B2 - (REPOST) - RFQ AMENDMENT 0002- QUESTIONS AND ANSWERS.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- (REPOST) Tribal and Indigenous Advisory Council
- Solicitation number
- 05GA0A24Q0031
About this file
This document is a set of questions and answers related to a repost of a Request for Quote (RFQ) for the Tribal and Indigenous Advisory Council (TIAC) support contract. The RFQ is being recompeted, with the current incumbent being Self Governance Communication & Education Tribal Consortium, Inc. under contract 05GA0A21C0003.
Key details include:
- The Service Contract Act (SCA) applies to this contract.
- Invoice and payment requirements will be updated to remove references to a 30-day reimbursement timeline and instead incorporate FAR 52.216-7, Allowable Cost and Payment, and FAR 52.232-25, Prompt Payment.
- A work plan will be required for each task order issued, outlining the proposed work, staffing, hours, costs, and schedule, which GAO will review and approve prior to work commencing.
- Quarterly progress reports will be required, though this will be changed to twice-yearly in an amendment.
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Q&A
| Tracking No. | Technical Inquiry & Question | RFQ Reference | Response / Answer | Type | RFQ Change |
| 1 | Is this a new requirement? | No Reference | This is a recompete. | Procurement | No |
| 2 | If not [a new requirement], who is the current incumbent and the contract number? | No Reference | The current incumbent is Self Governance Communication & Education Tribal Consortium, Inc. and the contract number is 05GA0A21C0003. | Procurement | No |
| 3 | Is there historical data on how often travel was approved? | No reference | Travel was approved for vendor staff and TIAC members for each in-person meeting held. Since its establishment in 2022, there have been four in-person meetings. | Technical | No |
| 4 | Is there historical data on how many staff members serviced this contract? | No reference | Two to three staff members. | Technical | No |
| 5 | Is this contract under SCA? | Section I.1, Clauses Incorporated by Reference (FAR 52.252-2) (FEB 1998) | Yes, the Service Contract Act (SCA) applies. The following clauses were added to the RFQ reference: |
- FAR 52.222-41, Service Contract Labor Standards (AUG 2018)
- FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014)
- FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price
| (Multiple Year and Option Contracts) (AUG 2018) | Procurement | Yes |
| 6 | In a couple of places, its mentions that “Invoicing for work performed under this task shall be based upon actual expenditures and submitted within 30 days of task order completion.” |
It is impossible to have a TIAC meeting, request TIAC members to submit for reimbursement, process reimbursements, and then submit expenditures to GAO within 30 days of a meeting. Also, if we are using a private facility or company for AV, it is common that we wouldn’t even receive the final AV/meeting space bill for several weeks following the meeting.
My question is… based on this language, is GAO saying we will not be reimbursed if we don’t submit expenditures within 30 days of a meeting’s completion?
| Representative Task Orders #1 (Oversight and Administrative Support), #2 (Planning and Convening Meeting), and #3 (Technical Assistance) / Section I.1, Clauses Incorporated by Reference (FAR 52.252-2) (FEB 1998) | All allowable cost will be paid. To clarify the invoice and payment requirements, Amendment #0002 will remove all referenced language and add FAR 52.216-7, Allowable Cost and Payment and FAR 52.232.25, Prompt Payment under Section I.1, CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2)(FEB 1998), of the solicitation. | Procurement | Yes |
| 7 | GAO states that “Contractor can conduct up to 25 percent of time and incurred costs of the meeting planning and convening task order and up to 25 percent of time and incurred costs of the technical assistance task order.” Can you clarify what this means? |
| If a meeting is scheduled for 16 hours, does this mean we can use up to 4 hours for planning? Or, is this based on the total cost of the meeting? For instance, if 15 TIAC members attend a meeting and then 5 submit for reimbursement, does the mean our planning costs can’t go over 25 percent of the reimbursement for the 5 members that submitted expenses for reimbursement? | Representative Task Orders #1, Oversight and Administrative Support, Description of Work | The oversight task order's threshold of up to 25 percent of technical assistance task order costs was intended to cover the initial tasks of technical assistance so that the contractor could begin work and be timely reimbursed for those initial activities without having to wait for GAO to complete its issuance of a technical assistance task order to start the work. Amendment #0002 will remove this language for clarity. | Technical | Yes |
| 8 | GAO wants the Contractor to create a “work plan” before performing any tasks and here are the requirements for the work plan: “The work plan shall (1) outline the work that the Contractor proposes to perform; (2) identify the staff that are expected to be assigned to the work; (3) indicate the expected number of hours and costs required for each staff member; (4) identify other direct costs anticipated under the task order; and (5) include a schedule for completing the project. GAO will review the work plan and approve or disapprove within seven (7) business days. The Contractor shall start work only after receipt of an approved work plan.” |
| Is this an annual work plan, a monthly work plan, or a work plan for each task? | Representative Task Orders #2 (Planning and Convening Meeting), and #3 (Technical Assistance) / Task Order Administration | The work plan would be completed for each meeting planning or technical assistance task order issued and could be standardized and reused. | Technical | No | ||
| 9 | GAO requires quarterly progress reports. Are these in addition to the work plans that GAO is reviewing and approving? | Performance Work Statement, Section 3.3. Deliverables. | The progress reports would be in addition to the workplans. To reduce administrative burden, amendment #0002 will change the timing from quarterly to twice a year. | Technical | Yes |
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