort for each position?

A9a: The quantity of the assigned real property specialists is to be determined by the contractor. The project manager / alternate can be filled by the real property specialist as long they hold the described qualifications.

However, the alternate serves as a backup for contract administration.

A9b: No hourly estimate exists, we have described the quantity of work required.

Q10: PWS 1.6.20 Contractor Travel- states that contractor will be required to travel OCONUS.

a. Where is the anticipated travel “from” starting point?

b. Exhibit 3 only lists two locations, will these be the only site-visits?

c. What is the estimated duration of travel for each location the contractor will be conducting site-visits?

d. What is the estimated duration and frequency for each location of travel required to conduct training?

e. Where there be any other travel required in addition to the above mentioned site-visits and training (i.e. special conferences, meetings, etc.)?

A10a: The real property specialist(s) can be physically located in the US (CONUS) or on site (OCONUS) to perform the services. However, they are required to perform the following services on site - a review of USAREUR's files, on-site training, and site visits. For those services performed on site, a Government Real Property Accountable Officer (RPAO) will be accompanying the contractor when site visits are conducted.

A10b: Travel is required to only two (2) sites in Eastern Europe -Romania and Bulgaria. Remote GFEBS support to Israel and Turkey will be provided by the contractor to fulfill required mission.

A10c: On average it should take a knowledgeable contractor, with Real Property experience, 10 minutes to create. This is with the understanding that all the data elements and the supporting documentation for the 1354 are available. Without the supporting documentation, this process can take up to 1 hour of a consolidated effort for that asset. Therefore, New Record Creation IAW PWS (1.2) can take up to 1 hour. or more. Data reconciliation IAW PWS (5.1.3 and 5.1.4) will take approx. 10 minutes per record.

A10d: One location (Wiesbaden Germany). Estimated 40 hours for training.

A10e: No.

Q11: Technical Sub-factor B, Experience- Is there a page limit for the two contracts that the offeror is required to submit?

A11: See sample of Reference Information Sheet under the Addendum to 52.212-1 (not to exceed one page in length)

Q12: Is there a page limit total each of the three sections: Technical, Price, Past Performance?

A12:

Technical Volume I Subfactor a (i – ii): This should not exceed 1 page.

Prices: Need to be listed on page 3 for CLINs 0001, 7500 and 7501.

Past Performance: The Government is not requiring offerors to submit Past Performance Data.

Q13. Period of Performance is listed as 1 base year with 1- 12month option.

a. Will the government give insight into how this was estimated?

b. Does the government anticipate that both the base and option will be exercised?

A13a: No.

A13b: Only a base period of 12 months will be awarded. No option exercise under FAR clause 52.217-8 is planned after the POP expiration.

Q14: PWS 1.5 “Period of Performance” - The tasks outlined within the PWS require taking actions to prepare USAREUR real property assets for the upcoming audit to include performing physical inventories, preparing documentation, etc. The period of performance identified allows for this work to be performed, but does not consider sustainment support or audit support which would require time in addition to the 12 months identified. Failure to adequately sustain this business process going forward will result in significant challenges in maintaining an audit ready environment with respect to real property. Meaning, the existing challenges or issues in the business environment will resurface following this initial effort.

Q: What consideration are in place to ensure continuation of this effort beyond the 12 months identified?

A14: There is no intent to continue contractor’s support beyond 12 months.

Q15: PWS 1.6.10 “Place of Performance”

a. What is the minimum number of personnel expected to be onsite daily?

b. Will personnel be able to access resources and materials while operating off-site?

A15a: There is the expectation that the contractor will determine how many personnel will be available.

A15b: Yes.

Q16: PWS 1.6.12 “Security Program”

a. What is the security level required for contractor personnel working on this contract?

b. Can you provide the credentials and background check detail needed for all personnel identified to support this contract?

c. Please indicate any Security distinctions required for foreign nationals vs. U.S. citizens supporting this contract.

A16a: There are no additional USAREUR security requirements.

A16b: Support for this contract is base access, GFEBS RE80 access and HQIIS

A16c: There is no security classification for this contract.

Q17: PWS 1.6.18 “Key Personnel”

a. What is the specific number of personnel required to be assigned to each of these key personnel roles?

b. Are there existing resources within each of the performance locations that currently perform these or similar job functions that will be supporting this contract?

A17a: The Contractor is to determine means and methods of performance.

A17b: No, there is not an existing resource within each of the performance locations.

Q18: PWS 1.6.18.3 / 1.6.18.3.1 “Qualifications”

a. How many personnel are required as part of this PWS to serve in this role?

b. Can Foreign Nationals be consider for this role?

c. What support is needed for GFEBS experience?

A18a: That is determined by the contractor.

A18b: Yes.

A18c: One location (Wiesbaden, Germany), estimated 40 hours.

Q19: PWS 1.6.18.3.2 “Qualifications Project Manager/Alternate”

The tasks required under this PWS are related to real property asset management and audit readiness.

However, the requirements for the Project Manager/Alternate are more cost management and engineering in nature. Based on audit readiness efforts underway and requirements needed to adequately prepare for the audit, personnel supporting these efforts should have financial management and audit backgrounds. Staffing these efforts with resources that are not familiar with the requirements and level of effort needed to support an audit may result in failure to meet the intended goal.

Q: Recommend reassessing the Project Manager/Alternate requirements to include resources with financial management and audit background and related certifications (i.e.. CPA, CDFM, CGFM) to support these efforts.

A19: No – goal of audit is to correct RP data.

Q20: PWS 1.6.20 -- Are all the Government RP Managers located at Wiesbaden or are some RP Managers also located in Bulgaria and Romania? This will have an impact on how mission travel is priced?

A20: All the GOVT RP manager are located at Wiesbaden. The RPAO will be accompanying the contractor when site visits are conducted.

Q21: PWS 1.6.10 -- Is it the Government’s expectation that at least one person be physically located in Wiesbaden at all times and if so, will on-post housing be available or will the contractor employee live on the economy? Will contractor employees have access to Post Exchange and Commissary?

A21: PWS 1.6.10 Place of Performance: Workspaces will be provided by the USAREUR for Government facilities in Europe (USAREUR Headquarters U.S. Army Garrison Wiesbaden, Germany and Temporary Duty Locations of Romania and Bulgaria), however it is at the contractor’s discretion where their personnel is physically located as long as all contract requirements are met.

Q22: PWS 1.6.10 -- If an employee is placed in USAREUR for a 12 month assignment will the contract and employee be covered under DOCPER/TESA?

A22: No - There will not be a requirement for the employee to physically be present for the 12 month duration.

Q23: PWS 5.1.1 - "….for the accountability of all RP per AR405.5". Can the government confirm that this was intended to by AR405.45?

A23: Yes – AR405-45 (typo) Audit Readiness Handbook v3 Final/Validating/Pg.19 Regularly scheduled real property inventories or surveys are the sustainable process for validating additions, deletions, and changes to the inventory. Volume 4, Chapter 6, DoD 7000.14-R, FMR, and AR 405-45, Real Property Inventory Management, establishes requirements for physical inventories for real property and requires Army installations to inventory all real property at least once every five years and heritage assets at least once every three years.

AR405-45

Chapter 2/Inventory Policy/2–1. Real property inventory/ a. Policy / b. Procedure

a. Policy. The Army will maintain real property accountability records and an inventory on both a quantitative and monetary basis, and report thereon as directed by DOD Instruction (DODI) 4165.14 to the President and to the U.S. Congress. Real property officers are accountable for the completeness and accuracy of all real property records. All facilities located on Army installations or COCO sites will be reported in real property inventories with the appropriate ownership codes. This includes privately owned buildings, structures, and utility systems.

Q24 PWS 5.1.1 - "…information on status, cost, area, capacity, condition…" Will condition assessments be necessary to collect this data element or will the asset's condition be provided by the Government RPAO?

A24: Assets condition will be provided by the RPAO.

Q25: PWS 6.1 -"The contractor shall abide by all applicable regulations….3. AR405-45 “Real Property Inventory Management”; 8. DODI 4165.14 “Real Property Inventory and Forecasting". Can the government provide the list of RPIM data elements that will need to be populated by the contractor vs. those that are automatically derived from other data elements?

A25: Yes, after award.

Q26: While no incumbent is identified for this work, can the government identify the contractor(s) performing this work at other Army installations in Europe?

A26: No – we do not know who may be working at other Army Installations in Europe.

Q27: PWS 5.1.1 - "…information on status, cost, area, capacity, condition…".Will the original cost information or other cost information, which satisfies the requirement of SFFAS 50 be available to determine "deemed costs".

A27: N/A

Q28: PWS 5.1 - The USAREUR Office of the Deputy Chief of Staff – Engineer (ODCS-ENG) is the requesting organization. Will the cognizant DEH/DPW representative be on hand and available to assist with identification of facilities, discussions on area, capacity, condition, etc.?

A28: The identification of facilities, discussions on area, capacity, condition etc. will be provided by the USAREUR ODCSENG staff.

Q29: PWS 5.1.2 - Contractor shall produce audit ready files including maps, photos, 1354’s, and attestation letters for all found-on-site facilities within 30 days from the found-on-site date (i.e. assets not currently in the real property database). Is the "1354's" referenced in the PWS referring to the DD1354 "Transfer and Acceptance of DoD Real Property" Specifically what does the government expect to be completed on this form?

A29: Yes, by 1354’s, the Government means “DD Form1354”. Specific requirements for the DD Form 1354 can be located in the RPAO Smartbook.

Q30: PWS 5.1.3 - The contractor shall rely on USAREUR personnel to provide the best available information in cases where records show alternative sizes/dates and where cost estimates and/or attestation letters have to be prepared. Can we assume from this comment that a cognizant DEH/DPW representative will be available throughout the duration of the work to support this requirement?

A30: The identification of facilities, discussions on area, capacity, condition etc. will be provided by the USAREUR ODCSENG staff.

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