OHRM RFQ 12314425Q0007 questions - FINAL (003).pdf

OHRM RFQ 12314425Q0007 Questions

1. Is there an incumbent? NO

a. If so, what is the name and contract number of the incumbent effort?

b. If there is an incumbent, is the size and scope of this current effort roughly the same as the scope of the incumbent effort?

2. If there is no incumbent for this current scope of effort, then what organization is currently performing the work of Financial Portfolio Strategist Services, Workforce Development Operations Services, Written and Visual Communication Services, and Records Management Services? We are currently accepting risk with the hopes that the gap in services will be minimal between contracts.

3.

a. If the existing work effort is being performed by a contractor(s), then what is the name and contract number(so I can) for the contractor(s) supporting the existing work effort? No work is being performed currently.

4. PWS 1.6.8 Contractor Key Personnel, p. 9, lists all of the key personnel. Are each of these key personnel to be filled with 1 Full-time equivalent (FTE), or can some of these key personnel listed be part-time staff? The only position that can be part-time is the Contract Manager all other positions will directly support USDA and will need to be full-time equivalent.

5. Under Section 3 Quote Submittal Instructions Factor 2, it states: "The 15 - pages does not include the actual resumes or letter of commitment." While PWS 1.6.8 identifies the list of key personnel, these Quote Submittal Instructions don't say that resumes for key personnel must be included.

A. Are resumes required for key personnel, and if so, for which labor categories? Yes, for all labor categories.

B. Also, if resumes are required for all labor categories, some labor categories have more than one key personnel member. In such cases, are multiple resumes required? Yes, where two positions are needed, we will need two resumes.

C. Are letters of intent/commitment required? Are those within the page limitations? The letter on Commitment is not included in the page limitation. “Factor 2: Technical Understanding and Capabilities submission shall not exceed 15- pages. The 15 - pages does not include the actual resumes or letter of commitment.”

6. The solicitation instructions do not mention specific formatting instructions. The technical understanding and capabilities submission is limited to 15 pages, excluding resumes and letters of commitment. Are there any specific formatting guidelines (e.g., font size, margins) to ensure compliance with page limits? No

7. For Phase 1 submissions, it is clear that prior experience is required. However, should any technical or management approaches be discussed as part of Phase 1, or should these be reserved exclusively for Phase 2? Reference Factor 1 paragraph 2 Include any information in the quote that illustrates clearly how the Offeror has successfully accomplished present and past projects, including accolades and failures. Reference efficiency, effectiveness, and flexibility with respect to timeliness, work quality, and types and scope of services provided. Failure to comply fully with the preceding may result in elimination of the quote from further consideration.

8. Will there be a further opportunity later to ask questions about Phase 2 for those companies that pass Phase 1? No

9. What are the minimum information required per each past performance citation for Factor 1: Past Performance? (e.g., name of contract, prime vs subcontractor, etc.) 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.

10. May non-Federal past performance be used for Factor 1: Past Performance? Phase 1 Factor 1 will be changed to Prior Experience. For Phase 2 Past Performance will be used. Verifiable Non-Federal past performance can be used.

11. When is the date that Phase 2 submissions are due? October 31 (Tentative)

12. Does APHIS have an estimate for how many hours the identified personnel in Exhibit 1 will be required to work on this engagement? Annual 2080/ Productive Hours 1920 taking into account holiday leave, annual leave, and sick leave.

13. What unique technological applications or systems will these individuals interact with in their assigned duties? Some of the applications and systems that will be used are listed in Exhibit 1.

Under each LCAT.

14. How is APHIS currently performing the PWS tasks? We are not. We currently accepting risk.

15. Can APHIS confirm the timing of past performance? There seems to be a discrepancy in past performance age.

From Factor 1 on page six (6) of the solicitation:

“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.”

From Factor 1 on page twenty-six (26) of the PWS:

“The Offeror shall provide up to three (3) examples of contracts within the last year of similar scope, size, and complexity to the requirements detailed in the SOW.” 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.

16. Would the government consider expanding the criteria for Past Performance from "within the last three (3) years" to "within the last five (5) years"? No

17. Is the government able to provide the number of FTEs expected for this effort? 8 FTEs and 1 part-time Contract Manager

18. If this solicitation is a re-compete, would the government provide the incumbent information and/or contract number? Program Support Services, Contract Number 12314424C0050

19. Approximately what percentage of the work in the SOW has previously been done by Government personnel vs by contractor personnel? 100% of work being contracted has been performed by contractor personnel.

20. Approximately what percentage of the personnel supporting the SOW have previously been remote vs on site? 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.

21. Will the Government provide any tools or software for records management, or is the contractor expected to propose and use their own system? No, the contractor will not need to propose any tools or software. The contractors will be expected to become familiar and proficient with the Department’s ERMS, when deployed.

22. How much progress has the Government seen so far in transitioning to electronic records? We have met the deadline for paper transfers. We are also working on exceptions for paper for some program offices, and any scanning projects that are proposed are at the discretion of the Department.

23. What tools or software has the Government previously used to ensure Section 508 compliance?

Additional information on Section 508 Compliance can be found at https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology All requests will be handled on a case by case bases.

24. What kind of documentation will be required to demonstrate compliance with Section 508 standards throughout the contract? Additional information on Section 508 Compliance can be found at https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology All requests will be handled on a case by case bases.

25. Which multimedia communication platforms does the Government typically use? The government in general does use multimedia platforms such as Instagram and LinkedIn, but in our area the main multimedia platform we use to communicate out to our audience is Microsoft SharePoint.

26. Who is the audience for the written and multimedia visual communications? Is it the public?

Government personnel? Congress? Within ITD, the audience for external written/visual communication would be a mix of Federal personnel and Non Federal personnel. It would not be to the general public.

https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology

27. Solicitation, Page 6, Factor 1: Past Performance. When available, can prospective bidders include their latest CPARS/PPIRS as an appendix to submission documents to assist in the evaluation process? Yes, Phase 1 Factor 1 will be changed to Prior Experience. For Phase 2 Past Performance will be used.

28. Solicitation, Page 6, Factor 2: Technical Understanding and Capabilities. Will the Government provide the exact PWS/SOW sections required for demonstration (e.g., PWS Section 5, etc.)? No

29. PWS, Page 3, Section 1.5 Place of Performance. Mentions "may allow personnel to telecommute." In the instances when telecommuting is permitted, can the Government confirm what % of time is permitted for telecommuting/remote work? 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.

30. PWS, pg. 9, Section 1.6.8, Contractor Key Personnel, it shows 2 Records Management Specialists, however on pg 15 under the Records Management Specialist Description it states "The government anticipate that contractor provided services for Records Management service will best be accomplished with three (3) contractors." Please clarify if the number is 2 or 3 Records Management Specialists. The government anticipate that contractor provided services for Records Management service will best be accomplished with two (2) contractors.

31. PWS, Page 9, Section 1.6.8. Please confirm one (1) resume is required for each bullet - nine (9) key personnel total. Yes, 1 resume per position listed.

32. Will the Government consider opening a new Q&A session for those bidders down-selected for Phase 1 submissions? We recommend a 3-day window following down-select notification. No

33. Does the 10 pages limit include Cover Page and Table of Contents for the submission of Factor 1 - Prior Experience for Phase 1? Phase 1 is limited to 10 pages.

33. Does USDA require contractor employees to go through the National Background Investigation Services electronic application (NBIS - eApp) or E-QIP? These positions fall under public trust federal security requirements.

34. Is there an incumbent and contract employees performing the tasks listed in the PWS? If yes; can we possibly get more information about the current contract? NO

35. How does the APHIS IT strategic plan align with the broader USDA OCIO IT strategic plan? All Federal Strategic Plans are aligned when built.

36. Can you clarify if this contract will involve new tasks and responsibilities or if it is a continuation of existing work currently performed by an incumbent contractor? No incumbent.

37. If there is an incumbent, can you share their name, and any known challenges or lessons learned from the previous contract? No incumbent.

38. Place of performance is described as either contractor's facility or USDA Riverdale facility. Is there a preference or minimum number of FTEs required at the USDA Riverdale facility? Currently there is no preference but will be dependent of any telework/remote work policy enforced on Federal Government.

39. What percentage of the work is expected to be remote vs onsite? Currently there is no percentage but will be dependent of any telework/remote work policy enforced on Federal Government. There may be requirements that can only be met onsite few but periodic.

40. What is the anticipated budget or funding available for this contract? Are there any budget constraints we should be aware of that may affect the scope of the work? No Budget Constraints

41. Are there any specific performance issues or areas for improvement from the current or previous contract that we should be aware of? No

42. Can you confirm whether the scope of work has changed significantly compared to the previous contract? If so, what are the key differences in the requirements? New Contract

43. What are the evaluation criteria for selecting the winning offeror? How will technical capability, past performance, and pricing be weighted in the evaluation? The proposals will be evaluated by a panel of government personnel. They will be evaluating each proposal using the criteria listed under Factors 1- 3 and provide the results to the Contracting Officer.

44. Are there any mandatory certifications, such as CMMI, ISO, or cybersecurity compliance, required for the contractor to qualify for this work? Yes, Cybersecurity training, and other training determined by the section receiving services.

45. Can you clarify the personnel requirements, especially concerning key personnel? 8 FTEs and 1 part-time Contract Manager Are resumes mandatory for all positions? Yes

46. Will there be government-furnished property or IT systems provided for contractor use? If so, what are the details and responsibilities associated with them? Yes, The Government will provide laptops and access to desks and desk phones to designated contractor personnel at the USDA Riverdale Facility, whom shall exercise appropriate care and due diligence in caring for all property to maximize operability and useful life. The Contractor shall appoint a Property Manager, whom shall be responsible to maintain records of all Government Furnished Equipment (GFE). The contractor shall return any Government owned equipment to the COR at the end of the performance period.

47. Can you provide further details regarding the transition period between the incumbent and the new contractor (if applicable)? Will there be a handover process, and what is the expected timeline for transition? There will not be a transition period. No incumbent.

48. Is there flexibility in telework or remote work arrangements for personnel, or will most of the work need to be performed on-site? Currently there is no preference but will be dependent of any telework/remote work policy enforced on the Federal Government.

49. Could you please confirm the exact due date for Phase 1 quotes submission? (The solicitation references both October 22 and October 25 in different sections). October 25, 2024.

50. Will the Government clarify what UN means (Is it a unit of FTEs or products)? (Solicitation Page 2 Column 22 Unit) Unit

51. What is considered "environmental protection"? Where is this information at the order level? Is it page 22, 8.3.9. Conservation of Utilities? (Page 3, 1.4 Type of Contract, PWS ITD Support Services Contract) The SOW has been updated and the environmental protection reference has been omitted from the SOW.

52. Will the government clarify which is the correct information? (Page 15, Section 5.3 PWS ITD Support Services Contract) Not enough information to respond.

53. What' specific areas is the contractor responsible for? (Page 21, PWS ITD Support Services Contract, section 508 Compliance) Additional information on Section 508 Compliance can be found at https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology All requests will be handled on a case by case bases.

54. Will a government 508 Subject Matter Expert be specifically assigned to this opportunity or will it be at the department level. Additional information on Section 508 Compliance can be found at https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology All requests will be handled on a case by case bases.

55. In our experience, acceptance occurs when the Government formally agrees to the contractor's deliverable, allowing us to submit invoices. Approval is a separate process that may involve revisions or modifications based on Government-set criteria, which may be outside the contractor's control. Can you clarify the difference between acceptance and approval? (Page 21, PWS ITD Support Services Contract) This paragraph outlines the acceptance process if a deliverable does not meet the requirements in the task. Allowing the government time to respond and giving the contractor time to fix any issues.

56. Please clarify if the 10 pages are only for the Past Performances and do not include the cover page, list of acronyms, cover letter, etc. (Page 6/8, Solicitation, Factor 1: Past Performance submission shall not exceed 10-pages) Phase 1 is limited to 10 pages.

57. The solicitation states the Government will use a 2-phase process to evaluate and award this contract. Contractors shall prepare and deliver only Factor 1, Prior Experience for Phase 1 submission, the government will evaluate Phase 1 submissions and provide contractors notice via advisory down-select notification. We understand our Past Performance will be evaluated before proceeding on to Phase 2. Will the Government publish the criteria on how are Past Performance will be evaluated? Is it Acceptable/Unacceptable? Confidence Ratings? or another methodology? Please address how you intend to rate our Past Performance. (Pages 6/8, Factor 1, Solicitation, Past Performance) The Offeror will be evaluated on their past performance in comparison to the requirements detailed in the SOW and how the offeror has successfully accomplished present and past projects including the information requested under Factor 1.

58. Does the Government intend to issue Past Performance Questionnaires (PPQ) we send to a POC to substantiate our Past Performance? There are no PPQs provided as Government attachments. (Page 6/8 Solicitation, Past Performance) No

59. The solicitation due date for Phase 1 (Past Performance) submission is on or prior to 2:00 pm EST October 22, 2024. Does the Government intend to notify the successful offerors who will participate in PHASE 2 and have them submit their Technical and Pricing offerors by 10/25/2024 then make an award to maintain the Period of Performance starting on 10/28/2024? This seems like an overly optimistic schedule based on our experience. Note: 10/26/2024-10/27/27/2024 is a weekend, will your office be open to make an award at this time? When do you anticipate conducting the Kickoff meeting? Please advise. (Page 1, SF1449, Block 8) October 25, 2024

60. Are all Key Personnel full time equivalents? The Government has not listed any hours per position.

Please provided hours per labor Category. (PWS ITD Support Services Contract, Page 9/26, 1.6.8 Contractor Key Personnel). Contract Manager Part-Time: Productive hours approximately 400 hours. All other LCATS are FTE: Annual 2080 hour/ Productive Hours 1920 taking into account holiday leave, annual leave, and sick leave.

61. Are there any Non-Key personnel required for this contract? (PWS ITD Support Services Contract,9/26,1.6.8, Contractor Key Personnel). Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions.

62. Does the Government intend to have a 30-day transition or Phase-In period. If so when is the start date and end date of this period? When will the successful offeror be expected to reach a Full Operational Capability (FOC)? (PWS ITD Support Services Contract, Page 26/26, Factor 3: price) The Offeror shall provide an efficient approach and solution for managing and accomplishing the tasks enumerated in the SOW as well as proposed approach for recruiting, hiring, onboarding, and retaining resources to support the SOW.

63. Can the Government please provide Technical Exhibit 3? (PWS ITD Support Services Contract, Page 6/26, 1.6.5.4 Suitability Clearances) N/A Paragraph 1.6.5.4 has been updated to Security Clearance Requirements – Public trust is required for all positions

64. Can the Government please provide Technical Exhibit 2? (PWS ITD Support Services Contract, 5.2.3)

N/A Reference deleted.

65. Is this new work or is there an incumbent contractor? If there is an incumbent contractor, who are they, what is their contract number, period of performance, total contract value? (Solicitation) No

66. There are numerous standard required references to use of IT systems, We understand this and have experience executing Government contract. What is unclear or missing is if the Government will provide the contractor personnel with a computer and required software as Government Provided Equipment/Property for use on-site/off-site? Please advise. (Solicitation & Attachments)

Reference SOW paragraph 3.3 Equipment: The Government will provide laptops that can be used on-site or at a contract remote or telecommute work location. Provide access to desks and desk phones to designated contractor personnel at the USDA Riverdale Facility, whom shall exercise appropriate care and due diligence in caring for all property to maximize operability and useful life. The Contractor shall appoint a Property Manager, whom shall be responsible to maintain records of all Government

Furnished Equipment (GFE). The contractor shall return any Government owned equipment to the COR at the end of the performance period.

67. Would the Government consider limited Key Personnel designations to only the Contracts Manager and Financial Management Strategy Specialist? After reading the PWS, we believe those two LCATs are the only positions "key" to the success of the project. (PWS Exhibit 1/18) Key Personnel Section has been updated 1.6.8 in the SOW. The only position listed as a Key Personnel is the Contract manager.

Resumes are still required for all positions.

68. Are there any format requirements (e.g., font size and type, margins, etc.) for Phases 1 and 2 submissions (other than the page limits)? 8.5x11in paper 12point font single sided.

69. How long does will offerors selected under Phase 1 have to prepare their responses to Phase 2? Due October 31, 2024.

70. SOW Section 1.6.8 (page 9 of 26) — Will the Government consider reducing the number of key personnel from the current total of nine (9)? Key Personnel Section has been updated 1.6.8 in the SOW. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions.

71. SOW Technical Exhibits (pages 6 and 14 of 26) — The SOW cites Technical Exhibits 2 and 3. However, they are not included in the SOW. These were errors and the SOW has been amended.

72. SOW Section 1.6.5.4 Suitability Clearances -- "Key Personnel shall acquire and maintain suitability clearances as specified in Technical Exhibit 3, Key Personnel" — there is no information on suitability clearances because there is no Technical Exhibit 3. Removed and replaced with Security Clearance requirements

73. Solicitation — pdf page 6 — Factor 1: Past Performance. "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." — Please verify that USDA is requesting that offerors submit up to three (3) examples of contracts with a duration of at least one-year (duration), performed within the last three (3) years (recency) and of similar scope, size and complexity (relevancy). The SOW has been updated to reflect the requirements in the solicitation.

74. Given that the Factor 1: Past Performance is limited to three (3) contract examples, can offerors provide additional statements of germane corporate experience to augment or reinforce the offeror's capabilities and accomplishments in each task area? For example, if the offeror has performed records management for more than one client, can the offeror include vignettes or bullets describing this experience, with the understanding that the overall Past Performance narrative is limited to 10 pages.

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.

75. Factor 1 — Do cover pages, corporate information (address, contact information, CAGE Codes, etc.), table of contents, etc. count against the ten (10) page limit? Phase 1 is limited to 10 pages.

76. Factor 2 and SOW Section 1.6.8 (page 9 of 26) — Key Personnel. Are there limits to the number of key personnel that can be included? It appears that there are a minimum of six key personnel that must be identified — is this correct? Or should the offeror provide resumes and letters of commitment for each of the nine positions identified in the SOW? Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions. Only need a letter of commitment for the Contract Manger.

77. Factor 2 and SOW Section 1.6.8 (page 9 of 26) and pages 14 and 15 of 26 — Can offerors propose different labor mixes than stated in Section 5 subsections and in Section 1.6.8? Please note that the section numbering in Section 5 are not consistent. The numbering in Section 5 has been updated.

78. Factor 3 — Pricing. Does the Government have a desired pricing format (such as labor category breakouts)? Should other direct charges (ODCs) be included? Should pricing be submitted separately for the Base year plus each Option year? See Factor 3: Price for criteria. Need to be able to identify the cost of the base year and each option year broken down to LCAT hourly rate. For the electronic copy of the proposal, each file shall be submitted in an unlocked format readable by Microsoft Office 2013 and searchable PDF, except Pricing Excel Workbook, which is preferred to be in Excel.

79. SOW 2. Invoice Requirements (page 21 of 26) -- "The Contractor will submit invoices through the Invoice Processing Platform (IPP) system, www.ipp.gov, after the deliverables have been accepted by the U.S. Government. Invoices shall be submitted in accordance to FAR 52.212-4. The Contractor shall be paid after meeting the performance standards of the deliverables." — Question — Since this contract is a Firm, Fixed Price (FFP) comprising four specific task areas, each with unique requirements, deliverables, and times schedules, how and when is the contractor to invoice the government? For example, should the contractor invoice monthly immediately after the last day of the month with the understanding that the Government will review and approve all deliverables submitted that month?

Given that APHIS has five working days to review deliverables and the contractor has five days to resolve issues, this could delay invoicing by at least 10 days after month end. Invoices are submitted monthly through IPP.

80. Mobile Rules of Behavior (see attached Form MRP Form 3052) (page 21 of 26) — Form is not attached to SOW. If a mobile phone is required for a position due to a project that a contractor is working on a form will be provided not all positions will require a phone. This will be discussed in the kick-off meeting or on an as needed basis.

81. Document: Sol_12314425Q0007, Section: 3 - Quote Submittal Instructions – Factor 1: Past Performance, Page: 6

Question: The solicitation document states that “The Offeror shall provide up to three (3) examples of contracts within the last three (3) years,” but the PWS states in Attachment B – Proposal evaluation criteria, that “The Offeror shall provide up to three (3) examples of contracts within the last year.”

Will the Government please clarify which criteria is correct? The SOW has been updated to reflect the same verbiage as the solicitation.

82. Document: Sol_12314425Q0007/Section: B/Page: 3 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.ipp.gov%2F&data=05%7C02%7Csherida.hardy%40usda.gov%7Cc6d36b7f30724de4c08f08dced37f879%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C1%7C0%7C638646071880687533%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=kyyMs%2BbAEbpqdJ52ZnE08o0pbiK3f%2BIJDr%2BTpzV1cJw%3D&reserved=0

Question: Period of performance for the first CLIN for Product/Service Description states period of performance as 10/28/26 to 10/27/2027 and CLIN 3001 states period of performance is 10/28/2027 to 10/27/2028. Section 2.2 on page 5 of this document states the base period of performance is TBD with the remaining option years as

Option Period 1 09.28.2025-09.27.2026

Option Period 2 09.28.2026-09.27.2027

Option Period 3 09.28.2027-09.27.2028

Will the Government please confirm the period of performance? This has been updated. It will be a base year with a POP end date of 9/27/2025 with three option years.

83. Document: Sol_12314425Q0007/Section: 3 /Page: 6

Question: Section 4 states that Technical Understanding and Capabilities (Factor 2) is more important than all other factors combined. However, Phase 1 evaluates only Prior Experience (Factor 1) and serves as the basis for the initial down-select. This appears to make Prior Experience the most influential factor in determining which offerors advance to Phase 2, even though Technical Understanding and Capabilities is described as the most important overall.

Can the Government please clarify how Technical Understanding and Capabilities will be weighted in relation to Prior Experience given this two-phase structure? Specifically, we want to understand how the stated importance of each factor aligns with the down-select process used in Phase 1.

Phase 1 has been updated to Prior Experience. The government wants to make sure that all contractors being evaluated have the experience necessary to perform the service. Those that are unable to show that they have experience will not make it to the Phase 2. In Phase 2 a written proposal will be submitted explaining how the services will be performed including technical understanding and capabilities. The proposals will be evaluated by a panel of government personnel.

They will be evaluating each proposal using the criteria listed under Factors 1-3 and provide the results to the Contracting Officer.

84. Document: PWS+ITD+Support+Services+Contract+- /Section: Attachment B – Proposal Evaluation Criteria/ Page: 26 /Question: In Attachment B, the evaluation factors are listed in descending order of importance, with Technical Understanding and Capabilities noted as the highest priority, followed by Past Performance, and then Price. Additionally, the document states that all evaluation factors combined are significantly more important than price. This seems to conflict with other sections that emphasize Technical Understanding and Capabilities as more important than all other factors combined.

Can the Government please clarify how the importance of each factor will be applied during evaluation, and specifically confirm if Technical Understanding and Capabilities is weighted individually as the most critical factor, or if the combined non-price factors are prioritized together over price?

The proposals will be evaluated by a panel of government personnel. They will be evaluating each Factor separately and determining an overall highest rating based upon the factors listed in the evaluation criteria of the solicitation.

85. Document: 8(a)+Clauses/Section: 52.219-12 Special 8(a) Subcontract Conditions /Page: 10

Question: We noted FAR 52.219-12, "Special 8(a) Subcontract Conditions," is included in the solicitation.

This clause references Contract No. 12314421C0078 and specifies “Totem” as the subcontractor. Since this is a solicitation without an assigned contract number or selected awardee, these references appear out of place and may have been included inadvertently.

Will the government please clarify if this clause is applicable to this solicitation as written, or if it should be disregarded or modified to remove these specific references?

Clauses will be submitted with the updated questions and answers.

86. What is considered "environmental protection"? Where is this information located at the order level? Is it on page 22, section 8.3.9, "Conservation of Utilities"?

87. Will the Government clarify which information is correct? What specific areas is the contractor responsible for? The SOW has been updated and the environmental protection reference has been omitted from the SOW.

88. In our experience, acceptance occurs when the Government formally agrees to the contractor's deliverable, allowing us to submit invoices. Approval is a separate process that may involve revisions or modifications based on Government-set criteria, which may be outside the contractor's control. Can you clarify the difference between acceptance and approval?

The SOW has been updated this is a FFP contract you will bill monthly in IPP.

89. The solicitation states that the Government will use a two-phase process to evaluate and award the contract. Contractors are required to prepare and submit only Factor 1 (Prior Experience) for the Phase 1 submission. The Government will evaluate Phase 1 submissions and notify contractors via advisory down-select notification. We understand that Past Performance will be evaluated before proceeding to Phase 2. Will the Government publish the criteria for evaluating Past Performance?

Will it be rated as Acceptable/Unacceptable, Confidence Ratings, or another methodology? Please clarify how Past Performance will be rated.

Acceptable/ Unacceptable and Confidence ratings listed to evaluate Technical Understanding and Capabilities.

90. Does the Government intend to issue Past Performance Questionnaires (PPQs) that we can send to a POC to substantiate our Past Performance? No PPQs are provided as attachments in the solicitation.

• The solicitation due date for Phase 1 (Past Performance) submission is on or before 2:00 pm EST, October 22, 2024. Does the Government intend to notify successful offerors who will participate in Phase 2 and require them to submit their Technical and Pricing offers by 10/25/2024, with an award to maintain the Period of Performance starting on 10/28/2024? Based on our experience, this seems like an overly optimistic schedule. Note: 10/26/2024–10/27/2024 is a weekend. Will your office be open to make an award during this time? When do you anticipate conducting the Kick-Off meeting?

Please advise.

The timeline has been updated to reflect a reasonable evaluation period. A selection is projected to be made the first week of November. A kick-of meeting will be scheduled with the contractor that is awarded the contract as soon as possible following selection.

91. Are all Key Personnel full-time equivalents? The Government has not listed hours per position.

Please provide hours per labor category. Contract Manager Part-Time: Productive hours approximately 400 hours. All other LCATS are FTE: Annual 2080 hour/ Productive Hours 1920 taking into account holiday leave, annual leave, and sick leave.

92. Are there any Non-Key personnel required for this contract? Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager.

Resumes are still required for all positions.

93. Does the Government intend to have a 30-day transition or Phase-In period? If so, what is the start and end date for this period? When will the successful offeror be expected to reach Full Operational Capability (FOC)? The Offeror shall provide an efficient approach and solution for managing and accomplishing the tasks enumerated in the SOW as well as proposed approach for recruiting, hiring, onboarding, and retaining resources to support the SOW this will be discuss in the kick-of meeting.

94. Please clarify if the government will provide contractor personnel with computers and required software such as government-furnished equipment/property for on-site/off-site use.

See updated Paragraph 3.3 Equipment

95. Can the government provide the IGCE for this requirement? NO

96. Wichita Government Solutions respectfully requests an extension of the Phase 1 submission due date by one week, to November 29. NO

97. The Offeror is required to submit past performances of work performed within one (1) year. Will the government please consider allowing past performances where work was performed within the past 3 years? Verbiage in the SOW has been updated to match the Solicitation.

98. The solicitation requests three (3) past performances. Will the government allow two (2) past performances from the prime, and one (1) past performance from the prime’s subcontractor? NO

99. The numbering system of the tasks required is off, referencing 5.3 for three (3) of the competencies required. Will the government consider the following changes in the numbering system as it relates to 5.3?

5.0 Specific Tasks

5.1 Basic services

5.2 Financial Portfolio Strategic Services

5.3 Workforce Development Operations Services

5.3 Written and Visual Communication Services (change from 5.3 to 5.4)

5.3 Records Management (change from 5.3 to 5.5)

6.0 508 Compliance Updated – Thank you!

100. Performance Work Statement Section 1.6.5.4. “Suitability Clearances” indicates “Key Personnel shall acquire and maintain suitability clearances as specified in Technical Exhibit 3, Key

Personnel. However, the document’s Exhibit ends at 1. Other than a suitability clearance in accordance with 5 CFR part 731 and HSPD-12 Credentialing, what other clearances are required? This section has been updated 1.6.5.4 Security Clearance Requirements

101. What are the estimated labor hours per labor category per year? Contract Manager Part-Time:

Productive hours approximately 400 hours. All other LCATS are FTE: Annual 2080 hour/ Productive Hours 1920 taking into account holiday leave, annual leave, and sick leave.

102. In the PWS under section 1.6.8 (p9) there list a total of 9 personnel, specifically noting 2 Records Management Specialist. However, under section 5.3 (p15), the last sentence states that the Records Management service will be accomplished with 3 contractors. Can you confirm that we are pricing 10 personnel and not 9? Only 2 Records Management Specialist positions are needed. PWS has been updated.

103. Factor 2 requires a resume and commitment letter for all Key Personnel. In the PWS on page 9, USDA identifies nine positions as Key Personnel. This creates a burden on 8(a)s to produce all resumes at the proposal stage. Would USDA consider reducing the Key Personnel to only the Contract Manager?

Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions. Only need a letter of commitment for the Contract Manger.

104. If there is an incumbent or incumbents, are all nine positions currently encumbered today? If no, how many positions are encumbered with contractor staff today? New Contract. Not encumbered

105. PWS Page 26 (last page, last paragraph) gives base period to be as 11 months. Whereas, Page 2 Para 1.3 mentions as BASE YEAR. Requesting to confirm once again, the base period is not an year, but 11 months. Base year start date is TBD. Each Option Year will be 12 months

106. Will the government provide the level of effort in regard to resources supporting this task? YES, See Exhibit 1

107. The number of Key personnel required along with resumes and letters of commitment gives the incumbent a distinct advantage. Will the government consider reducing the number of Keys?

Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions. Only need a letter of commitment for the Contract Manger.

108. Would you consider a contract as past performance that ended in June 2023. Yes

109. Is there a particular format/template that Government will prefer for Past Performance? Paper 8.5x11in 12-point font single sided

110. Can we use font size of 10 with font style Times New Roman for Tables in our response? Paper 8.5X11 in using 12-point font single sided.

111. I am writing to inquire about the possibility of using a sub-contractor for this project. No

112. If sub-contracting is permissible, we can use the sub-contractor's past performance as part of our submission. Subcontracting is not allowed. References to subcontracting have been omitted from the SOW.

113. Additionally, could you please provide clarification regarding the budget for the project? No

114. Factor 1 in the solicitation document Section 3 under Quote Submittal Instructions section (page 6 of 8) refers to “providing up to 3 examples of contracts past performances of similar scope, size, and complexity (relevancy)”, but Factor 1: Technical Understanding and Capabilities in the PWS document, Attachment B – Proposal Evaluation Criteria (page 26 of 26) states that the “offeror shall provide an efficient approach and solution for accomplishing the tasks enumerated in the SOW”. Can you clarify whether the government is looking for 3 past performances or an approach and solution? This was amended 10/17/2024

115. PWS 1.6.8 and Solicitation Factor 2. We are not used to seeing requests for 3+ key personnel outside of programs exceeding 25+ FTE. The listing of 9 key personnel plus the requirements for resumes and letters of commitment could be interpreted by offerors that the government wishes to keep many incumbent personnel if there is an incumbent contractor. Most offerors, including ourselves, are very open to retaining staff who work well with the government. If there are incumbent staff who the government wishes to maintain, gaining resumes and letters of commitment from such a large amount of individuals prior to award and already employed by the incumbent is difficult because employees are hesitant to speak while the contract is still maintained by their employer. To avoid perception that the government is favoring the incumbent, would the government remove the requirement for resumes and letters of commitment from Factor 2 altogether; or at a minimum limit key personnel to only the contract manager position?

Key Personnel Section has been updated 1.6.8 in the PWS. The only position listed as a Key Personnel is the Contract manager. Resumes are still required for all positions. Only need a letter of commitment for the Contract Manger.

116. Will the Government be providing a pricing schedule template for "Factor 3: Price"?

Yes

117. For the intern program management and workforce training, will the contractor be responsible for developing the training content, or will they simply be coordinating existing training programs? The intent is for the individual to coordinate existing training programs.