A19 - QA Spreadsheet_Answered.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- ACQ-24-0270 - DOL CHILDCARE SUBSIDY PROGRAM
- Solicitation number
- 1605C3-24-Q-00026
About this file
This document is a Q&A Spreadsheet related to a Request for Quotation (RFQ) for the Department of Labor Childcare Subsidy Program. The key details are:
The solicitation is a 100% Small Business Set-Aside under NAICS code 541611 - Administrative Management and General Management Consulting Services. The government plans to award a single Firm-Fixed Price contract with a 12-month base period and four 12-month option periods. The contractor will be responsible for processing DOL employee applications, determining eligibility, paying subsidies to childcare providers, and completing specialized reporting. Currently, First Financial Associates Inc. is the incumbent contractor.
The Q&A addresses various topics such as telework policies, historical subsidy information, invoicing and payment structures, past performance requirements, and the number of active participants and applications received. The solicitation questions are due on 06/28/2024 and offers are due on 07/08/2024.
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Other files
| File | Type | Posted |
|---|---|---|
| A19-SOL-Amended.pdf | ||
| A19-Pricing Spreadsheet.xlsx | XLSX spreadsheet | |
| A19- WAGE DETERMINATION.pdf | ||
| A19- PAST PERFORMANCE QUESTIONNAIRE.docx | DOCX document | |
| A19-QASP.docx | DOCX document | |
| A19-SOL.pdf |
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Text version
Sheet1
| Q&A SPREADSHEET | |||
| Question Title | Section Number | Question Detail | Government Response |
| Incumbent Info | N/A | Is there a current contractor providing these services? If yes, can you please provide me their name and contract details. | Yes, there is a present incumbent. First Financial Associates Inc. 7079 Hayden Quarry Road Lithonia, GA 30038-2506. Contract details can be found on the FPDS system. |
| Telecommuting | Section 1 | In regards to PWS Paragraph 1.6.5 Hours of operation, it stipulates Telecommuting is not authorized. Is that for key personnel or all employees of the contractor? We currently have remote workers employed by our company. Would they be prohibited from working on the contract? | PWS paragraph 1.6.5. states that telecommuting is not authorized. This applies to all employees of the contractor. The PWS has been revised to reflect different information regarding telework in the solicitation amendment. Please see the revised PWS for more current information. |
| Historical Subsidy Information | Section 7 | In Technical Exhibit #3 Estimated Workload Data it has the column "Historical Subsidy" on the same row as CLIN 0001 and 0002 for the year. Is this amount the total of subsidy paid to providers and administrative fee, or is it only the subsidy paid to providers? | The "Historical Subsidy" amount reflects the amount of total subsidy paid to providers. Updates have been made to Technical Exhibit #3 in the solicitation amendment. Please see the updated exhibit for more current information. |
| Payments | Page 2 | Is the amount of CLIN 0001 invoiced prior to distribution then used to pay providers or is it setup where the contractor pays provider then is reimbursed through CLIN 0001 upon invoicing to government? | There is a quarterly, one month advanced subsidy payment to the contractor that is then used to pay the childcare providers. |
| Pricing | Section 1 & Attachment 5 | On the Pricing Worksheet for CLIN 0001 Subsidy Payments should it be left blank on submission and considered TBD? | No. Please fill in the subsidy payment information and administrative fees for all CLINs. |
| Past Performance Questionnaire | Attachment 4 | I looked at the above-referenced RFQ that was posted on SAM.gov on 6-21-2024. It appears that the Past Performance Questionnaire (PPQ) that was attached to this solicitation is missing the sections where our references can rate our company and add comments about the quality of our services. Will you be updating the PPQ soon? | Please see pages 2-4 of attachment 4-PPQ to find where references can rate your company and add comments |
| Estimated Subsidy Information | N/A | Can you please provide the estimated subsidy for FY 2024 through FY 2029? This information is needed to prepare realistic pricing. | DOL will not readily provide this information, as this information should be submitted & presented within the offeror's package. |
| Incumbent Info | N/A | Is there an incumbent contractor? If so, please provide the contractor name and the contract number. | This question has already been addressed |
| Invoicing | Section 5.3 | Section 5.3 states, “Contractor will invoice DOL no more frequently than quarterly for the administrative fee due based on actual program expenditures.” Below we have the following questions: a. This sentence states that the administrative fees are a percentage of the program expenditures. Is that the pricing structure the government anticipates? b. Our pricing structure is based on estimated time by labor categories. Accordingly, would the government consider changing the invoicing for the administrative fee from quarterly to monthly? | a. Yes, the administrative fees are a percentage of the program expenditures and yes that is the pricing structure that the government anticipates. b. The administrative fee is invoiced monthly. The revised PWS within the solicitation amendment should reflect the most current updated information regarding the administrative fee. |
| Telecommuting | Section 1 | Is it all employees can not telecommute, or is it just employees assigned to this contract? We have a 1099 contract employee who is remote that works other contracts with local businesses doing bookkeeping. They would not be working or have access to this contract. | This question has been addressed. Please see the revised PWS within the solicitation amendment for the most current information regarding telework. |
| Applicant Information | N/A | Historically, how many applications should the contractor expect to process on a monthly basis? | The contractor can expect to process between 10-20 applications on a monthly basis. |
| Participant Info | N/A | What is the average amount of participants taking advantage of the subsidy that are currently active? | The average amount of participants taking advantage of the subsidy that are currently active is 38 participants (with a total of 58 children) |
| Participant Info | N/A | Can you clarify the current number of eligible employee participants in the program? | This question cannot easily be answered because it is dependent upon the employee participant's total family household incomes as well as their tax filings |
| Participant Info | N/A | How many recertifications are processed during the annual recertification period? | This answer will depend upon the number of employees participating in the program at the time of the recertification |
| Incumbent Info | N/A | Please provide the incumbent name, current contract number, period of performance and value of the contract. | This question has already been addressed |
| Incumbent Info | N/A | Are you contractually happy with the incumbent? | The performance and level of satisfaction with the current contractor is reserved for the the current Contractor and the Government only. |
| Past Performance Questionnaire | Attachment 4 | In reference to past performance can we provide references in the private sector? | Yes. References to private sector participation are acceptable, however it remains the contractor's responsbility to clearly articulate how they are related to the requirements of the subject solcitiation |
| Participant Info | N/A | Will the government please confirm the number of active participants currently participating in the DOL Childcare Subsidy Program? | There are currently 38 active participants participating in the DOL Subsidy Program |
| Past Performance Questionnaire | Section 5 | Section 5- Past Performance Questionnaire on page 59 of A19-SOL states, "The offeror shall also email to the Contract Specialist a list of all the POCs who were sent a questionnaire." Should offerors provide this Word document list in advance of their quote submission? Or should offerors include this list as an attachment with their submission? | Offerors should provide a word document and include the list as an attachment with their submission. |
| Subsidy Payments Processed | N/A | How many subsidy payments were processed (households assisted/caseload) and assisted under each of the following task orders: 001, 1001, 2001, 3001, and 4001? What are the invoice payment time for reimbursement to the contractor? | The vendor is paid the administrative fee at the close of each month (ex. June’s invoice will be billed and paid in July) the advanced subsidy fees are paid in advance quarterly, a total of 4 advanced quarterly payments. |
| Incumbent Info | Incumbent Eligibility | Is the incumbent contractor eligible to recompete for this opportunity? | This opportunity was posted publicly on SAM.gov and is available to any and all offerors that express interest and submit packages within the designated time frame. |
| Participant Info | N/A | How many families are currently participating in the childcare subsidy program? How many applications are received on a monthly basis for new entry and/or renewal? | The first question has already been addressed. Between 10-20 applications are received on a monthly basis for new entry and/or renewal |
| Applicant Information | Part 5 – Specific Tasks, 5.2 Basic Services, Page 10 | How many recipients in a month receive a stipend? This could drive the cost of managing the payments through disbursement. How many applicants are received each month? How many applications are denied? | The first and second questions have already been addressed. N/A to the number of denied applications. |
| Invoicing | Part 5 – Specific Tasks, 5.2 Basic Services, Page 10 | It is unclear how the subsidy payments are funded by Department of Labor. Is the successful vendor provided the money in advance of any payments or in arrears – post payment? | The vendor is paid the administrative fee at the close of each month (ex. June’s invoice will be billed and paid in July) the advanced subsidy fees are paid in advance quarterly, a total of 4 advanced quarterly payments. |
| Invoicing | Part 1-Pricing, Page 4 | Would the government consider amending the Administrative Fee to be charged monthly? As this is a small business set aside, the government is asking small businesses to carry the cost of administering the program for 3 months before invoicing. | The administrative fee is monthly. The administrative fee is a fixed price monthly payment – 12 payments, and the advanced subsidy fees are also fixed price paid in advance quarterly (4 total payments during the POP.) |
| Invoicing | Part 1-Pricing, Page 4 | Additionally, Page 11, Section 5.3.e states “Contractor will invoice DOL no more frequently than quarterly for the administrative fee due based on actual program expenditures” – please clarify how this works in a Fixed Price contract – wouldn’t the vendor just charge the Fixed Price for the Administrative CLIN? | This question has already been addressed. The administrative fee is invoiced monthly. Please see the revides PWS in the solicitation amendment for the most current information. |
| Invoicing/Pricing | Part 1-Pricing, Page 4 | Finally, In Volume III – Price instructions, the government states: “A proposed payment schedule, indicating the proposed timeframe and amount for monthly invoices.” Please clarify this requirement for the pricing volume. | Please devise a payment schedule that expresses time frames and amounts for monthly invoices. |
| General | Part 1-Pricing, Page 4 | Please clarify what the vendor should use to estimate the Subsidy Payments (e.g. CLIN 0001, 1001, etc)? Please confirm that the Subsidy Payments is a reimbursable CLIN for pass through costs. | CLIN's 0001, 1001, 2001, 3001, and 4001 reflect the subsidy payments, while CLIN's 0002, 1002, 2002, 3002, and 4002 reflect the administrative fees. The subsidy payments are administered quartely in advance and are only for subsidy payments administrated directly to the childcare facilities. |
| Past Performance Questionnaire | Part 4- Instructions to Offerors/Evaluation of Offers, Page 58 | Does the past performance have to come from only the prime or can past performance for significant subcontractors be used also? | DOL prefers that the past performance comes from the prime, but will accept past performance for significant subcontractors. |
| Incumbent Info | N/A | Is there an incumbent performing this work today? | This question has already been addressed |
| Wage Determination | Attachment 2 | Is there a specific locality where the work is being performed today? Is the SCA Non-Displacement rule going to be invoked? | Yes there is a specific locality. To fulfill the contract requirements, offerors must show they have the necessary staff and expertise, regardless of the outcome related to the "right of first refusal" as outlined in Executive Order 14055 "Nondisplacement of Qualified Workers Under Service Contracts." |
| Invoicing | Section 5.2, Item M | 5.2 Item M states: “Have written policies and procedures in place to provide cost recovery in the event the vendor disburses subsidy funds to ineligible employees. DOL expects in such a case that the recovery of funds will be collected within 60 days from the date the overpayment is found. If the funds are not collected within the 60 days, DOL will deduct the amount of the overpayment from the vendor’s administrative fee.” Question: If an unallowed disbursement is due to government error, and the contractor is unable to recover funds within 60 days, will the contractor have the overpayment deducted from its administrative fee? | If an unallowed disbursement is due to government error it will not be deducted from the contractor’s administrative fee; however, this should not occur since the government does not review and process the applications and payments. |
| FOIA | Section 5.2, Item O | 5.2 Item O states: “Provide information on the childcare subsidy program in response to requests for information under the Freedom of Information Act or Privacy Act.” Question: Does the Government have examples of previous FOIA or Privacy Act requests related to this program? | No. |
| General | Section 5.2, Item P | 5.2 Item P states: “Have an electronic system that will be used to track and monitor the subsidy recipients, including verification of employment status.” Question: Will the Government provide connectivity to certain government platforms/data warehouses that can be used to electronically gather information needed for verification | No, the government will not provide connectivity to government platforms/data warehouses to electronically gather information. |
| Invoicing | Section 5.3, Item B | 5.3 Item B states: “Pay the subsidy directly to the childcare provider.” |
| Question: Are existing providers required to received payments via electronic funds transfer / ACH? | Existing providers are not required to receive payments via electronic funds transfer/ACH. | |||
| Invoicing | Section 5.3, Item E | 5.3 Item E states: “Contractor will invoice DOL no more frequently than quarterly for the administrative fee due based on actual program expenditures.” Questions: What is the estimated invoicing processing time after receipt? Will this contract pay the administrative fee in arrears or in advance? If in arrears, is the contractor required to effectively provide 120 days or more payment terms to the Government (assuming 30 or more days to approve and pay invoices)? | N/A to the estimated processing time after receipt. The administrative fee is paid in arrears (i.e., the close of the month, ex. June’s administrative fee would be billed and paid in July). No the contractor is not required to effectively provide 120 days or more payment terms to the Government. | |
| Funding | Section 5.3, Item D | 5.3 Item D states: “On a monthly basis, review the funds available in the direct deposit account to verify that adequate funding for the program is available. The contractor will return unexpended funds for childcare subsidy to the government, after consultation with the 1605C3-24-Q-00026 DOL Childcare Subsidy Program Management COR and the Division of Client Financial Management Services, not more than 60 days after the end of the calendar year.” Question: Please explain why unexpended funds would be returned at the end of the calendar year when the expected contract period does not appear to be linked to a calendar year end date. | Unused funding should be returned not more than 60 days after the POP end date for each contract period (ex. contract ends July 31, 2024, unused funding should be returned no later than September 30, 2024). | |
| Identification of Contractor Employees | Section 1.6.13 | Subfactor II states: “A detailed transition plan that provides sufficient information for the Government to assess the contractor’s ability to conduct phase in and phase out activities. The transition plan shall address the areas stated in Sections 1.6.13 of the PWS.” Question: Section 1.6.13 refers to the Identification of Contractor Employees. Can the Government clarify the requirement? | Section 1.6.15-Phase In/Phase Out Period should be referenced for Subfactor II in the solicitation. Please see Subfactor II of the amended solicitation for corrected information. |
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