Responses_1-58.pdf

16-233-SOL-03310 Q&A

1. Question: What is the anticipated level of effort for this project?

Response: The anticipated level of effort is $1,892,453.50.

2. Question: Please clarify the number of people for whom travel expenses, lodging, and per diem must be provided for the In-Person Evaluation Working Group Meetings in Task 5.1. The task states that “this contract will cover the expenses for travel for approximately 37 people (32 Evaluation Working Group members and 5 contractor staff) and lodging and per diem for approximately 82 people (77 Evaluation Working Group members and 5 contractor staff).” Should the anticipated number of meeting attendees be equivalent each year, i.e., 37 or 82? Does the “travel” expense for the 37 people include airfare, lodging, and per diem? Why do the 87 people only require lodging and per diem?

Response: For proposal budgeting purposes the anticipated number of meeting attendees is equivalent for each year and your budget proposal should assume 37 people will need travel covered (e.g., flight costs, taxis) and 87 people will need lodging and per diem covered each year. We anticipate that of the approximately 87 people attending the evaluation meeting many will fund travel to the Older Indians meeting under their Title VI grant. We have asked that the evaluation meetings happen in conjunction with the annual Older Indian conference for this purpose. But, the extra days of the evaluation meeting (either immediately before or after the Older Indians conference) mean that the evaluation contract will need to pay for lodging and per diem for all 87 meeting attendees for those meeting days.

3. Question: For budgeting purposes, is the contractor responsible for the cost of the to-be-determined meeting location for Task 5.1?

Response: Yes, the contractor will be responsible for the meeting rooms at the meeting location. We anticipate a discount as ACL will have negotiated a conference price and will be able to add the needed meeting rooms into that negotiation.

4. Question: For budgeting purposes, what is the scope and duration of any other additional technical assistance provided in coordination with the nation TA providers in Task 5.2 Coordinate with TA providers?

Response: Vendors should propose a level of coordination that they think is most appropriate and budget accordingly.

5. Question: What is the minimum type size that should be used? Does the technical response require 1” margins all around? What type size is acceptable for tables and exhibits?

Response: Proposals should be prepared in 12-point Times Roman font with 1” margins all around. Margins for pages that are entirely comprised of graphics such as tables and exhibits do not need to adhere to the 1” margins. There is no defined requirement for the type size for tables and exhibits, but they should be generally legible without requiring readers to enlarge or zoom into the text.

6. Question: Is there a page limit on resumes?

Response: No.

7. Question: Page 29 states “The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.” What is NCLER? Also, A Project Manager is referenced throughout for Key Personnel, not a Project Director. Please clarify that the project requires a Project Manager only.

Response: Yes, the key personnel are the Project Manager, Lead Data Analyst, and the Training Manager. The paragraph that references the NCLER was inserted in error. Please disregard the text “The Project Manager shall have experience in the legal issues important to older adults with the greatest need, foster strong performance based relationships with subcontractors and other partners, have knowledge of legal services delivery systems design and capacity building, and apply strong project management skills to a holistic array of legal resource support activities. The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

8. Question: Bidders are required to submit three past performance references. If there is a prime contractor and two subcontractors, should each one submit one reference only? Or should all parties submit three references?

Response: Quoters are required to submit a total of three past performance references. At least one of those references should be for the prime contractor. If, as described in the question, there is a prime contractor and two subcontractors each may submit one reference only. A bidder may also decide that all three references will be for the prime contractor, but that is a decision for the bidder to make. Bidder are also permitted, but not required, to provide more than three references.

9. Question: Task 2.4: Consult with the Advisory Committee and the Evaluation Working Group indicates that the “Advisory Committee consists of approximately 20 individuals and typically meet by phone with additional communication through e-mail and, when possible, at the annual Older Indians Conference held by ACL’s Title VI Program.” Will the Advisory Committee members be compensated for their participation through project funds? And if so, what is the recommended honorarium?

Response: No, the Advisory Committee members are not compensated for their participation.

10. Question: For budgeting purposes, under Task 3.3: Kick off meeting with Tribal Evaluation Grantees, please clarify whether one or two meetings will be held with the grantees. Also, is this a remote or in-person meeting?

Response: As stated in the solicitation “The contractor will host one, or possibly 2 meetings to accommodate the time zones of the grantees, to welcome grantees to the project.” If all grantees can participate in a single meeting, then one meeting is fine. But, given grantee staff schedules and the range of time zones among Tribal grantees, one meeting may not be able to accommodate all of the grantees. In the latter case, two meetings would be necessary. It is anticipated that the kick off meeting(s) will be conducted remotely.

11. Question: What is the anticipated date of award for this work?

Response: As stated in the solicitation “Where approximate dates are provided, they assume a September 1 start date. If the start date is delayed, all dates will be adjusted accordingly.”

12. Question: Page 11 – Section 3.2 states that “…the contractor will make the grant awards of approximately $15,000 per Tribe for up to 30 Tribes.” Should bidders include grant stipend funds in their proposed budget?

Response: Yes, the grant awards of approximately $15,000 per Tribe for up to 30 Tribes are expected to come from the contractor’s budget.

13. Question: Page 29 – Section 7.5 states that “The Project Manager shall have experience in the legal issues important to older adults…..and apply strong project management skills to a holistic array of legal resource support activities. The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

A. Can ACL clarify whether experience/skills in legal issues or pertaining to NCLER are required for this work?

B. Can ACL clarify whether “Project Director” is synonymous with “Project Manager,” and if not, whether both Project Director and Project Manager are Key Personnel?

Response: Please see the response to question 7 above. , The key personnel are the Project Manager, Lead Data Analyst, and the Training Manager. The paragraph that references the NCLER was inserted in error. Please disregard the text “The Project Manager shall have experience in the legal issues important to older adults with the greatest need, foster strong performance based relationships with subcontractors and other partners, have knowledge of legal services delivery systems design and capacity building, and apply strong project management skills to a holistic array of legal resource support activities. The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

14. Question: Page 51 – Section 11.1, The General Instructions read “All submissions should contain 1” margin on all sides, 12-point Times New Roman font, and be printed on white paper and black ink.”

A. Section 11.1 says the proposal must be printed on white paper, section 11.1 Submission Deadline says, “Your quote is due by 2:0 0PM Eastern Time July 8, 2016 and should be submitted via email to David.Morgan@psc.hhs.gov”. Is the expectation that the proposal be submitted by hardcopy and email or email only?

B. Can ACL clarify whether the use of colored/larger than 12-point size text is permitted for use in section headings, cover pages, and graphics?

Response: Quotes shall be submitted electronically through e-mail only. The use of colored/larger than 12-point text size for headers cover pages, and graphics is allowed.

15. Question: Page 52 - Section 11.3, Price Instructions, states that the price proposal shall include

“the pricing information from the master contract.” Can ACL confirm that this proposal is free and open and not under a specific contract vehicle? If this is being competed under a vehicle, please clarify which master contract applies.

Response: This requirement is being competed as full and open. Please disregard any language relating to a master contract and that language will be removed via amendment.

mailto:David.Morgan@psc.hhs.gov

16. Question: Page 53 – Section 11.5, Subcontracting Plan, requires a complete price proposal for subcontracts in the same format as the Quoter’s price proposal. Can ACL clarify if subcontractors are required to submit only the detailed cost information by task/CLIN, or if subcontractors must submit all materials, such as a negotiated indirect cost rate agreement, information on financial capacity, and Representations and Certifications?

Response: Subcontractors are required to submit only the detailed pricing information by task/CLIN.

17. Question: Page 59 – Subfactor 3 Corporate Capability states that a specific corporate capability and past performance requirement is “an ability to award and oversee the use of funds to Tribes to conduct the evaluation.” Can ACL clarify whether the Contractor is expected to perform financial grant management/oversight to grant recipients over the life of the grant?

Response: Yes, the contractor is expected to make and oversee grant awards to Tribes that participate in the evaluation. The contractor should propose the approach that makes most sense such as whether to make the grant payment in one lump sum or in multiple sums based on the completion of identified tasks or, for example, per evaluation year. The contractor will be expected to keep track of payments to grantees and of grantees’ level of participation in the evaluation. If there are issues with Tribal non-participation, ACL will work closely with the Contractor to determine steps to be taken to ensure that the grantees meet the criteria of the grant.

18. Question: Is Indian Health Services’ (IHS) approval or coordination required for any portion of this evaluation?

Response: Indian Health Service Coordination is strongly encouraged.

19. Question: (7.5 Key Personnel) “The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

Should the reference be to the Project Manager and the Title VI OAA Evaluation staff?

Response: Please see the response to question 7 above. The key personnel are the Project Manager, Lead Data Analyst, and the Training Manager. The paragraph that references the NCLER was inserted in error. Please disregard the text “The Project Manager shall have experience in the legal issues important to older adults with the greatest need, foster strong performance based relationships with subcontractors and other partners, have knowledge of legal services delivery systems design and capacity building, and apply strong project management skills to a holistic array of legal resource support activities. The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

20. Question: (11.5 Subcontracting Plan) Quoters should propose a Subcontracting Plan as part of their business volume.

A Subcontracting Plan is established at the PSC IDIQ level, for which PSC IDIQ contractors are required to report subcontracting activity across task orders at a consolidated IDIQ level. Please confirm that a separate, task order level subcontracting plan is required to be submitted with this task order proposal.

Response: This requirement is full and open and not a task order under the PSC IDIQ.

21. Question: (Past Performance) “The respondent shall provide 3 performance references for contracts within the past 3 years”

Is the past performance references limited to three total for the bidding team or three for each organization on the bidding team?

Response: Quoters are required to submit a total of three past performance references. At least one of those references should be for the prime contractor. Quoters are also permitted, but not required, to provide more than three references.

22. Question: Can ACL clarify the following about the period of performance:

a. Please confirm the base period is 54 months

b. Please provide the estimated start and end date of the contract

c. There are references to optional tasks and option periods in the RFP (e.g., pages 57 and

62 related to pricing instructions). Can ACL confirm whether there are any option periods and/or optional tasks?

Response: There are no optional periods or optional tasks. This award will be made with a 54 month base period.

23. Question: Please confirm that it is acceptable to use color (in tables) for the technical volume. Or provide guidance that only black and white and gray are acceptable.

Response: The use of colored/larger than 12-point text size for tables, headers, cover pages, and graphics is acceptable.

24. Question: Page 51 of the 62 page RFP instructs that “all submissions should contain 1” margin on all sides, 12-point Times New Roman font, and be printed on white paper and black ink.”

However, the submission instructions specifics electronic proposal submission. Please confirm that there is no hard copy proposal requirement.

Response: There is no hardcopy proposal requirement.

25. Question: Are PDFs acceptable for e-mail submission of the technical, past performance, and price/business volumes?

Response: Yes, PDFs are acceptable.

26. Question: For past performance, please confirm that offerors may include both completed and in-progress projects.

Response: Yes, offers may include both completed and in-progress projects for past performance.

27. Question: Could the HHS Section 508 Product Assessment Template be included as an appendix?

Response: Yes.

28. Question: Could the QASP be included as an appendix?

Response: Yes.

29. Question: Please confirm that there is no page limit on resumes.

Response: Yes, there is no page limit on resumes.

30. Question: Reference is made to a ceiling price (page 1 – sections 1.4 and reference to section 1.5); however, there is no ceiling price provided in the table on page 2). Can ACL provide guidance on the following?

a. Can ACL provide an overall estimate of the level of effort for this opportunity?

b. Can ACL provide a not to exceed cost for the period of performance.

31. Question: Reference is made to providing a budget by CLIN (page 1; page 52, price instructions), however, no additional details on CLINs are provided. Can ACL confirm whether the budget needs to be broken up across multiple CLINs? If required, can ACL provide additional details on the distribution (%) of budget by CLIN?

Response: Language in the solicitation has been revised to replace CLIN with task.

32. Question: The pricing instructions (page 52) references a master contract (i.e., that offerors should use labor categories from a master contract). Given the RFP was not released on a master contract, can ACL clarify this language?

Response: All language referring to a master contract has been removed.

33. Question: Related, please confirm that this is a T&M contract type.

Response: As stated in the solicitation “ In consideration of complete and timely delivery of the supplies described in Section 2, the Contractor shall be compensated on a Time and Materials basis.”

34. Question: There is reference to pricing evaluation criteria that includes evaluation of the “labor mix, level of effort, and material costs” to the work to be performed. Given that there no pre-established/master contract labor categories for this proposal, can ACL provide guidance on the number/type of labor categories to be used to ensure that all vendors are using a similar category/and rate ceiling structure?

Response: All language referring to a master contract has been removed.

35. Question: Task 2 (p. 6). The Evaluation Plan deliverables (p 19) includes draft data and final data collection tools to be delivered at 60 days of contract award date (CAD) for draft and 75 days of CAD for final. Can ACL confirm that the evaluation plan (objective 2, deliverable 1) for Task 2 will not include data collection tools and protocols? If yes, can ACL confirm that the Evaluation Plan (submitted as part of objective 1, deliverable 1) will need to be revised after final data collection tools are accepted?

Response: The Evaluation Plan is not expected to include the draft or final data collection tools. The evaluation plan and the data collection tools are separate deliverables.

36. Question: Task 2 (p. 10). There a reference to the Title VI grant period. Can ACL confirm the period is from April 1, 2017 through March 31, 2020?

Response: Yes, the Title VI grant period is from April 1, 2017 through March 31, 2020

37. Question: Task 3 (p. 10–11). In the solicitation, Task 3.2 is referenced twice. Please confirm that we should assume that Review Applications and Make Grant Awards should be renumbered as Subtask 3.3 (per the deliverables table on page 20. Please confirm that the subsequent tasks (Task 3.4 and 3.5 should be renumbered to reflect the deliverables table on page 20). (i.e., 3.4:

Kick off meeting with Tribal Evaluation Grantees and Task 3.5: Compose Evaluation Working Group).

Response: Yes, the numbering is incorrect. There should only be one task 3.2. The remaining tasks under Objective 3 will be renumbered to reflect that.

38. Question: Task 3 (p. 10–11). Can ACL confirm that offerors should budget for a total of $15,000 per grant award?

Response: Yes, offerors should budget for a total of $15,000 per grant award.

39. Question: Task 3 (p. 10–11). Can ACL provide clarification on the number and types of reviewers for the grant award process? Specifically, it is anticipated that the Advisory Committee will review grant applications?

Response: Grant reviewers will primarily be made up of contractor and ACL staff. It is not anticipated that the Advisory Group will review grant applications. But, offerors should consider and propose ways in which the Advisory Committee can be involved in the grant award process. For example, they may help develop content for grantee recruitment materials or grant review criteria.

40. Question: Task 5.3 (p 13). Can ACL provide clarification about the trainings reference in Task

5.2 (to be recorded and made available)? Are these the trainings from Task 5.1 or 5.3? ACL makes reference to making the trainings available (recorded). Can ACL confirm the number of recorded trainings for 5.2 or confirm that this is one session a year (per 5.3 deliverables table on page 20)? Also can, ACL confirm that this recorded training will need to be delivered in 508 compliant format?

Response: The recordings referenced in Task 5.2 refer to the “one (1) additional training per year remotely in conjunction with the existing technical assistance providers for the Title VI grants program” described under Task 5.3. The recorded trainings will need to be submitted in 508 compliant formats.

41. Question: Would the ACL consider providing an estimated level of effort for this task order?

42. Question: Would the ACL consider extending the proposal submission date to account for the July 4th Federal Holiday?

Response: Yes, the quote submission date has been extended by one week to July 15, 2016.

43. Question: (Task 1.25 Ensure Internal and External Stakeholder Support) Should the contractor include funds in their budget to compensate the Title VI Grant Program stakeholders identified by ACL and/or the Advisory Committee for the time they spend meeting with the contract and contributing to the project?

Response: No, the contractor is not expected to compensate Title VI grant program stakeholders or the Advisory Committee.

44. Question: (Task 2.5 Submit Draft and Final Data Collection Tools) Please clarify, will the contractor be able to augment/modify the needs assessment tool created by North Dakota?

Response: No, the contractor will not be able to augment/modify the Tribal Assessment “Identifying Our Needs: A Survey of Elders VI” tool (available on the website of the National Resource Center on Native American Aging at https://www.nrcnaa.org/needs-assessment). If data are needed for the evaluation which are not collected through the needs assessment tool, the offeror should propose how to gather that information separate from the needs assessment.

45. Question: (Task 3.2 Develop the Grant FOA) Does the ACL assume that the award to grantees (up to $15,000) will be included in the contractor’s budget, or will the award be administered through the ACL?

Response: The award to grantees should be included in the contractor’s budget.

46. Question: (Task 3.2 Develop the Grant FOZ) Please clarify the statement, “a simple FOA award up to $15,000.” Please explain the criteria that will be used to determine the amount that will be awarded to each grantee and provide us with an anticipated range of awards.

Response: For the purpose of budgeting, assume that each grantee will receive $15,000.

47. Question: (Task 5.1 In-Person EWG Meetings) Will the ACL please explain how the numbers were determined to estimate travel expenses for the in-person Evaluation Working Group (EWG) members?

Response: For proposal budgeting purposes the anticipated number of meeting attendees is 87 and is equivalent for each year and your budget proposal should assume 37 people will need travel covered (e.g., flight costs, taxis) and 87 people will need lodging and per diem covered each year. We anticipate that of the 87 people attending the evaluation meeting many will fund travel to the Older Indians meeting under their Title VI grant. We have asked that the evaluation meetings happen in conjunction with the annual Older Indian conference for this purpose. However, the extra days of the evaluation meeting (either immediately before or after the Older Indians conference) means that the evaluation contract will need to pay for lodging and per diem for all meeting attendees for those meeting days.

https://www.nrcnaa.org/needs-assessment

48. Question: (Task 5.1 In-Person EWG Meetings) Will travel expenses be covered by the “up to

$15,000 awards to the FOA grantees” or will it be a separate line item under the contractor’s budget?

Response: Travel expense for the estimated 37 people per in-person meeting should be budgeted separately from the $15,000 grant awards to Tribes.

49. Question: (Task 7.1 Interim Project Reports) Is there a requirement that the interim reports be 508 compliant?

Response: Yes the interim reports should be 508 compliant. Draft versions of those reports do not need to be 508 compliant.

50. Question: (Task 7.3 Conduct Briefings) The RFP indicates that at least one briefing should be planned in conjunction with the 2020 Older Indians Conference. However, in Task 5.1 the RFP states that ACL will host conferences in 2017, 2018, and 2019. Should the contractor assume travel expenses for the additional year (2020) for the contracting team? Should the contractor assume travel expenses for the stakeholders identified by ACL or will their travel be covered by the Title VI grant or another vehicle?

Response: Yes, the contractor will assume travel expenses for the contractor team to the 2020 Older Indians conference. The contractor will not be responsible for Tribal grantee or stakeholder travel to that conference unless grantee staff or stakeholders will be included in the briefing as presenters.

51. Question: (Task 7.3 Conduct Briefings) As noted in the RFP, the first Stakeholder briefing will take place in conjunction with the Older Indians Conference. If the final briefing is held in-person at the ACL office, is the contractor responsible for stakeholder travel expenses?

Response: As stated in the solicitation: “Briefings may be conducted in person or by webinar or other method that will be mutually agreed upon by the contractor and ACL. At least one briefing should be planned in conjunction with the 2020 Older Indians Conference.” The contractor is responsible for contractor travel expenses to the 202 Older Indians Conference. The contractor will not be responsible for Tribal grantee or stakeholder travel to that conference unless grantee staff or stakeholders will be included in the briefing as presenters. There is no requirement for a final in person briefing at the ACL offices. But, if the final briefing is held in person at the ACL office, the contractor is responsible for contractor travel.

52. Question: (Task 7.5 Key Personnel) Please clarify the ACL’s intent regarding the legal expertise of the Project Manager, “The Project Manager shall have experience in the legal issues important to older adults with the greatest need,” and “have knowledge of legal services delivery systems design and capacity building.” Also, would the ACL consider an alternative project leadership structure, for example, Project Manager and Principal Investigator(s)

Response: The key personnel are the Project Manager, Lead Data Analyst, and the Training Manager. The paragraph that references the NCLER was inserted in error. Please disregard the text “The Project Manager shall have experience in the legal issues important to older adults with the greatest need, foster strong performance based relationships with subcontractors and other partners, have knowledge of legal services delivery systems design and capacity building, and apply strong project management skills to a holistic array of legal resource support activities. The Project Director will be responsible for coordinating all of the work of NCLER staff and subcontractors, if applicable.”

53. Question: (11.1 General Instructions) The general instructions read: “All submissions should contain 1” margin on all sides, 12-point Times New Roman font, and be printed on white paper and black ink.” Does this mean that the cover, headings, tables, charts and graphics should all be in black ink only?

Response: The use of colored/larger that 12-point text size for headers cover pages, and graphics is allowed.

54. Question: (11.2 Technical Instructions) The technical instructions read: “Charts that relate to the SOW are acceptable, however; do not include any other graphics, photos, or diagrams.” Does this apply to the cover? Is it acceptable to include the timeline and organizational structure as graphics?

Response: No, this requirement does not apply to the cover. Yes, it is acceptable to include the timeline and organizational structure in the proposal.

55. Question: (12.3 Technical Evaluation Criteria) Would the ACL consider assigning percentage points to the evaluation criteria?

Response: No, ACL will not assign specific percentages to the evaluation criteria. But, as stated in the solicitation, technical merit will be weighed more heavily than price.

56. Question: Is there an incumbent for the Evaluation of the Administration for Community Living’s (ACL) American Indian, Alaska Natives, and Native Hawaiian Programs? Will the contractor of the Evaluability Assessment be able to bid on this project?

Response: No there is no incumbent as this is a new requirement. The contractor that completed the Evaluability Assessment report is eligible to bid on this project.

57. Question: Are current technical assistance providers for ACL programs excluded from bidding due to conflicts of interest. Are there other conflicts of interest potential bidders

Response: Current technical assistance providers are not excluded from bidding on this project. There are no known conflicts of interest with regard to potential bidders.

58. Question: Section 1.4 Ceiling Price states “The anticipated level of effort is $1,892,453.50”. Is this value inclusive of all costs anticipated (i.e., labor, travel, ODCs, etc.), or only the level of effort/labor?

Response: The ceiling price in inclusive of all costs.