CONSOLIDATED Q A.docx

CONSOLIDATED Q&A RFP 12-233-SOL-00546

ANSWERS ARE BELOW IN BOLD

Administration for Children and Families (ACF) Head Start Program Financial and Grant Management Analysis Solicitation Number: 12-233-SOL-00546 Agency: Department of Health and Human Services

Will you review and accept bid proposals from non HUBZone businesses for this solicitation? And can proposals from non HUBZone businesses be submitted by the due date for this solicitation?

Yes, however, Qualified HUBZone proposals will take precedence in this procurement. A non-HUBZone can also team with a qualified HUBZone contractor as a subcontractor.

Key Personnel (pages 29 and 30) noted: Key Personnel to be determined upon award. We would like to confirm that none of the positions (identified under Level of Effort) for this solicitation has been identified as Key Personnel?

The Key Personnel will be identified at time of award.

Which positions are considered Level 5 positions (of the Level of Effort) for purpose of determining the clearance level (noted on page35)?

[ALL PERSONNEL WILL REQUIRE LEVEL 5 PUBLIC TRUST CLEARANCE]

Is the Level of Effort for this solicitation the same Level of Effort as the incumbent firm’s contract?

[THIS QUESTION IS IRRELEVANT TO THE CURRENT SOLICITATION]

Can the contract award number for the incumbent firm (for this contract) be provided?

HHSP350200900218C

Is the Incumbent eligible as a HUBZone business to submit a proposal for this solicitation?

This question is irrelevant to the current solicitation

Will the Incumbent’s previous employees be eligible to work under the new Contractor (if they meet the qualifications for position)?

Yes, they would be eligible, if qualified.

{-- THERE SHOULD BE SOME STANDARD LANGUAGE IN THE RFP ABOUT THIS --- JUST REFER TO THE SECTION}

If Incumbent’s previous employees are eligible to work under the new Contractor, will there be a need to factor in accrued leave (earned under Incumbent Vendor) in our Cost Proposal?

[THE GOVERNMENT LEAVES THIS DECISION UP TO THE OFFEROR]

Do you require resumes and Letters of Commitment for all labor categories (Level of Effort) be submitted with the proposal?

Resumes will be required for all personnel, but no letter of commitment.

10. Will you consider the individual professional experience of a Company’s officers and management team where the Company may not have past performance in performing on a similar contract/project as this solicitation? And if acceptable, should the references use or complete the Past/Present Performance Questionnaire for the individual?

(No, it must be at the company level. )

11. Is there a minimum and maximum number of Past/Present Performance Questionnaires or references you require for this solicitation?

Minimum of 3, no maximum.

12. Do you require the Past/Present Performance Questionnaire be sent to you electronically by the due date of the proposal or before the due date for the proposal?

[BY THE DUE DATE OF THE PROPOSAL]

13. Page 49, Item 10.3 Cost/Business Proposal, noted “For bidding purposes, travel costs should not exceed $[] per period of performance.” Do you require the proposer to submit in its Cost/Business Proposal an amount not to exceed for travel for each period of performance?

Yes

14. Pages 46-47, Item 7.3 ( c ) noted: “The total duration of this contract, including the exercise of any options under this clause shall not exceed five (3) years.” Page 2 , Item 1.2, Period of Performance, noted: Base Period and Option Year 1, Option Year 2, Option Year 3 and Option Year 4. The solicitation posted on FedBizOpp noted a base period of one year, with 2 one-year option periods. Please confirm the period of performance for this contract.

(It shall not exceed Five years)

15. Page 57 noted Contractor shall submit SEPARATE Technical and Cost Proposals (one of each in PDF format via email). We want to confirm the Technical and Cost Proposals can be sent in two separate PDF files.

(That is acceptable)

16. Page 53, Item 10.9, Delivery Instructions, noted “If you choose NOT to submit a proposal, please notify the Contract Specialist of this decision and provide your reason for not offering on this requirement.” If a Company does not submit a proposal, should the Company notify Raymond J. Meraz via email prior to due date or by due date of the proposal?

(It will not be necessary, this was just standard language)

17. Since the due date for the proposal is August 17, 2012, with questions due by August 10, 2012, would you consider extending the due date for this solicitation?

(It has been extended to 8/24/12 5pm EDT)

Does the Government require the offer to submit completed Attachments 3 and 4 with the proposal or are they to be submitted after award?

With the proposal For the purpose of resume submissions...which positions referenced in Section 2.4 Level of Effort does the government consider "key" or does the Goverment wish us to submit resumes for all 11 positions?

Resumes should be submitted for all positions Synopsis says it is a 3 year contract, RFP says it is a 59 month contract Solicitation has been corrected for 59 month contract

Synopsis says it is Time and Material contract, RFP says it is FIRM Fixed Price Award will be Time-and-Materials solicitation has been corrected.

RFP does not ask for RESUMES, but Technical section asks for Key personnel resumes Resumes shall be provided for all labor categories What is the value of current contract?

This is irrelevant to the current solicitation.

The contract will be responsible for assisting in monitoring all Head Start programs in Kansas or is the entire state ?

Region VII Will the contractor who will be awarded this contract be required to live in Kansas or can set up weekly/bi-monthly onsite visits to monitor progress and to ensure deliverables are met.

They must live in the State.

Page 8: 2.1. Information Systems Support: References “data entry and management for various … / … and various data management systems such as relational databases and spreadsheets ”. Given the above question: what is the quantity of manhours involved per month in data entry and management, and the rough division between those two tasks? Given the above question, of the following postulated positions (from page 17): Base Period (11 Months) Qty of FTE Total Hours; Site Manager/Program Analyst 1 1,760; Grants Assistant 3 5,280; Financial Analyst 4 7,040; Program Analyst 3 5,280. Which of these persons (and what percentage of their hours) are dedicated to data entry, and which persons (and hours) to data management?

Grants Assistants would be the positions responsible for data entry. Approximately 50% of their time is dedicated to data entry.

Data management would be the responsibility of Program Analysts. Approximately 40% of the time of 1 FTE is spent on this requirement.

Given the above question: what is the mechanism for remuneration if the amount of work (i.e. data entry) greatly exceeds expected hours, and requires additional separate staff?

Tasks must be performed within the funds awarded. No additional funds are available.

Page 7, Issues tracking: “Utilize existing electronic data systems” to track issues. What existing EDS is used for issues tracking? What is the rationale for limiting tracking to legacy systems, especially as project management, issues tracking, ticketing, resolution systems are continuously evolving. Is it permissible for the contractor to install and/or modify existing processes to provide improvements and greater accuracy in issues tracking? What are the limitations to such processes?

The Office of Head Start has developed a centralized system, the Head Start Enterprise System, which is a national repository for a large and growing complement of Head Start grantee data. Issues are entered, resolution tracked and ultimately closed in the Issues Tracking Module of the Head Start Enterprise System. Reports from that system are available and can be used for tracking, trending, and other types of analysis, as needed. Installation or modification of existing processes is beyond the scope of this solicitation.

Page 22: Task 5.3 Risk Management Process Support. This task references “risk management tools”. We are extremely familiar with financial risk management, and its tools, as well as with general risk management (from an insurance and casualty standpoint). What are the risk management tools and processes that are in place in Region VII, and how does it comply with general risk management procedures that are in place at DHHS level as well as mandated by OMB and the GSA?

The referenced tools are a component of a larger national approach to risk management which can be found on the Early Childhood Learning and Knowledge Center (http://eclkc.ohs.acf.hhs.gov/hslc).

Given the above question: is it acceptable for the Contractor to propose and/or use (at either its own expense or at government expense) generally accepted risk management tools, and/or to implement new processes for risk management?

No I was hoping if you would be able to tell me if this solicitation is for the work that was originally advertised under solicitation # ACF63164, entitled “Head Start Grants and Management Admin Support,” that had been cancelled in November 2011?

This is an entirely new action, unrelated to the aforementioned.