1_Attachment_J__Vendor_Questions_and_Answers__(13-June-2017).xls
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- Acquisitions and Grants Support Services
- Solicitation number
- 17-223-SOL-00038
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| Solicitation_FDA-17-223-SOL-00038_-_AGSS_ | FDA-17-223-SOL-00038 AGSS | Amendment 0001 | |||
| Provide the following: Document, Section #, Page #, Question | |||||
| Question #: | Document Name | Section # | Page # | Question | |
| 1 | Solicitation | Instructions to Offeror, | Volume I (Each section listed below must be submitted as separate attachments and clearly labeled): | ||
| Proposal Format and Submittal Requirements, p. 5 of 37 | Executive Summary | ||||
| Management Approach | |||||
| Relevant Experience" | |||||
| This statement insinuates that Volume I should be broken up into three separate submissions; i.e. Volume I, Part 1 Executive Summary, Volume I, Part 2 Management Approach, Volume I, Part 3 Relevant Experience," but other areas of the solicitation do not make this same insinuation. Please clarify if the Gov't is looking for a total of 3 Volume I submissions or if the Executive Summary, Management Approach and Relevant Experience should be submitted within the same document, but as separate sections. | |||||
| Response | There are three volumes that are submitted as separate attachments; however, per the solicitation the Executive Summary, the Management Approach, and Relevant Experience listed under Volume I must be submitted as indivdual attachments and clearly labeled. There should be a minimum of five attachments. | ||||
| 2 | Solicitation | Relevant Experience, p. 10 of 37 | The solicitation is requesting the total contract value and subcontract value, if applicable (item #5). Is the Gov't requesting the subcontract value if the Offeror performed in a subcontractor role on the referenced project, or is the Gov't requesting the subcontract value if the Offeror served as the Prime on the referenced project and used subcontractors to support the referenced effort? | ||
| Response | The contractor should only provide the subcontract value if it served as a subcontractor on the noted revelant experience reference/narrative. | ||||
| 3 | Instructions for Past Performance, p. 11 of 37 | 3rd bullet - While 3 relevant experience references have been requested in the solicitation, the third bullet in the past performance section is suggesting that Offerors may provide additional references under the Past Performance factor, but if additional references are provided (that were not included in the Relevant Experience section) then the offeror should include the same information for the "additional" references that is being requested in the Relevant Experience section. Please clarify if we are able to submit more than 3 references and which section we should provide the detailed contract information (contract value, type, PoP, description) for the additional references. | |||
| Response | Under the Relevant Experience Factor, Offerors may only provide three examples. Under the Past Performance Factor Offerors must provide references for the three contracts listed under the Relevant Experience Factor; however may provide additional references beyond the three required. | ||||
| 4 | Solicitation | Background, p. 1 | Given that we have existing FDA contracts, will this pose any sort of conflict for us to pursue this solicitation? | ||
| Response | The future awardee would be barred for competing on FDA contracts in the future; however; this should not effect existing contracts. However, per the solicitation offerors must identify actual, potential and/or apparent organizational conflict of interest and plan to mitigate any OCI issues. | ||||
| 5 | Solicitation | Instructions to Offerors, p. 5 | The proposal shall consist of three (3) separate volumes (attachments) as follows: Volume I (Each section listed below must be submitted as a separate attachement and clearly label): Question - in addition to three volumes separately attached, are we also to attach Executive Summary, Management Approach and Relevant Experience as three additional attachments? | ||
| Response | Please reference the response to Question #1 above. On page 9, Relevant Experience is corrected to Factor 2 - Volume I. | ||||
| 6 | Solicitation | Executive Summary, p. 6 | 6 | Are teaming agreements, JVs, MP relationships, subcontracting relationships, representations and certifications, and OCIs ALSO omitted from page counts? | |
| Response | Per the solicitation, the Executive Summary section is where this information is required. The Executive Summary is not included in the stated page limitations. | ||||
| 7 | Solicitation | Volume II Instructions, p. 6 | 6 | PAST PERFORMANCE: shall contain the information requested under evaluation factor 4 (Past Performance) - Question: should this be factor 3? | |
| Response | Yes, Past Performance is Evaluation Factor 3, Volume II. | ||||
| 8 | Solicitation | Relevant Experience (Factor 2), p. 9 | 9 | The Relevant Experience section shall be clearly marked as Evaluation Factor 2 - Volume III: Question - Should this be Volume I rather than Volume III? | |
| Response | Yes, Relevant Experience is Evaluation Factor 2, Volume I. | ||||
| 9 | Solicitation | Relevant Experience (Factor 2) , p. 9 | 9 | Can "at least two (2) of the three (3) efforts be removed altogether, as long as our team demonstrates capacity to perform? | |
| Response | At least two of the three efforts shall be experiences of the offeror acting in the capacity of a prime contractor. | ||||
| 10 | Solicitation | Instructions for Past Performance (Factor 4), p. 10 | 10 | The Past Performance section shall be clearly marked as Evaluation Factor 3 - Volume II: Question - Should this be Volume III rather than Volume II? Also, should the section title reference Factor 3? | |
| response | Past Performance is Evaluation Factor 3, Volume II. | ||||
| 11 | Solicitation | Background, p. 1 | 1 | This section states in part that: “This contract is currently in the first option period and set to expire on 9/21/2017.” (emphasis added) Are there any other available unexercised option periods? When is this award projected to be made? | |
| Response | There are no remaining option periods. We are anticipating an August 2017 award. | ||||
| 12 | Solicitation | Ordering Proceedures, p. 3 | 3 | This section states in part that: “the Government reserves the right to request writing samples from key personnel in response to an RFTOP.” Can you provide a description of the types of writing samples that are envisioned? | |
| response | This requirement is removed. | ||||
| 13 | Solicitation | Volume III Instructions, p. 6 | 6 | This section states in part that the Past Performance Volume: “shall contain the information requested under evaluation factor 4.” (emphasis added) Shouldn’t that reference be to evaluation factor 3? | |
| Response | See answer to Question 10. | ||||
| 14 | Solicitation | Volume III Instructions | The page limitation instructions reference a 15-page limit for the Draft Performance Management Plan (PMP) (emphasis added). Consistent with Management Approach instructions on page 9 and SOW paragraph 2.1.1, should that reference be to the Program Management Plan? | ||
| Response | This was a typo under the page limitation section, this should be the Program Management Plan. | ||||
| 15 | Solicitation | Management Approach, p. 9 | 9 | Instructions lists the Program Manager, Project Manager, Senior Contract Support Specialist, and Senior Grant and Agreement Support Specialist III as the Key Personnel. The designation of these four positions as Key Personnel is repeated in Provision HHSAR 352.237-75 on Page 26. However, the BASIS FOR AWARD AND EVALUATION CRITERIA, subparagraph(c), Evaluation of Technical Proposal, at page 16, rather than listing those four positions again indicates that the Government will evaluate Key Personnel “i.e. the Program Manager, Project Manager.” Please confirm that the requirement for key personnel resumes and signed commitment letters is restricted to only the four positions specifically listed on Pages 9 and 26. | |
| Response | The basis for award and evaluation criteria, item number 6 under evaluation factor number 1: Management Approach, is updated to reflect the Senior Contract Specialist and Grant and Agreement Specialist are considered key personnel. | ||||
| 16 | Solicitation | Relevant Experience,pp. 9 and 17 | Will the government consider allowing contractors to provide relevant experience on contracts within the past five (5) years? | ||
| Response | RFP page 9, the response shall provide a narrative describing the Offeror’s current or previous experience within the past three (3) years. | ||||
| 17 | Solicitation | Relevant Exp (Factor 2) instructions, p. 9 | 9 | Please confirm that the instruction to: “provide three (3) examples of current or previous contracts where you delivered Project and Program Management ….” is in reference to the same “three (3) IDIQ, BPA or complex time and material or labor hour efforts that are most similar to this effort in terms of scope, complexity and size” previously set forth as required in that instruction. | |
| Response | Per the solicitation, offerors must provide three examples of current or previous contracts where you have delivered Program and Project Management Contract Acquisition Support, Simplified Acquisition Support, Interagency Agreement Support, Government Purchase Card Administration Support, and Contract Closeout Support. | ||||
| 18 | Solicitation | Instructions for Past Performance (Factor 4) | 11-Oct | INSTRUCTIONS FOR PAST PERFOMANCE (FACTOR 4) allows offerors to “provide additional references beyond the three required under this factor.” Does the Page Limitation of 20 pages set forth on Page 7 for the Past Performance Volume apply to these additional references? Note also that the title of these instructions on Page 10 refers to Factor 4 rather than Factor 3. | |
| Response | Past Performance is Evaluation Factor 3 and the page limitations apply to additional references. | ||||
| 19 | Solicitation | Basis for Award and Evaluation Criteria, subparagraph (b) General, p. 12 | 12 | BASIS FOR AWARD AND EVALUATION CRITERIA, subparagraph (b) General, lists the relative weighting for Management Approach and Relative Experience Factors (Factors 1 and 2) but does not specifically indicate the relative weighting of the Past Performance and Price Factors as compared to Factors 1 and 2. Page 19, Evaluation-Commercial Items adds that “Technical (Factors 1 and 2) and past performance, when combined, is significantly more important than Price” but still does not specify the Past Performance and Price Factors’ individual weighting. Please clarify. | |
| Response | In accordance with FAR Part 12.602(a), Provision 52.212-2 must be tailored to describe the evaluation factors and relative importance of those factors. There is no requirement to provide individual weighting of factors. Evaluation factors are listed in order of importance and the solicitation how past performance will be evaluated and how price will be evaluated. | ||||
| 20 | Solicitation_FDA-17-223-SOL-00038_-_AGSS_ | Basis for Award and Evaluation Criteria, subparagraph (b) General | BASIS FOR AWARD AND EVALUATION CRITERIA, subparagraph (b) General, indicates that the Management Approach and Relative Experience Factors (Factors 1 and 2) “are listed in descending order of importance” and “will be evaluated adjectively.” However, further on in this section on Page 13, it is stated that: “the Government will use an adjectival rating for the overall technical evaluation. The rating will be derived from the adjectival rating for Management Approach and Relative Experience.” (emphasis added) What is the purpose of a combined “overall Technical evaluation” rating and how does this rating impact the Basis for Award? Please clarify. | ||
| Response | Evaluation factors 1 and 2 will receive individual ratings and an overall technical rating, combining the two (2) ratings. | ||||
| 21 | Solicitation | Basis for Award & Evaluation Factors | The RFP states “IDIQ, BPA or complex time and material or labor hour efforts performed by contractors other than the offeror, such as teaming partners or subcontractors, will not be evaluated as prime contractor relevant experience, unless those other contractors are part of a joint venture offeror.” We request this be changed to allow one of the three project examples to be provided by teaming partners or subcontractors, as this more accurately demonstrates the experience of the team as a whole, and penalizes companies that may only have two relevant projects. | ||
| Response | Per the solicitation: “At least two (2) of the three (3) efforts shall be experiences of the offeror acting in the capacity of a prime contractor. IDIQ, BPA or complex time and material or labor hour efforts performed by contractors other than the offeror, such as teaming partners or subcontractors, will not be evaluated as prime contractor relevant experience, unless those other contractors are part of a joint venture offeror.” | ||||
| 22 | Basis for Award and Evaluation Criteria, subparagraph (b) General, Table 1 | 13 - 14 | Table 1, provides definitions for the various adjectival ratings which incorporate, as part of those definitions, terms such as “significant strength,” as well as “significant weakness,” “weakness,” and “strength.” Pages 15-16, Table 3. Definitions of Comment Ratings, list separate definitions for the terms “Weakness,” Significant Weakness,” and “Strength,” however, there is no definition for “Significant Strength.” Can this definition be provided? | ||
| Response | Following is the definition for significant strength - Significant Strength: "A statement or combination of statements that appreciably increases the likelihood for successful contract performance. That part of the proposal that increases the offeror’s ability to exceed the Government’s requirements and results in efficient and effective performance. A significant strength offers potential for significant positive impact on quality of products or services." | ||||
| 23 | Factor 2 | 9 of 37 and 17 of 37 | Will the government consider allowing contractors to provide relevant experience on contracts within the past five (5) years? | ||
| Response | See answer to Question 16. | ||||
| 24 | Background -- Relevant Experience | 1 of 37 | Creative Business Solutions, Inc. is identified as current incumbent vendor. Are they eligibile to compete for the recompete? | ||
| Response | Eligibility is determined by SBA. | ||||
| 25 | Background | 1 of 37 | The RFP states that OAGS is being supported by a staff of 8 contractors via the incumbent vendor. Will the government provide contact information for those incumbent contractor employees? | ||
| Response | Upon award of the IDIQ contact, information for incumbent contractor staff will be provided to the awardee. | ||||
| 26 | Background | 1 of 37 | The RFP states that there are 8 contractors staff members. Attachment B Pricing Summary shows 22.85 FTEs. What will be the number of staff members on the first Task Order issued? | ||
| Response | The first task order will be released after the award of the IDIQ contract. Due to funding uncertainties, we do not know at this time how many FTE’s will be required in Task Order #1. | ||||
| 27 | Instrucitons for Price | 11 of 37 | The instructions state provide fully loaded rates for each 12 month ordering period plus 6 month options period. Please confirm that pricing is for five 12 month ordering periods? | ||
| Response | Pricing is requested for five 12-month ordering periods and up to a possible 6-month option. | ||||
| 28 | Volume II Instructions | 6 of 37 | The Volume III instructons states that the Management Approach should include a Draft Performance Management Plan. The Basis of Award states Draft Program Mgmt. Plan. Please clarify if the requirement is for a draft Performance Management Plan or draft Program Managment Plan. | ||
| Response | See answer to Question 14. | ||||
| 29 | Relevant Experience | 9 of 37 | The RFP states that two of the 3 efforts shall be experiences of the offeror acting in the capacity of the prime contractor. Unless the contractors are a part of a Joint Venture. If the prime does not have Relevant Experience, will the prime offeror's proposal be considered not responsive? Is Relevant experience considered only Acquisition and Grants experience? | ||
| Response | The offeror should reference Relevant Experience instruction on RFP pgs. 9-10. | ||||
| 30 | Solicitation | 1 of 37 | OAGS is currently being supported by a staff of eight (8) contractors via the incumbent vendor. | ||
| Please provide labor categories for the staff of eight plus their annual hours worked and rate for each labor category. | |||||
| Response | Currently, there are two (2) FT Grants Support Specialists and six (6) FT Contract Support Specialists providing services. | ||||
| 31 | Solicitation | Basis for Awards and Evaluation Factors - Relevant Experience,(Factor 2) p. 9 and 10 | On Page 9, Paragraph 1 states, "At least two (2) of the three (3) efforts shall be experiences of the offeror acting in the capacity of a prime contractor." On Page 10, Paragraph 3 states, "The list may include contracts and orders on which the Offeror served as a subcontractor, provided that the subcontract was similar in scope, duration, and price to this effort." | ||
| Question: There appears to be conflicting statements between the requirements in Paragraph 1 and Paragraph 3. Can you clarify if the Prime contractor's experience as a subcontractor be submitted under relevant experience if it meets the same scope and complexity of this solicitation? | |||||
| Response | Per the solicitation, a minimum of two of the three required relevant experience examples provided must be the offeror acting as the prime contractor. | ||||
| 32 | Solicitation - Instructions for Past Performance (Factor 4) | p. 11 | Under the instruction for past performance, one of the requirements is to submit PPIRS reports. | ||
| Question: If the offeror does not have PPIRS information, but is able to provide a Past Performance Questionnaire, will the Government evaluate the lack of PPIRS information as neutral? | |||||
| Question: If past performance information from the Government has not been entered into PPIRS how should the Offeror address this in the proposal? | |||||
| Response | Bullet no. 2 under Instructions for Past Performance (Factor 3) is corrected from "Copies of PPIRS…" to "Copies of CPARS." Per the solicitation CPARS Reports may be submitted by the offeror in lieu of the past performance questionnaires. CPARS reports are not required. | ||||
| 33 | Solicitation Instructions to Offerors | 5 and 9 | On Page 5, the items to include in Volume I includes: Executive Summary, Management Approach, Relevant Experience. However, under the Basis for Award and Evaluation Factors on Page 9, it states to "clearly mark as Evaluation Factor 2 - Volume III." | ||
| Solicitation Basis for Award and Evaluation Factors | Question: Can you clarify if this should state "Evaluation Factor 2 - Volume I"? | ||||
| Response | See answer to Question 1. | ||||
| 34 | Solicitation PROPOSAL SUBMITTAL DUE DATE | 5 | Please confirm the proposal submittal due time. Did the Government intend to have the submittal time 11:00AM or 11:00PM? The solicitation states 11:00PM. | ||
| Response | Proposals are due at 11:00 PM ET. | ||||
| 35 | Solicitation VOLUME I INSTRUCTIONS, EXECUTIVE SUMMARY | 6 | The solicitation states that the Table of Contents should be in the Executive Summary section of Volume I, behind the cover letter. Can Offerors place the Cover Letter and Table of Contents before the Executive Summary section so it can be applicable to the Management Approach section and Relevant Experience section? | ||
| Response | Yes. | ||||
| 36 | Solicitation INSTRUCTIONS FOR PAST PERFORMANCE (FACTOR 4) | 10 | Can the Government confirm that Volume II, Past Performance only includes references for the three(3) contracts under relevant experience (with no project descriptions); Copies of PPIRS; and additional references (if applicable). | ||
| Response | Please refer to the Past Performance Instructions for required documentation; however offerors may submit additional references. (See answer to Question 3.) | ||||
| 37 | Solicitation INSTRUCTIONS FOR PAST PERFORMANCE (FACTOR 4) | 11 | Factor 4 requires copies of PPIRS. Can the Government please clarify what exactly what documents should be submitted? As Offerors do not have visibility into PPIRS, we cannot provide copies of Rate Cards (RC) or Federal Awardee Performance and Integrity Information System (FAPIIS) reports. Can Offerors assume that copies of CPARS should be submitted in this section? | ||
| Response | See answer to Question 32. | ||||
| 38 | Solicitation INSTRUCTIONS FOR PAST PERFORMANCE (FACTOR 4) | 11 | Factor 4 requires copies of PPIRS. We are successfully executing the base year of a contract in similar size and scope as FDA with excellent past performance, however we don’t have a CPARS/PPIRS yet. How will the government assess this relevant past performance? | ||
| See Instructions for Past Performance Questionnaire. CPARS reports are not required . | |||||
| 39 | Solicitation INSTRUCTIONS FOR PAST PERFORMANCE QUESTIONNAIRE: | 11 | The solicitation states that "Contractor Performance Assessment Reporting System (CPARS) reports may be submitted by the offeror in lieu of past performance questionnaires..." As a requirement of Volume II, Past Performance, Offerors are already required to submit PPIRS. In reference to our prior question, if PPIRS reports are synonymous with CPARS, aren't Offerors already submitting CPARS for all referenced contracts? | ||
| response | See answer to Question 32. | ||||
| 40 | VOLUME III INSTRUCTIONS | 7 | The solicitation states that "The Offeror shall submit Volume III, Factor 4 - Pricing in MS Excel format and PDF format." Please confirm that it is the Governments intent that the Microsoft Excel spredsheet be converted into a .pdf document. | ||
| response | Per the solicitation, offerors are required to provide the pricing worksheet in MS Excel format and PDF format. | ||||
| 41 | Solicitation VOLUME III INSTRUCTIONS | 7 | Under "Specific formatting instructions for each volume", the solicitation states "Each paragraph shall be separated by at least one blank line." Is it the Government's intention that every bullet and heading be separated by a blank line? | ||
| response | No. | ||||
| 42 | Attachment_A__Statement_of_Work_Acquisition_Support_IDIQ_ | 2.1.2 Monthly Status Reports (MSRs), p. 4 | Bullet 7, references Kickoff Meetings. Will there be a Kickoff Meeting for the basic contract? If so, when? Will there be Kickoff Meetings for individual task orders? | ||
| response | The Kick-off meeting requirements will be specified in the first task order, after contract award. | ||||
| 43 | Attachment A 2.3 TASK 3: ACQUISITION SUPPORT | 7 & 9 | 12. SOW, Page 7, paragraph 2.3, bullet 17, SOW, Page 9, paragraph 2.3.3, bullet 10, and SOW, Page 9, paragraph 2.3.4, bullet 10 all require the contractor to “attend training courses as directed and sponsored by the Government.” Can the Government provide any additional information on the frequency, presentation methodology, location and/or associated costs of such training? | ||
| response | These trainings will be provided by the Government at no cost to the contractor. Most training is held onsite at the government location. | ||||
| 44 | Attachment A 4.5.2 | 13 | Is the work performed at Contractor site or Government site? | ||
| Per Attachment A, SOW, pg. 13, 4.5.2 Place of Performance & Daily Operations, The Acquisition & Grant Support Service tasks and requirements necessitate work at a site in the Washington, DC, Metro Area, as designated by the Government per ITO. | |||||
| 45 - Attachment B- Labor Categories | The three Contract Support Specialist positions all require FAC-C or DAWIA certifications. Please note that these certifications are not available to contractor personnel – only government employees may get them (https://www.fai.gov/drupal/certification/contracting-fac-c#FAQ). We request this certification requirement be removed. | ||||
| This requirement is removed. | |||||
| 46 | Attachment_B_Acquisitions_and_Grants_Support_Services_Labor_Categories_and_Descriptions | Program Manager's Qualifications | Please clarify the difference in roles of the Program Manager and Project Manager. The qualifications for the two categories are nearly identical and since neither is full-time (480 hours/year each), can the same person fill both positions? Alternatively, can one be eliminated and the other account for the full 960 hours/year? | ||
| response | Although the Program and Project Manager positions are similar, there are distinct differences. The Program Manager is the contractor's lead POC for the entire IDIQ award, and the Project Manager is the contractor's lead POC for a single or multiple task orders. | ||||
| 47 | Attachment_B_Acquisitions_and_Grants_Support_Services_Labor_Categories_and_Descriptions | Program Manager's Qualifications | Is PMP certification required or preferred? We would urge to allow flexibility on the qualifications. For example, we urge you to allow an MBA or Master's degree in management as a substitute for PMP. We believe that the specific and stringent requirements for a part time position unfairly benefit the incumbent to the detriment of fair competition. | ||
| response | The PMP certification is not required, it is recommended and will be considered a strength. The only items that are required are the years of experience and minimum education requirements, which are labeled "required." | ||||
| 48 | Program Manager | 4 and 5 | Question: Can the Program Manager and the Project Manager be the same person? | ||
| Project Manager | Question: Can years of experience be substituted for the PMP certification requirement for both the Program Manager and Project Manager? | ||||
| Attachment C-Past Performance Questionnaire | Offerors may propose two (2) individuals or one (1) individual to perform the duties of the program manager and project manager. See answers to Questions 46 and 47. | ||||
| Attachment D-Pricing Template/Worksheets | |||||
| 49 | Attachment D | In order to ensure conformity of price proposals, will the government consider providing GS Equivalent rates for the labor categories outlined in Attachment D? | |||
| response | The government will not provide GS equivalent rates. | ||||
| 50 | Attachment_D_OAGS_IDIQ_Pricing_Worksheets | T3. IDIQ Labor Inputs | Please provide the equivalent Service Contract Act labor category for each of the government provided labor category under column C | ||
| This contract is not covered by the Service Contract Labor Standards Act. | |||||
| Other (other attachments: E,F,G,H, I) | |||||
| 51 | Attachment I Sample | Should the Commitment Letter be used as is or does it need to be submitted on company letterhead? | |||
| Commitment Letter | |||||
| response | The Commitment Letter in the solicitation is for reference and example purposes. | ||||
| Miscellaneous | |||||
| 52 | N/A | N/A | Where is the expected performance location for this contract (city and state)? | ||
| response | Attachment A, SOW pg. 13, section 4.5.2, The Acquisition & Grant Support Service tasks and requirements necessitate work at a site in the Washington, DC, Metro Area, as designated by the Government per ITO. |
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