b02 phase 2 questions and answers.pdf

12314425Q0007 IT Support Services APHIS Phase 2 Questions and Answers

When will Phase II be due?

November 4, 2024

Is it possible to extend the due date from November 4th to November 7th?

No, we have a team that’s scheduled to come in town on November 5th to do the evaluation.

Can the government clarify the Phase 2 submission requirements?

Phase 1 and 2 submission instructions require that the offerors submit Volume II - Technical Understanding and Capabilities, and Price. The Phase 2 submission instructions received via email notification of selection last night require that the offerors "submit Factor 2 - Key Personnel, Factor 3 – Technical Approach, and Factor 4 – Contract Price shall be submitted in separate attachments." These instructions are not consistent. Please clarify the submission requirements.

Please disregard the email instructions and follow the instructions on SAM.gov

Please confirm that the government requires the submission of all non-key personnel resumes.

Most proposal submissions only require the submission of key personnel resumes. Would the government reconsider and only require the submission of key personnel resumes?

Key Personnel resumes only required

Can the government extend the proposal due date to Friday, November 8th, to allow adequate time for preparing a high-quality response?

We understand that evaluation factors may be influencing the due date but hope to receive additional time for preparation of Phase II with the changes to requirements referenced in Question 1 above and with the notice of selection occurring 10/30.

No, due to urgency of the requirement

Can the government further clarify requirements to include Past Performance within Phase II?

Both the requirements and initial Q&A outline expectations of prior experience in the Phase I submission and Past Performance in the Phase II submission. Would the government like additional examples of OCT experience to determine best fit during evaluation or should we resubmit the previously provided examples as attachment?

Yes, you can resubmit for phase 2

In RFQ instructions it is mentioned to submit in Phase 2 " Factor - Technical Understanding and Capabilities including Key Personnel and Factor - Price".

However, in the email it is mentioned to submit Factor 2 - Key Personnel, Factor 3 – Technical Approach and Factor 4 – Contract Price in separate attachments.

Please clarify if we need to submit 3 attachments as separate files for each factor, or 2 files (1- Technical & Key Personnel, 2-Price).

Please disregard the email and refer to the instructions on SAM.gov.

The Q&A which the government posted on October 21, 2024, under the name “OHRM RFQ 12314425Q0007 questions - FINAL (003)”, states that “Phase 1 Factor 1 will be changed to Prior Experience. For Phase 2 Past Performance will be used. The Offeror shall provide up to three (3) examples of contracts within the last three (3) years and at least one year in length (recency) of similar scope, size, and complexity (relevancy) to the requirements detailed in the SOW.” Does this mean that Phase 2 will require a Past Performance section? If so, should the Past Performance section be included in the “Factor 2: Technical Understanding and Capabilities” volume and is the page limitation for Factor 2 still 15 pages?

Past performance should be included in phase 2. Past performance is not included in the 15 pages and should not be included with factor 2 technical understanding and capabilities.

Given the current 15-page limit on factor 2, can the repeated past performance/prior experience be excluded from the page count? 9 resumes, and 3 past performances would leave very little room for any actual technical/management approach.

Yes

Would you be so kind to please confirm if USDA will allow or not allow subcontractors on the team response? Question not clear

The pricing spreadsheet says 1960 hours for the option years, whereas the Q&A says 1920 hours. What format should we follow?

Please use the hours listed on the pricing spreadsheet 1960

Base year estimates are 11 months in PWS and lesser in the Pricing template. Please clarify which one should be used.

The Base year hours used are estimated. Use hours provided in the spreadsheet.

Section 5.1 Basic Services. The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer prior to commencing work. The Contract Manager or alternate shall be responsive to the COR or CO within 24 hours of request.

a. Should we provide resumes and letter of intent for both? Contract Manager and Alternate Contract Manager? Key personnel only

Section 5.1 – Basic Services states “Contract management shall be paid on a monthly basis”.

Assuming that this is for the entire contract and not just for Basic Services hours.

Government payment 30 days

Section 5.2.2 Travel – PWS states is not authorized but the Pricing template lists Travel as a line item. Please clarify if it is allowed or disallowed.

The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract. 5.1.2 Travel Not authorized under this contract.

Other Direct Costs (ODCs) are not anticipated and are not being requested of the offeror.

Section 5.3 – Written and Verbal communication services - “Required to develop and maintain multimedia communication platforms”. Can you help us understand which communication platforms are being utilized currently or planned to be used?

Please see Section 5.4 in the SOW

Section 5.3 – “Volume of services includes an average of 65 written communications and ten

(10) multimedia visual communication designs”. Please clarify the time frame this volume is expected to be performed.

Please see deliverable in SOW

Section 5.3 Record Management services – “Volume of records management services on an average of seven (7) work products, based upon complexity of the assignment “. Again, its unclear what timeframe is under consideration here. Would like to understand size and complexity of the efforts much better as well. See SOW Records Management section 5.5

Section 6.0 Section 508 compliance – Please clarify if the clauses here apply work products created by the team or if there is an existing repository of content and material that needs to be made compliant? Please see section 508 in the SOW

Would the Government please consider a 3-day extension for Phase II? No, do to urgency of they requirement

The published Phase II instructions on October 24, 2024 are different from the instructions that were received via email. Disregard email

Would the Government please confirm if Resumes and Letters of Commitment are required for all personnel as listed in the SOW? Resumes only required for key personnel

In the revised SOW the Government shows the Key Personnel as the Contract Manager and non-Key Personnel for all remaining positions, Would the Government clarify which positions require resumes and the letters commitment/ Previously, the Government confirmed that the only LOC is for the Contract Manager and resumes for all other positions, is this correct?

Resumes for key personnel only

Would the Government please clarify the annual productive hours? In the Q&As it mentions 2080/1920; however, the pricing sheet mentions 1960.

Please use hours listed in the pricing spreadsheet

Can the Government confirm the page count for Phase II? 15

Are resumes and letters of commitment included in the page count? No

Does the Proposal Cover Page and Table of Contents count within the page count? No

Document: Sol_12314425Q0007 Section 3 Page 7 Factor 2: Technical Understanding and Capabilities Factor 2: Technical understanding states that resumes are not included in page count. Will the Government confirm that resumes are only required for Key Personnel and not all personnel or does the Government require resumes to be submitted for all positions?

Key personnel only

Q&As 111 and 112 state that a subcontractor cannot be used on this project; however, the 4th bullet under Factor 2: Technical Understanding and Capabilities asks for subcontractor experience in all SOW areas. It states, “If applicable, discussion of the offeror’s proposed subcontractor’s technical knowledge in all functional and specialty areas outlined in the SOW to facilitate the successful performance under the resulting contract.” Will the government please clarify if a subcontractor can be used for this program?” Will the government allow a small business as a subcontractor? No Subcontractors

The Government’s response to question 1 and other questions indicate that there is not an incumbent? However, the response to question 19 says “100% of work being contracted has been performed by contractor personnel.” No incumbent new requirement

What contractor performed this work? No incumbent- this is a new requirement

Will the government allow two 8As to partner? Yes

For services like Records Management that involve multiple response timelines, can the Government confirm whether these deadlines are adjustable or fixed? fixed

Can the Government provide any additional guidance on the relative weight or priority assigned to the three evaluation factors (Past Performance, Technical Understanding and Capabilities, and Price)? Technical Understanding and Capabilities is more important than all other factors combined.

•Prior Experience is most important after technical understanding and capabilities

•Price is more important after Prior Experience

Which position and what at percentage of time that contractors are required to be onsite.

The Government currently does not have any specific guidance on the percentage of telework time that will be authorized in the future. The Government expects contractors to abide by telework/remote work policies enforced on Federal Government. There may be requirements that can only be met onsite.

Can the Government confirm if there are specific compliance checklists or guidelines that USDA expects contractors to follow for electronic record management? All electronic record management shall follow the checklists and guidelines that will be provided by the USDA

Are there any preferred platforms or tools USDA recommends for electronic records management to ensure alignment with federal standards?

NARA systems, ERA and ARCIS

Are there specific formats or templates USDA requires for the Quality Control Plan (QCP)?

Yes. Will be provided at time of award.

Is there a timeline for the Government review and feedback on the QCP once submitted?

Yes. Will be provided at time of award.

Can the Government clarify if there are particular accessibility testing protocols or reporting formats that contractors should use to confirm Section 508 compliance?

The Section 508 Standards, which are part of the Federal Acquisition Regulation, ensure access for people with physical, sensory, or cognitive disabilities.

Is there a preferred testing vendor or standard USDA recommends for certifying Section 508 compliance? Standard USDA recommends for certifying section 508

The SOW mentions no authorization for travel under this contract. Are there any exceptions to this restriction, such as in the case of urgent onsite support requests? No Travel

Are there any specific USDA security clearance requirements beyond Homeland Security Presidential Directive-12 (HSPD-12) for personnel, particularly those with access to sensitive financial or personal data? See section 1.6.5.4 Security Clearance

General: In the email inviting us to Phase 2, the government refers to Factor(s) 2 – Key Personnel, 3 – Technical Approach, and 4 – Price. However, in the most recent instructions file, “IT+Support+Phase+I+and+II+Submission+Instruction+(002)” published 10/24/2024, the government refers to Factor(s) 2 as Technical Approach, and 3 as Price. In the Phase 2 invitation email, the government also states that Key Personnel, Technical Approach, and Pricing “shall be submitted in separate attachments” which does not appear to be stated in the most recent instructions file. Does the government intend to modify the instructions file, or in the interest of time and instead of modifying the instructions file can the government please confirm via email that offerors should (1) separate Key Personnel, Technical Approach, and Price into separate attachments for submission, and (2) that offerors should respectively label these Factors as 2, 3, and 4?

Factor 2 resumes for all key personnel along with technical approach and pricing.

General: In the Q&A the government mentioned that resumes and the letter of commitment were not included in page count (of the 15-page technical response). If the government requests Key Personnel documentation now to be submitted as its own attachment, does the government intend to modify the instructions file, or in the interest of time and instead of modifying the instructions file can the government please confirm via email that (1) Factor 2 – Key Personnel shall include the key person (contract manager) resume, the key person letter of commitment, and the 8 other requested resumes, and also (2) that there is no page limitation for the Factor 2 – Key Personnel attachment.

We only need the resume of the Key Personnel

General: In the absence of a business volume, can the Government please confirm that there is no requirement for proposal submission to acknowledge 8a clauses and/or Amendments?

(e.g., submission of Reps & Certs or signed SF1449 and/or SF30s). All Clauses are in SAM.gov

Instructions file: the instructions state, “The proposal shall be valid for sixty (60) calendar days from the proposal due date.” Since Pricing is to be submitted via the government’s price Excel file, can the government please confirm that offerors may state the valid duration of sixty (60) calendar days in the submission email, or does the government prefer the offeror add a new tab within the pricing file and insert the statement on the new tab?

Proposal and pricing are valid for 60 days from the closing date of the solicitation 12314425Q0007.

Price file: for cells C2:L2, please confirm that the government is looking for the Offeror company name as the ‘estimator name.’ Offerors name

Price file: for cells C3:L3, would the government prefer the offeror leave the entered date of 10/18/24 or revise the date to 11/4/2024, the submission date? Either or

Price file: for cells O3:Z3, please confirm if the government is requesting the key resource name to be listed as the project manager, or for the name of the person who fills out the pricing sheet? Project Manager only

Price file: Cell L12 does not contain a formula used to calculate rate. Please confirm that the offer should add the formula “=F12*3%+F12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell M12 does not contain a formula used to calculate total cost. Please confirm that the offer should add the formula “=J12*L12*K12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell R7 does not contain a formula used to calculate rate. Please confirm that the offer should add the formula “=L7*3%+L7”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell R12 does not contain a formula used to calculate rate. Please confirm that the offer should add the formula “=L12*3%+L12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell S12 does not contain a formula used to calculate total cost. Please confirm that the offer should add the formula “=P12*R12*Q12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell X7 does not contain a formula used to calculate rate. Please confirm that the offer should add the formula “=R7*3%+R7”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell R12 does not contain a formula used to calculate rate. Please confirm that the offer should add the formula “=R12*3%+R12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell S12 does not contain a formula used to calculate total cost. Please confirm that the offer should add the formula “=V12*X12*W12”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: Cell D19 does not contain a formula used to calculate “Annual Productive Hours Proposed.” Please confirm that the offer should add the formula “=SUM(D7:D18)”. The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: In cell D6, the government states, “Annual Productive Hours Proposed.” Would the government please confirm that all offerors must use, and not deviate from, the government’s hours in columns D, J, P, and V and that for evaluation consistency all offers must use the government defined hours for calculation of all LCAT $ Totals? Use hours provided in pricing spreadsheet

Price file: For evaluation consistency, would the government please confirm that offerors are not to change or deviate from the government’s listed labor category quantities for columns E, K, Q, or W? The pricing spreadsheet is an example, and all cells and formulas can be amended to fit their company’s pricing for this contract

Price file: for each option year rate, the government formulas in cells L7:L12, R7:R12, and X7:X12 increment the prior year rates by 3%. Would the government please confirm that all offers must increment their year-over-year rates by 3% and that no offeror may deviate from this approach and that every rate must be incremented 3% year-over-year to create evaluation consistency among all offeror submissions? Do not deviate

Price file: For Travel cells G25, M25, S25, Y25 can the government please confirm that the government does not anticipate, and is not requesting of the offeror, any travel quotes for the delivery of this contract that need to be priced out at this time? . 5.1.2 Travel Not authorized under this contract. Other Direct Costs (ODCs) are not anticipated and are not being requested of the offeror.

Price file: For Other Direct Costs (ODCs) cells G21, M21, S21, Y21 can the government please confirm that the government does not anticipate, and is not requesting of the offeror, any ODC (e.g., fees, equipment rentals, software, licenses, facility rental, etc.) quotes for the delivery of this contract that need to be priced at this time? Other Direct Costs (ODCs) are not anticipated and are not being requested of the offeror.

General: with Phase 2 questions due by Friday, 11/01/2024, 12 noon Eastern and Phase 2 submission then due 1 business day later on Monday, 11/04/2024, by 2pm Eastern, in order to provide offerors with a reasonable amount of time to incorporate the government’s responses to Phase 2 questions, can the government provide responses to Phase 2 questions either before end of day Friday, 11/01/2024, or before end of day Saturday, 11/02/2024?

Government responses to Phase 2 questions received after Saturday, 11/02/2024, risk an offeror’s ability to reasonably incorporate government responses into submissions prior to the Monday, 11/04/2024, 12 noon Eastern submission deadline. Questions and Answers will be submitted 11/01/2024 before midnight.

This is FAR part 13 and subpart 19.805