Questions and Answers for amendment 0001.pdf

1. Can this requirement be facilitated as an SBA 8 (A) Set-Aside?

Answer-We have already made the determination to be a Small Business Set-aside based on our market research.

2. Can this requirement be facilitated as a HUBZone Small Business Set Aside?

Answer-We have already made the determination to be a Small Business Set-aside based on our market research.

3. Will the government require just one Facilitator or a Facilitation Team for this requirement?

Answer-The need is for a minimum of one facilitator.

4. Can you provide guidance on which SCA wage determination occupation code/title should be utilized for this requirement?

Answer- The facilitator themselves would be considered a professional employee and exempt from the SCA. However, other administrative support would be covered under the Wage Determination.

5. Referring to the “Description of Requirement” section of the PWS, will meeting facilities be provided by the government, or should meeting/event space be included in our price estimates? If this should be included in our price estimate, shall we also include any ODCs generally required for meetings/events, such as meeting materials?

Answer- Meeting facilities are provided by the government. See Amendment 0001 for Meeting materials provided by Facilitator.

6. Referring to the “Description of Requirement section of the PWS, will audio/visual (A/V) support be provided by the government (if required), or should A/V support be included in our price estimates?

Answer-the government will provide audio/visual support.

7. Should remote meetings be provided, does the government have a preferred remote meeting platform, as identified in the “Virtual Meetings” section in the PWS?

Answer- Virtual meeting tools will be provided by the government. The available platforms are listed in the “Virtual Meetings” under the Description of Requirement section.

8. If COVID travel restrictions continue, can the government confirm if the price of implementing a virtual platform for facilitation be included in the cost table?

Answer- The government will provide the virtual platform

9. Referring to the “Offer Submission Information” section of the PWS, is there a specific pricing model or spreadsheet the government would prefer offerors to utilize?

Answer-Please use the Schedule of Items

10. Referring to the “Offer Submission Information” section of the PWS, are resumes required at time of submission for the Facilitator and/or members of the Facilitation Team?

Answer- A resume may be may be provided if it addresses the questions in the “Offer Submission Information” section.

11. Referring to the “Offer Submission Information” section of the PWS, can you provide guidance on any page limit, font size, or other formatting requirements for Technical Proposal submission?

Answer- There are no specified limits, font size or other formatting requirements. Just be sure to concisely address the information requested in the Offeror Submission Information on page 18 of the

RFQ.

12. Referring to the “Offer Submission Information” section of the PWS, can we include Past Performance information/attachment in our Technical Proposal, or is a separate volume preferred? Are there any page limits on the Past Performance information provided by offerors?

Answer- Separate submission of Past Performance Data Sheet is preferred. There is no specified limit on information provided by offerors.

13. Is this the first issue of this solicitation (is this a re-compete of an existing USDA | FS requirement or a new requirement?)

Answer- This is a follow on of contract #AG-8544-P-17-0030

14. Have you previously utilized a facilitator for these meetings?

Answer- The team currently utilizes a facilitator for their meetings.

15. Can you advise on if there is an incumbent provider(s) for these services? If yes – who is/are the incumbent(s) and can you provide a previous contract number?

Answer- Amber Simon-Powers, see question 13 for contract number.

16. If there is an incumbent, is there a reason the known incumbent may be precluded from bidding on this new or existing requirement?

Answer-No

17. Are you happy with the incumbent?

Answer- past performance is not shared information

18. Who currently runs these meetings?

Answer-The Facilitator leads the meetings, following the Forest Service developed agenda

19. Has United States Department of Agriculture | Forest Service held preliminary meetings with specific contractors interested in responding to this solicitation?

Answer- No

20. Is it estimated that full funding exists for this solicitation? If so, is there an intended Maximum/Minimum funding threshold?

Answer- There is funding for first year, this is a firm fixed price contract. Option years will be funded when/if the Options are exercised.

21. What is the size of the leadership team?

Answer- 14

22. How many, if any, are new in their role on the team?

Answer- The majority of the members are not new to their role as a member of the team.

23. How geographically dispersed are the FLT participants?

Answer- we have two zones and four offices. Our main office is the Supervisor’s Office which has 7 members of the FLT team & a Forest Employee Representative. We have 3 district offices; Wapiti Ranger District (NZ) Cody, WY, Wind River Ranger District (Dubois, WY) and Washakie Ranger District (Lander, WY) which both are our SZ offices. Each office has a District Ranger that is part of the FLT along with a Forest Employee Representative for an additional 3 more members.

24. Do the participants typically interact with one another outside the meetings?

Answer- Yes

25. What is the primary goal/purpose of the 2-day meetings (e.g., team building, information sharing, team decision-making)?

Answer- Team building, information sharing, team decision-making, discuss any action items, budgets, targets/projects, safety and staffing issues.

26. Are there secondary purpose(s)?

Answer- No

27. How is the agenda currently developed for the meetings?

Answer- The team builds the agenda topics at the end of every FLT meeting for the following month

28. Could the government please confirm if travel costs should be presented as a separate line item in the cost table?

Answer- Please use the Schedule of Items

29. Could the government please confirm which NAICS code is applicable to this opportunity?

Answer- See Amendment 0001

30. Is this a new requirement?

Answer- See question 13.

31. If this is not a new requirement, can you provide the name of the company or individual providing these service now, or the previous contract holder?

Answer- See question 13 and 15.

32. Do you intend to sole source award this contract to an individual or company that has been performing these duties in the past and with whom you already have a working relationship?

Answer-No

33. Approximately how many meeting attendees are in person and how many connect remotely? How many different remote locations connect during the meetings Answer- We try to all meet in person. However, due to the current circumstances of COVID-19 changes have been made to reflect virtual meetings. See question 23.

34. How many different remote locations connect during the meetings?

a. Answer- Unknown at this time and will be up to the member how they attend. For example: during

April FLT we had members utilize the conference call line, VTC and in person.

35. Are the meetings held in U.S. Forest Service facilities?

Answer- Sometimes. It depends on what is available. The first preference is the dispatch center conference room, but the Forest Service will try to find other alternate locations.

36. Are the equipment/computers and networks used for team collaborative tools currently operated by the U.S.

Forest Service?

Answer- Yes, and it will be accessible by the facilitator

37. There are four different team collaborative tools listed (Microsoft Teams, Skype, Cisco WebEx, and Adobe

Connect), are all four currently used? Is there a preferred tool?

Answer- Depending on what is being discussed, all four may be used. However, Skype will not be available for use sometime in October because that is being replaced by Microsoft Teams so we would be using only 3. The preferred tool at this time is Microsoft Teams. The preferred tool for each FLT will be decided when building our agenda at the existing FLT. For example, if there is a lot of presentation and decisions we may need to use Adobe Connect which allows the group to raise their hand for questions or voting.

38. Do all the remote connections for a single meeting use the same collaborative tool or are different collaborative tools used simultaneously?

Answer- Several collaborative tools and styles are used per meetings depending on the agenda topic.

The tool used would be discussed at the pre-meeting.

39. Is there a specific security level required during the meetings? In other words, are the meetings conducted in an open format or is the information of a confidential or higher security level that would require a more secure handling of collaborative tools and/or document sharing?

Answer- There is no specific security level except that some discussions may include discussions of budget and/or personnel which at times are confidential because it needs further discussion from higher level. However, if any topics are confidential – the Forest Supervisor will state such. The expectation would be to keep it confidential and not discuss with anyone outside of the agency.

40. The solicitation lists a requirement for document sharing. Is this distribution of documents prior to the meetings for reference during discussions or real-time collaboration, modification and sharing of documents during the meetings?

Answer- Prior to FLT, team members access a SharePoint site for pre-work, agenda and issue statements. This information will be emailed to the facilitator when available.

41. The solicitation lists a requirement for a pre-meeting the week prior. Is this pre-meeting required to be in person or would meeting via team collaborative tools satisfy the requirement? How many people attend the pre-meeting? Where is the pre-meeting held?

Answer-Preference would be in person, however, we are flexible to do via conference call. 4 people attend the pre-meeting – Forest Supervisor, Administrative Officer, Fire Management Officer and Executive Assistant. The pre-meeting is held in the Forest Supervisor’s Office.

42. When is the next meeting and would it be possible to attend a portion of it to better understand how the meetings are currently conducted and what the expected format would be.

Answer- These are not public meetings, so it would not be possible to attend. See Attachment #3 in Conformed RFQ for a sample agenda.

43. Approximately how many leaders are typically present during the monthly Forest Leadership Team Meetings?

Answer- See question 21

44. On “Page 1” in paragraph three of the Combined Synopsis/Solicitation section, the Small Business Size

Standard is listed as $16.50. Is $16.50 correct? If not, will you consider updating the solicitation to reflect the correct size standard?

a. Answer- Size standard of $16.5M is correct. Size standards are in terms of millions. See Amendment 0001.

45. Is there an incumbent for this work? If there is an incumbent for this work, who is the incumbent?

a. Answer- See question 15.

46. How do you wish to see an allowance for travel costs reflected in the price proposal?

a. Answer- See question 28.

47. Since “Page 2” in the Description of Requirement section, subsections Locations and Virtual Meetings indicate both in-person and virtual meetings will be facilitated, how many in-person meetings should be planned for?

a. Answer- 3-4 virtual meetings and/or 7-9 in person meetings

48. “Page 19” in the Proposal Preparation Instructions section, subsection (c) Price states that a “Completed and Signed SF-1449, Block 13 a-f, Block 14-15, Block 16 a-c” should be included in the price proposal. However, General Services Administration Standard Form 1449 states that the contractor should complete Blocks 12, 17, 23, 24, and 30, and Blocks 13 c-f and 16 a-c as referenced in the solicitation do not exist. Would you please clarify the Blocks requested for completion in SF-1449?

Answer- See Amendment 0001

49. Do you have an estimate of the number of participants who will participate in each monthly meeting?

Answer- See question 21

50. Will the same number of FLT members participate each month?

a. Answer- Yes

51. How often does the government anticipate using virtual meetings?

Answer- The leadership team will decide at the current FLT meeting how the following month FLT will be done either virtual or in-person. Also see question #47.

52. Instructions say to include: Completed and Signed SF-1449, Block 13 a-f, Block 14-15, Block 16 a-c.

(ii) The schedule of items with extensions completed (pages 1-2) Answer- See Amendment 0001

53. Does the Forest already work with a facilitator? If so, why is this solicitation on the streets? If not, why is facilitation desired now?

Answer- The current contract expired and the Forest Service is required to compete all new contracts.

Also see question 13 and 14.

54. In the SoW, it says “provide indirect or unobtrusive assistance…” but under the specification it says things like “Be explicit about ground rules”… “hold the team to its operating principles.” What does “indirect and unobtrusive assistance” mean, or look like in action?

Answer- That is for the facilitator to be professional and not provide their input of how we do business and not be sarcastic or join in on teasing members of the team because someone else may have teased them. Feedback is welcomed of course but on a professional level.

55. I understand the FLT meets monthly. Do you have more specifics about when they convene-- like the 2nd Thursday of every month?

Answer- The team meets the 3rd week of each month. See Amendment 0001.

56. Under virtual meetings, the solicitation specifies certain platforms. A number of these platforms have more specific programs. For instance, WebEx has three programs (with unique capabilities and related costs— e.g.: WebEx has a meeting and a different training platform. The meeting platform does not allow break-out groups, which is often helpful with challenging topics). Can you be more specific about which specific program(s) may be needed?

Answer- The team would need a program that allows for break-out groups. The virtual meeting platform will be provided by the Forest Service.

57. Who is hosting these virtual platforms? Will I need to host? Should I include the cost of these platforms in my response?

Answer- We will inform the facilitator which collaboration tool we need to use at the pre-meeting. The government will host the meetings, the facilitator will lead the meetings. See question 7.

58. Given these uncertain times, who will be deciding when the meetings are conducted in person? How will these decisions be made? What will inform these decisions?

Answer- Forest Supervisor decides when meetings are conducted in person. The team will discuss the following month’s agenda and determine time needed for specific topics.

59. Please confirm how many references you will need to evaluate past performance.

Answer- Please submit references for efforts of a similar scope and magnitude in the last three years.

60. Can the government confirm the anticipated number of deliveries that will be in-person or virtual?

Answer- See question #47.

61. If facilitation is delivered virtually, can the government confirm if the same start and stop times apply?

Answer- The same start and stop time will be used, unless more or less time is needed on the 2nd day.

62. Is there an incumbent?

Answer- See question #15.

63. Has this leadership team worked with facilitators for their leadership meetings before?

Answer- See question #14.

64. Can we see an example agenda?

Answer- See attachment #3 in Conformed RFQ. See Amendment 0001.

65. Can the pre-meeting be done via conference call/virtually?

Answer- See question #41

66. Can we offer separate pricing for in-person and virtual sessions?

Answer- See Amendment 0001 and Conformed RFQ.

67. Will the government provide licenses for the virtual facilitation tools?

Answer- See question #7

68. Are there certain days of the week these meetings normally occur?

Answer- Generally, the meetings starts on a Wednesday and end on Thursday. See Amendment 0001 and Conformed RFQ.

69. How many participants do you anticipate at each meeting of the Leadership Team?

Answer- See question #21.

70. Do you expect the facilitator to be in person in WY for every facilitation? (how might that be impacted by the current pandemic?)

Answer- See question #33 and Amendment 0001.

71. Do you have an incumbent facilitator you currently use?

Answer- See questions #15

72. The periods are one year and the “planned FLT meeting basics” include all 12 months, however the

“schedule of items” lists the QTY of 11. Can you clarify if this includes 12 monthly meetings or 11 monthly meetings per year?

Answer- See Amendment 0001.

73. Virtual meetings are mentioned. Can you clarify if this is an option for attendees or if it is an option for the facilitator as well?

Answer- See question #33 and Amendment 0001.

74. I am completing the price proposal based on including traveling for in-person facilitation services for one unit price and amount, inclusive of travel expenses. Is this how you would like the rate or do you want a breakdown of the total amount?

Answer- See Amendment 0001.