Solicitation Questions and Answers Q23 - Q73 09 May 2024.pdf

Solicitation Questions and Answers Q23 – Q73 Regarding A12 Q23 – We do have one subcontractor who has very relevant experience to some of the four areas but won’t be 15% of the total price. We had been planning to showcase this non-major subcontractor within the Experience volume, but not Past Performance, hence the question.

Would this be allowed?

A23 – Experience must be demonstrated by Major Subcontractors. Past Performance must be submitted for all contracts submitted for the Experience factor.

Q24 - As the Prime/member of a Prime JV, we had planned on using 2 more contracts to show the breadth and depth of relevant experience in the Experience volume (for a total of 5); would this be allowed?

A24 – There is no contract number limit for the Experience factor.

Q25 - If all contracts used in the Experience volume must also be citations in Past Performance, to include Past Performance Questionnaires, would the Government consider allowing PPQs to be submitted by May 16 instead of May 9? That would help us give our customers time to complete them, after this RFP update.

A25 – Yes, this has been updated.

Proposal Content Requirements Q26 - The Government increased the Volume III page limit to allow 24 pages which includes the technical response, Cover Sheet, Table of Contents, List of Figures and Tables, Acronyms List, Summary Sections. Will the Government consider excluding the Cover Sheet, Table of Contents, List of Figures and Tables, Acronyms List, Summary Sections from the 24 page limit? The removal of these elements from the page count will allow offerors the page space to provide a complete and detailed response.

A26 –The Cover Sheet, Table of Contents, List of Figures and Tables and the Acronyms List will be excluded from the page count in Volume III.

Volume 1 – Executive Summary Q27 - Organizational Conflict of Interest Identification and Risk Mitigation Plan: The Offeror shall conduct due diligence and submit with their proposal an Identification and Mitigation Plan , as fully detailed in Item 9 of the Proposal Submission Instructions.

If the prime and subcontractors do not have an OCI, is the OCI Identification and Risk Mitigation Plan still required for submission? Or can the offeror include a statement indicating no OCI exist for the team?

A27 – OCI and Risk Mitigation Plan is required for all proposals.

Section 1.15, Para #2

Q28 - The OCI language refers to FAR Subpart 9.5 and Section H of the contract; however, the RFP does not have a Section H.

Question: Will the Government please confirm that the reference to Section H is in fact referring to Section L, Number 9, page 59 of the RFP (OCI and Risk Mitigation Plan).

A28 – The reference to Section H will be removed.

Cost Model Q29 - Tab: ODC - Cost Detail - the instructions state "An estimated normalized amount for other direct cost (ODC) and travel has been specified for program purposes. Each offeror is to include this amount in their proposal." However, in Tab: Labor - Cost CLIN 0003 shows Germany as the location for the LOG III position.

Question: Where would we capture/include the ODC costs (travel, lodging, meals, etc...) for a potential ex-pat?

A29 – USASAC developed this cost detail to ensure potential used the same base-line information for planning. The ODC/Travel amount for GTE 333, USAI, and PM is significantly higher to accommodate the OCONUS Position. The amount reflected on the ODC – Cost Detail tab in the Cost Model should not be changed on any proposal. Additional funds for travel over the Period of Performance of this contract, if required by the government, can be added.

Q30 - Tab: ODC - Cost Detail - Are these estimated costs for travel only?

A30 – Yes. Other potential ODC requirements are expected to be minimal, and will be addressed on each Task Order as required.

Q31 - Tab: ODC - Cost Detail - Please provide context for the various Headers in row 8, columns B – E.

A31 – These headers refer to the Labor CLINs that each set of ODCs corresponds to. Column B

– CLIN 0003; Column C – CLIN 0005; Column D – CLIN 0002; Column E – CLIN 0004.

Volume IV - Past Performance Q32 - Solicitation indicates the prime offeror can submit up to 3 Government contracts and/or task orders.

Question: If the prime is a Joint Venture (JV), will the Government allow up to 4 past performances for the JV prime offeror?

A32 – Please reach out to the Solicitation POCs directly if you need to submit more Past Performance Questionnaires than currently stated.

1.13.1 Use of GSA Vehicles

Q33 - The solicitation notes that Contractor employees are authorized to operate GSA vehicles/automobiles under specified conditions.

Question: Would the government please provide additional historical information regarding the details of which positions at which locations are anticipated and/or historically have used GSA vehicles/automobiles in this manner. What is the frequency and duration of such usage? What was the work being conducted that necessitated use of GSA vehicles/automobiles? Such information will assist in identifying insurance coverage needed and costs of such coverage for such employees.

A33 – There is currently no historical data as the requirement from the customer is new. Please refer to paragraph 1.13 (Travel) of the PWS. The location, frequency and duration of travel will vary. Use of GSA vehicles will be authorized when it is the most effective mode of travel.

Examples of GSA vehicle use include the following: (1) travel in support of setting up events at off-site locations, i.e., protocol support; (2) transporting official visitors in the local area, i.e., to and from airports; and (3) transporting government supplies and equipment. This list is not all inclusive.

Attach 3 Cost Model and Volume V - Cost Proposal Instructions Q34 - Clarification Requested: Please clarify that the Sample Fringe-OH Worksheet and the Sample G&A Worksheet are not required to be completed in the event the Offeror and its subcontractor(s) can demonstrate approved FPRA, FPRR, FPRP, approved provisional rates, etc.

A34 – Yes, this is correct. If FPRR or FPRP are submitted, they must be the most current rates available. E.g., if it is an FPRP being submitted, there should not be a more current FPRR or FPRA available, etc. If submitting an FPRP offerors must also submit confirmation that they were submitted to DCMA/DCAA such as a signed/dated PDF letter or email demonstrating that they were transmitted to DCMA/DCAA for review.

1, 1.19, 1.19.2, others Q35 - There are statements throughout the PWS such as "The contractor shall assist, conduct research, and provide recommendations to USASAC in the development and execution of SA programs." and "The contractor shall assist in performing financial analysis and/or systems analysis in support of Security Assistance Program objectives."

Please clarify the meaning of "contractor" in these and similar statements.

Question: Does it mean the contractor, as a corporate entity, will perform these services for USASAC using corporate processes or does it refer to the contractor's individual employees performing these functions when integrated into USASAC teams and using USASAC processes?

A35 – It refers to the contractor’s individual employees performing these functions when integrated into USASAC teams.

Section L, Volume I, Sub Para 2 (pg 60), Section L, Volume II, (pg 61) and the programmatic post industry day questions and answers dated 15 March.

Q36 – ISSUE - In the Q&A provided by the government post industry day, the government stated in Q/A #82 that, “The Experience may be demonstrated by either member of a qualified joint venture." By the example provided in Section L, Volume I, subpara 2, it appears that government considers members of a JV to be affiliates. Because the government is allowing all members of a qualifying JV to submit affiliate experience, it follows that the government will accept affiliate experience in Volume II from affiliate entities that meet the criteria listed in Volume II, Pg. 61 of, "An affiliate is considered an entity with which a meaningful relationship exists within a corporate structure when at least one of the following conditions exists: An entity is a wholly owned subsidiary of a parent organization. An entity is a parent of a wholly owned subsidiary. An entity operates under a single internal operational unit. An entity operates under a consolidated accounting system. An entity operates under a consolidated purchasing system. An entity operates under a consolidated human resources or personnel system.

Question: Please confirm that the government will accept affiliate past experience across all requirements stated in Volume II from both members of a qualifying JV, and/or affiliate entities that meet the meaningful relationship criteria?

A36 – The Government does not consider members of a JV to be affiliates. JV’s have a legal structure that is not present in an affiliate relationship.

Section L, Volume II, Pg. 61 Q37 – ISSUE - Recommend re-wording the first sentence of Volume II to clearly reflect the government's intent for the use of affiliate experience in Volume II: (Suggested Change in bold), "The prime offeror/ qualified affiliates must clearly demonstrate the following experience:"

Question: Will the government modify the language regarding the use of qualified affiliate experience for all of the Volume II requirements?

A37 – Volume II has two (2) requirements. As noted in paragraph 2 under Volume II, the first requirement, 12 months of experience within the last 5 years managing at least 50 employees, must be demonstrated by the Prime only. The teams experience in the 4 functional areas spelled out in Volume II is the portion that can be demonstrated by the team.

Attachment 3 Cost Model, Table LCATS with Benchmarks Q38 – ISSUE - Staff Accountant I is listed as a labor cat , but there are no associated positions on the CLIN Tabs Question: Please confirm that there is currently not a requirement on the base contract for Staff Accountant I A38 – There is currently not a requirement on the base contract for Staff Accountant I.

Q39 – ISSUE - Staff Accountant II is listed as a labor cat , but there are no associated positions on the CLIN Tabs Question: Please confirm that there is currently not a requirement on the base contract for Staff Accountant II A39 – There is currently not a requirement on the base contract for Staff Accountant II.

Section L, Volume II Experience Q40 – ISSUE - The requirement outlined in Section L for demonstrating experience managing a minimum of 50 employees that must be within a period of 12 consecutive months, that are defined as 01/01/2019 through 12/31/2023. The start and stop dates defining the five years appears to arbitrary or possibly an artifact from a previous draft RFP. If the period remain through 12/31/2023 it may restricts offerors from using their most current experience.

Question: Will the government adjust the dates of this period to reflect the five year period from the, "date of issuance of the final solicitation"? This suggested language is used in Section L, Volume IV Past Performance to define recency.

A40 – These dates are not arbitrary. They represent the 5-year period immediately preceding the year in which this contract is expected to be awarded.

Attachment 3 Cost Model, Direct Labor Rate Schedule Q41 – Issue: There are additional locations in the PWS for primary places of performance than allocated in the Attachment 3 Cost Model Question: Because this is an IDIQ, is there an expectation that we price all labor categories by the primary places of performance listed in the PWS in the PWS on Tab, Direct Labor Rate Schedule?

A41 – Price all positions using the places of performance listed in the Cost Model for each position.

Q42 - RFP states that 11 US holidays are respected by the contract, yet full-time employees’ hours are 2080 per person, per year. Request clarification on how many hours contractors should use as the annual planning number.

A42 – An FTE for staffing purposes is considered to be 1,920 hours per year [or other annual LOE as determined by the RA’s typical planning hours for annual FTEs], and contractors have the latitude to set their own leave/holiday policies as they see fit so long as an FTE delivers 1,920 hours per year under the contract. For purposes of determining the realism of annual salaries, proposed direct labor rates will be multiplied by 2,080 hours, which includes all paid leave/holiday hours an employee takes during the year.

Q43 - RFP States for each Volume Maximum pages:

“Page count includes all pages including but not limited to: cover sheet, table of contents, summary sections, body and all appendices. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government. The page limits stated above do not include written consent and/or letters of commitment or resumes.”

For Volume III – Mission Capability (Technical) recommend the Government exclude the Transition Plan from page count.

A43 – Please see A26.

Q44 - CLIN 0004 shows a reduction in FTE over the first two option years, including reducing key personnel positions. Is this correct?

A44 – Yes, this is correct.

Q45 - CDRLs are all showing incorrect PWS references. Respectfully request attachment revision A45 – They reference the PWS Para 1.21. 1.21 DATA DELIVERABLES “Contract Data Requirements Lists (CDRL) (DD Form 1423) for the deliverables specified in this PWS are provided below.” Additional data requirements and associated CDRLs will be included in individual Task Orders, as applicable.”

Q46 - In Section L, Proposal Content Requirements, Volume II - Experience, can the Government confirm the contract information details (Contract number, POC information, dates managed, # of employees managed in the US/in foreign nations, List of foreign nations where employees are/were employed, Breakdown of functional areas worked by prime and sub, brief description of the support provided) is required for the '12 months experience within the last 5 years managing at least 50 employees in more than one location, both in the US and in a foreign nation' ONLY or are the contract information details (listed above) required for each of the four functional areas as well?

A46 – The contract information details must be provided for all contracts submitted for this factor. If a question does not apply (ie the last 2 bullet points will not apply to the contracts demonstrating 12 months of experience managing 50 employees, unless those same contracts are also used to demonstrate experience in the 4 functional areas of the PWS), it can be skipped.

Q47 - RFP pg. 61 states, “Please provide the following information for this factor:

• Contract number(s)

• Name, phone number, and email of a technical and/or contracting POC for all contracts submitted

• Dates managed

• # of employees managed in the US/in foreign nations

• List of foreign nations where employees are/were employed

• Breakdown of what functional area work was performed by the prime, and what was performed by subs

• Brief description of the support provided” Can the Government please clarify if this information is needed for all 4 areas in Vol II or just for the prime to demonstrate the 50 employees CONUS and Foreign Nation requirements?

A47 – See A46 above.

Q48 - Can the demonstrated experience in Volume II - Experience include past performance that we have outside of the ones that we are submitting PPQs for?

A48 – No, Past Performance must be submitted for all contracts submitted for the Experience factor.

Q49 - RFP pg. 62 Section 2: Staffing Plan, 2nd bullet states, “Identify how key individuals fit into the overall organization and identify the proposed responsibilities for each key person.”

Is the Government looking for a description of how these key individuals fit into the offeror’s overall company or will an org chart suffice?

A49 – The Government is looking for prospective vendors to identify how key individuals fit into the overall organization, and to identify the proposed responsibilities for each key person.

An org chart is not sufficient to detail this information.

Q50 - RFP pg. 11 -12 states, “The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS…The QCP will be delivered to USASAC (CDRL A006)…” Is a QCP required at proposal submission?

A50 – No, this will be required after award. IAW CDRL A006 the QCP is due one month after contract award.

Q51 - Can the government please provide guidance on how to fill out the Direct Labor rate schedule tab?

A51 – The Direct Labor Rate Schedule tab is intended to be a consolidated list of the LCATs utilized in the Labor-Cost Detail tabs.

Q52 - Can the government please confirm the exact number of resumes and corresponding labor categories required for proposal submission?

A52 – There are a total of 21 Key Positions that will require resume submissions.

Q53- Are we to submit a resume for every key position in each one of the CLINS?

A53 – See answer A1 and A52 - Offerors shall submit a resume for each FTE marked as Key, for Base Year CLINs 0002-0005. I.e. if a position requires 4 FTEs, 4 resumes would need to be submitted for that position.

Q54 - Can the government please confirm if all personnel are required to work onsite 100% or on a hybrid/telework schedule?

A54 – Primary work will be onsite. Per Section 1.4 of the PWS, Telework will be subject to approval on a situational, case-by-case basis.

Q55 - Volume IV Past Performance, Section 5 - Past Performance Questionnaire indicates: For all contracts identified in Volume 3 above, a past performance questionnaire (Solicitation Attachment 4) shall be completed and submitted.

Question: Should the reference to Volume 3 in Volume IV, Section 5 actually be Volume 2 - Experience?

A55 – Yes, this has been updated.

Q56 - Section L, Proposal Contents Requirements, Vol IV Past Performance, Section 1 - Contract Descriptions, para. (a). The requirement asks for CAGE Code and DUNS number, however DUNS numbers are no longer assigned as part of SAM.gov registration, having been replaced with UEI.

Question: Would the Government accept UEI in place of the DUNS number?

A56 – Yes. Section updated.

Q57 - Section L, Proposal Contents Requirements, Vol IV Past Performance, Section 1 - Contract Descriptions, para. (d). The reference requires "Government contracting activity and the Administrative Contracting Officer's (ACO) [contact information] (if different from 2)." It is unclear what is referenced by "2".

Question: Please clarify whether this refers to para (b) "Government Contracting Activity" or a different reference.

A57 – Yes, it should be “b”. Section has been updated.

Q58 - Section G, p. 38, Section L, p 66. The Government has emphasized the importance of realistic direct labor rates in proposal preparation and evaluation instructions, as well as in a contract clause in Section G. The Government has established direct labor minimum benchmark rates to ensure that offerors propose realistic rates and prevent underbidding. In addition to minimum benchmark direct labor rates, a minimum benchmark escalation rate would reduce execution risk to the Government, while facilitating an equitable reasonableness and realism evaluation of all submitted cost volumes. This is especially important in light of recent high inflation rates and labor cost volatility. One ready benchmark for escalation is the BLS Economic News Release Table 9. Employment Cost Index for wages and salaries, for private industry workers, by occupational group and industry. Specifically, we refer to the Management, Professional, and Related occupational group, which is most relevant to this work. The most recent 12-month percent change was reported for December 2023, and that value is 4.1%.

Question: We request the Government establish a benchmark escalation rate to be used by all offerors A58 – No. The Government will not establish a benchmark escalation rate.

Q59 - Section I, p. 43; Section L, p.68; Section M, p. 77. The contract clauses as well as the proposal preparation and evaluation instructions refer to FAR clause 52.219-14, Limitations On Subcontracting. This clause contains a fill-in section wherein the Contracting Officer indicates whether limitations are applied at the end of the base term and then each subsequent option period or at the end of the performance period for each order. The RFP does not incorporate the clause by text or state which option will be checked in the contract. Evaluating with the first option, “by the end of the base term of the contract and then by the end of each subsequent option period,” permits offerors more flexibility in pricing and execution, which is likely to result in a lower proposed price. The second option introduces an additional constraint which limits offerors’ ability to optimize their LOE allocations with respect to both price and technical performance.

Question: Will the Government please clarify whether Limitations on subcontracting apply to the performance period terms of the overall contract or to the end of the performance period for each individual order?

A59 – We will update the clause to specify the end of the performance period for each individual order.

Q60 - Answer to Question 5 Section M, pg 76. In answer to Question 5, the Government clarified that Non-major subcontractors are not required to submit cost models or cost narratives and stated “The reference in Section M has been updated.” In the current Section M reference, the requirement does not appear to be updated and states “The Offeror shall ensure that a complete breakdown of costs is provided by all subcontractors.”

A60 – pg 76 (d) will be updated.

Q61 - The 26APR24 solicitation update did not come with a typical amendment or corresponding SF30. For the purpose of proposal submission, should offerors include the date(s) of solicitation update in the SF33 Block 14 or does the Government intend to release an SF30 for each corresponding update?

A61 – Yes, we will be providing an SF30.

Q62 - Section L, Volume III - Mission Capability (Technical). Section 1: Technical Capability - Offerors shall delineate the organizational and management approaches and management tools and systems intended for the performance of the contract. The proposal should not merely offer to perform the work in accordance with the solicitation requirements, but shall outline the offeror’s actual technical approach to fulfill all of the services referenced in the PWS, including business tools and prime subcontractor arrangements. This information must be consistent with the segregation of work outlined in the cost proposal. The Offeror shall demonstrate a clear, concise, comprehensive understanding and methodology for each of the specific tasks of the

PWS.

Question: Providing the "actual technical approach to fulfill all of the services referenced in the PWS, including business tools and prime subcontractor arrangements. This information must be consistent with the segregation of work outlined in the cost proposal. The Offeror shall demonstrate a clear, concise, comprehensive understanding and methodology for each of the specific tasks of the PWS" for this complex, global FMS and SA work across nine distinct Tasks is very difficult in just 24 pages, inclusive of cover and table of contents. Would the Government please allow for an additional 5 pages in Volume III to address all 3 Sections?

A62 – See A26 above.

Q63 - Section L, Volume III - Mission Capability (Technical), Section 2: Staffing Plan. “Letters of intent shall include the individuals name, contingent start date, and position/title, which indicate that the individual has accepted an offer of employment (with the prime contractor or major subcontractor) contingent on successful contract award.”

Question: For letters of intent (personnel not currently employed by the offeror), the RFP indicates individuals have accepted an offer with "major subcontractors" contingent on award -but this would not allow for specialized subcontractors with less than 15% of the total price.

Please confirm letters of intent for contingent staff may come from any member of the Offeror's team.

A63 – This will be updated.

Q64 - We respectfully request a two-week extension for proposal submission.

A64 – We will extend by one week to 24 May 2024.

Q65 - Attachment 3 Cost Model / PWS Section 1.1 Place of Performance. AFRICOM/RSA.

Question: The "Labor - Cost Detail CLIN 0003" tab on the Attachment 3 Cost Model identifies a location titled AFRICOM/RSA. Will the Government please clarify which location this maps to in Section 1.1 of the PWS?

A65 – This position is located at RSA and supports AFRICOM.

Q66 - The SF 33 included with amendment 1 does not mention the amendment and has the original date of 16 April 2024. Will the government be issuing a new SF 33 for the Offerors to acknowledge the amendment and provide required signature?

A66 – Yes. See Q61 above.

Q67 - Per the solicitations Attachment 3 Cost Model, Labor Cost Detail CLIN 0002-0005 tabs, it shows Year 1 (months 1-12) as 1760 hours for a full time equivalent (FTE). If Year 1 has the same number of months (12) as the other years, can the government explain the difference in hours for an FTE?

A67 – The first month of year one is the transition in period which is to be priced as Firm Fixed Price (FFP). 1760 hours represents the remaining 11 months.

Q68 - Section K - Representations, Certifications and Other Statements of Offerors. If the offeror has current representations and certifications in SAM.gov, will the Government accept a copy of the offeror's SAM.gov record in lieu of submitting the Section K -Representations and Certifications and Other Statements of Offerors?

A68 – Please see paragraph (d) of 52.204-8.

Q69 - Section L - Instructions to Offerors. Volumes I – IV shall list the Prime contractor and any teaming partners/subcontractors on the first page.

Question: Shall the offeror provide the list of teaming partners/subcontractors on the page after the cover/title page?

A69 – Please include the teaming partners/subcontractors on the first page providing informational response.

Q70 - Proposal Submission Requirements - Format for Resumes. The "Format" requirement for tables and illustrations allows for an 8-point font size. The narrative response allows for Times New Roman 12-point font size.

Question: For the Resumes, will the Government allow the offeror to structure each resume in a table format with the content set at 10 point font size? Allowing a 10-point font size for resumes will allow the offeror an opportunity to provide detailed resumes for evaluation.

A70 – No. We will update the resume page limit to 3 pages.

Q71 - Proposal Submission Requirements - Format for Past Performance. The "Format" requirement for tables and illustrations allows for an 8-point font size. The narrative response allows for Times New Roman 12-point font size.

Question: For the Past Performance Volume IV, Section 1 and 2, will the Government allow the offeror to structure each past performance reference in a table with the content set at 10 point font size? Setting up responses to Volume IV Sections 1 & 2 in a table format using 10 point size will provide the offeror the capability to develop a detailed response for evaluation.

A71 – No.

Q72 - Will the government consider putting the resumes in an appendix to Volume III? This will make it much easier to track page count and for the review by the government.

A72 – As long as the page limit and submission requirements are met, offerors are free to arrange Volume III as they see fit.

Q73 - Will the government please consider at least a 1-week extension of the due date?

A73 – See A64.