RFQ_1605DC-19-Q-00010_Attachment_E_-_Responses_to_Clarifying_Questions_-_Amd_0001.pdf

Attachment E – Response to Clarifying Questions (Amd 0001) 1605DC-19-Q-00010 Amendment 0001 DOL Child Care Subsidy Program Management

Attachment E – Response to Clarifying Questions Question Number

Question Title

Section Number Contractor Question Government Response

1 Business Size n/a

Is DOL willing to consider bids from companies that do not meet the small business size standard?

No, this requirement is a 100% small business set-aside. The government will not evaluate quotations submitted by other than small business concerns.

2 Incumbent n/a

Is this a new requirement or is there an incumbent vendor? If available, can you please send along the incumbent contract number?

This is not a new requirement. The incumbent is First Financial Associates, contract number

DOLJ149635521.

3 Submission Date:

SF-1449,

Block 8

Given the size and complexity of the submission and that Offerors need sufficient time to analyze the Government's response to questions, would the Government consider a 30 day extension on submissions?

The due date for quotes and past performance questionnaires will be extended to December 11, 2018 at 10:00 am ET.

4 Scope 1.4

Is the selected contractor responsible for requesting, reviewing, and validating the certification status of child care providers beyond review of documents submitted by program participates?

Yes – the contractor must ensure to check and verify the certification status of childcare providers.

5 Place of Performance

Section C, 1.6.5

Please clarify exactly where the place of performance is: Government site or Contractor facility.

Contractor facility

6 Place of Performance 1.6.5

The place of performance for the contract isn't specified. Will work be performed in a government facility, or the contractor facility?

Contractor facility

If in a government facility, can you identify the city and state?

Annual Period of

Performance Clarification

OPTIONAL

FORM 336

and Section

B

Section B states, "The base period of performance is February 1, 2019 – January 31, 2020." It provides a table aligned to these dates. However OF 338 lists, "Anticipated Option 1 Exercise Date of 12/15/2019 [thereafter 1 year from the dates provided are inconsistent. Could the Government please clarify the differences and provide its intent for aligned period of performances?

Option Year 1 is anticipated to begin on February 1, 2020. The Government anticipates exercising Option Year 1 on/around December 15, 2019; Option Year 2 begins on February 1, 2021 and the Government anticipates exercising Option Year 2 on/around December 15, 2020, etc.

Six Month Period of

Performance Option

OPTIONAL

FORM 336

and Section

B

Section B states, "....and six months, for a total five (5) years and six (6) months potential duration.". It provides a table aligned this requirement. However, OF 336 does not contain a CLIN to support this.

Could the Government please clarify and provide its intent on this difference?

The pricing for the six month option period is for evaluation purposes only as stated in Section E.2 (page 54) of the solicitation. The Government requests pricing for the six month extension so that if the six month option is exercised, the Government will have the pricing up front; however, the pricing for the additional 6 months is not included in the initial contract value since we do not know if/or when the option to extend for six months will be exercised. The option to extend services could be exercised at any time during the contract period of performance (i.e. not necessarily at the end of the fourth option period). If the option is exercised at a time other than at the end of the fourth option period, the pricing currently in effect at the time of the option exercise will be utilized (see Section B page 7 **).

Schedule B

- Schedule of Services and Prices

CLIN

In that this contract is potentially 5.5 years long (1 base year, 4 option year, and 6 month option to extend) and in that the contract is a firm fixed priced contract and in that the amount of subsidy to be paid is a variable amount of funds which has increased from by 12% from 2014 to 2018; is the firm fixed price quoted by the offeror a percentage of subsidy paid out each month or a specific amount for case managing services and how does DOL anticipate contract modifications to increase or decrease the management amount as more or less participants utilize the subsidy program?

DOL will pay a fixed monthly fee for program administration and provide a fixed quarterly subsidy amount to the contractor.

This is a Firm Fixed Price requirement and prices will not change if more or less participants utilize the subsidy program.

10 Transition In Length

Section C, 1.6.13, 5.5

1.6.13 states, "…..the Contractor shall have staff onboard, during the 60-day transition period". 5.5. a states, "During the 30 day phase-in period.." Could the Government clarify the Transition In period?

30-day transition period

Transition Costs and Start Date

Section C, 1.6.13, 5.5

Could the Government provide an anticipated start date for the Transition In period? How are Offerors to recover its costs in the designated Transition period is before the Base period start date of February 1, 2019

The anticipated transition in start date is January 2, 2019. The pricing table is updated to reflect a line item for transition period.

Govt

Furnished Equipment

Part 3

Is the contractor responsible for purchasing and maintaining all computer and office equipment?

In accordance with Part 4 (page 16), the contractor shall furnish everything required to perform these services.

13 Eligibility 5.2.b

The RFP states: "Establish and provide policies and procedures to identify the eligibility requirements within 14 calendar days after contract award." Is it the

DOL has eligibility requirements, however the contractor must ensure after receipt of all required documentation from employees, the employees meet the requirements. Contractor contractor's responsibility to establish eligibility requirements for participation in the program or have eligibility requirements been established by DOL?

must establish their process for reviewing and approving the applications.

14 Developing materials 5.2.d.

Is the contractor responsible for the creation, printing, and distribution of childcare subsidy program information (pamphlets, flyers, fact sheet) and required forms?

Yes -- DOL expects the contractor to be proactive in working with DOL to customize some program information. OPM forms can be found on the OPM website.

DOL also requires that the contractor provide invoices to the employees/participants and child care provider. The employee or the childcare provider will fill in the invoice (provided by the contractor) and the employee/participant and the childcare provider will sign and submit the invoice to the contractor. This can be completed electronically or via hardcopy.

15 Promoting program 5.2.d.

Is the contractor responsible for marketing the DOL subsidy program to DOL employees or is the program marketed to DOL employees by DOL employees through internal DOL channels like emails or newsletters?

No -- DOL will market the program to its employees.

16 Payment of Subsidy 5.3.b

Is the subsidy paid to the child care provider paid by the vendor and the vendor is reimbursed by DOL, or does the vendor pay the provider from a DOL centralized account?

DOL requires that the contractor provide invoices to the employees/participants and child care provider. The employee or the childcare provider will fill-in the invoice (provided by the contractor) and both the employee/participant and the childcare provider will sign and submit the invoice to the contractor. This can be completed electronically or via hardcopy.

The contractor will then process the invoices for payment directly to the childcare providers DOL will provide the subsidy electronically to the contractor, upon receipt of an invoice submitted in accordance with contract clause DOL 2014-01 - Electronic Submission of Payment Requests Clause (February 2014).

DOL will also pay the monthly administrative fee to the contractor upon receipt of a monthly invoice submitted in accordance with contract clause DOL 2014-01 - Electronic Submission of Payment Requests Clause (February 2014).

Current Subsidy Table

1.3

Can you please provide us with the current subsidy table for your program and also the guidance referenced in section 1.3 (DOL March 22, 2018 HR News You Can Use)?

DOL March 22, 2018 HR News You Can Use is provided in separate attachment to this amendment. The attachment contains the subsidy table.

18 Subsidy Amount

Technical Exhibit 3

Can the government provide the maximum subsidy per employee, per year?

Information included in the DOL March 22, 2018 HR News You Can Use attachment to this amendment.

Current

Participant Numbers

Technical Exhibit 3

Can you please expand the historical subsidy chart to include employee and child participant numbers (current and prior years)?

Actual Amounts From Monthly Reports:

October 2018: 147 employees; 213 children

October 2017: 173 employees; 246 children

October 2016: 193 employees; 274 children

Historical # of

Applicants Approved

For Subsidy

Section C, Technical Exhibit 3

Could the Government provide the monthly average number of approved applicants that constitute the historical annual subsidy outlined in Technical Exhibit 3? Please verify these historical funds were actual expenditures and not project ceilings provided each year? If ceilings, could the Government provide actual subsidy expended in 2017 and projected for 2018 along with the average number of approved applicants and number of children supported in 2018?

See response to Question 19

Average number of new monthly applications received and approved: 5 (estimate)

The historical figures in Technical Exhibit 3 are historical estimates.

21 Number of participants Page 27

Approximately how many DOL employees participate (apply for and receive services) through the DOL Child Care Subsidy Program?

Refer to response to Question 19

22 Applications processed N/A

Can the government provide the historical data on the number of application requests received per year?

Approximately 60

Past

Performance Criteria

Section L & M

The past performance criteria outlined in these sections place constraints on minimum performance times; and provides a statement it will not consider the past performance information of proposed subcontractors. We believe these elements are highly restrictive and not in the Government's best interest. As

Our Market Research reveals that are a sufficient number of small businesses available to ensure competition and that the past performance evaluation requirements are not restrictive. Subcontractor past performance information will not be written, the number of small business primes who can submit up to 3 highly relevant past performances is very limited, leading to restrictive competition. It has been common practice for the Government to allow Offerors to present the capabilities of a proposed team.

It is our interpretation that privity of contract, as stated, is applicable post contract award structure between the Government and the prime contractor; it should not be a restraint in the submission process as the government should evaluate the team's proposed experiences and past performances. Will the Government consider removing the constraints on past performance submission and consider evaluating the performance capability of the prime and its proposed major subcontractors?

considered. The past performance information must be that of the prime contractor or the members of the joint venture (see next response).

Past

Performance Criteria

Sections L & M

If an offeror submits as a team under an approved SBA mentor-protégé agreement, will the Government accept and evaluate Past Performance references performed by the mentor?

If this question is referring to a joint venture (JV), the JV must comply with the requirements of 13 CFR 121.103(h) and 13 CFR 125.8. The approved SBA mentor-protégé agreement and the JV agreement must be submitted with the quotation. Per 13 CFR 125.8(E), the government will consider work (past performance) done individually by each partner to the joint venture as well as any work done by the joint venture itself.