Attachment-J5_Q-A_17-233-SOL-00709.pdf

Amendment 000001, Dated September 3, 2017 Solicitation No. 17-233-SOL-00709 “HHS/ACF: Child Care Communications Management Center”

Attachment J.5: Page 1 of 11

ATTACHMENT J.5

This document includes the Questions and Answers for solicitation #17-233-SOL-00709 entitled “HHS/ACF: Child Care Communications Management Center.” This document is incorporated into Section J of this solicitation (as Attachment J.5) via Amendment 000001.

1. Question: (RFP Reference: Section M.5 Technical Evaluation Criteria Factor 1 Page 66)

Factor 1 places great emphasis on a bidder’s intimate understanding of the working of the CCDF and OCC operations and relationships. Recognizing that HHS has many fund and grant programs that operate on a similar scale, with the involvement of cooperative federal, public, and private sector entities, can an intimate understanding of the operations of similar HHS funds and grant programs suffice to demonstrate a bidder’s ability to comprehend and deliver for the Child Care Communications Management Center mission?

Answer: No. Understanding the CCDF, OCC and the child care field is essential to the successful performance of this requirement. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 - Communications and Content Expertise”.

2. Question: (RFP Reference: Section M.5 Technical Evaluation Criteria Factor 4 Page 67) Bullet 2 suggests that only personnel who can “…demonstrate relevant knowledge and experience…particularly related to CCDF…” are valued, while Bullet 4 says that Project Director’s relevant experience with CCDF issues is merely “preferable.” For consistency, and for the sake of competitiveness, can the wording in Bullet 2 be changed to “preferable” in exchange for “particularly”?

Answer: No. The Government does not view this language as inconsistent or negatively affecting competition. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 - Communications and Content Expertise”.

3. Question (RFP Reference: Section M.5 Technical Evaluation Criteria Factor 4 Page 68) Bullet 5 suggests that preference will be given to bidders whose “Authors” of proposal sections are also being offered as “…proposed staff...”

a. Question: Wouldn’t it be more competitive to remove the sentence – “Authors of proposal sections and subsections must be clearly identified.” – from Bullet 5?

Answer: The Government believes this sentence is appropriate for this solicitation since it is for the “Communications Management” Center. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 - Communications and Content Expertise”.

b. Question: Are the people proposed expected to write this proposal to show their “writing competence”?

Answer: Offerors are expected to demonstrate the writing competence of proposed

Attachment J.5: Page 2 of 11 staff. One possible method is for proposed staff to write parts of the proposal submitted in response to this solicitation; however, that is not required. Offerors have leeway in providing the information necessary for the Government to evaluate the proposed staff IAW Section M. Please note, as stated in Section L.9, an offeror may also include “works cited” in its proposal to provide examples of relevant work previously written (and/or published) by proposed staff.

c. Question: Bullet 5 is unclear as to what is exactly needed demonstrate “writing competence” – please clarify.

Answer: Please reference the Government’s Answer to Question Number 3b.

4. Question: (RFP Reference: Section I.) This solicitation does not include the Federal

Acquisition Regulation (FAR) clause 52.222-62, Paid Sick Leave under Executive Order 13706. Can you confirm that since this clause is not incorporated, the solicitation and subsequent contract would not be covered by 52.222-62?

Answer: The omission of FAR 52. 222-62 is an oversight by the Government in the base solicitation. FAR 52. 222-62 Paid Sick Leave Under Executive Order 13706 (Jan 2017) is added to Section I.1 via Amendment 000001.

5. Please describe what existing collaboration platforms and/or tools are in place for CCDF’s Tribal programs.

Answer: OCC has 260 tribal CCDF grantees, which have varying levels of technological capabilities. OCC’s National Center for Tribal Early Childhood Development (NCTECD) provides specialized technical assistance to tribal grantees and OCC’s National Center for Child Care Data and Reporting (NCDR) provides specialized technical assistance to tribal grantees to assist with annual tribal CCDF data reporting requirements. NCTECD and NCDR information is available at: https://childcareta.acf.hhs.gov/centers/national-center-tribal-early-childhood-development and https://childcareta.acf.hhs.gov/centers/national-center-child-care-data-and-reporting

6. Please describe what existing webinar/web-meeting platforms and tools are in place for CCDF’s Tribal programs.

Answer: Please reference the Government’s Answer to Question Number 5.

7. Please describe what existing database platforms/software are in place for CCDF’s Tribal programs.

Answer: Please reference the Government’s Answer to Question Number 5.

8. Will the contractor be responsible for promoting events to non-supported attendees to meet any participation goals?

Answer: While the contractor is expected to send invitations on OCC’s behalf, OCC does not set participation goals for meetings.

9. Are there existing contracted meeting plans, locations, or commitments in place that the

Attachment J.5: Page 3 of 11 awardee would be responsible for assuming?

Answer: No. See Task 3 - List of Meetings chart.

10. Will webcast/video streaming access need to be restricted to a specific group of web-participants?

Answer: These decisions will be made during Contractor-COR conference planning meetings. In 2016 and 2017, webcast/video streaming access was limited to those CCDF Administrators and lead agency staff who were unable to attend meetings in person and OCC staff in Central Office (Washington, DC) and the 10 OCC Regional Offices.

11. Will webcast/video streaming access need to be separately promoted to any target groups or parties?

Answer: Please reference the Government’s Answer to Question Number 10.

12. Will event evaluation include providing paper submissions of evaluations or will web-based delivery suffice?

Answer: Currently event evaluations are collected via paper and through the meeting websites (see Subtask 3.8). OCC is open to any approach that produces evaluation data sufficient to reflect the input and experience of event attendees.

13. What are the actual total costs under the current contract for each of the last three years?

Answer: The Government will not provide the actual costs incurred under the current active contract. However, the Government provides the following additional Bidding Assumption information in this Answer. This Bidding Assumption information is added to Section L.10.2 via Amendment 000001. The total estimated costs (including all labor and all Other Direct Costs (ODCs)) plus fixed fee for the 12-month base period of this requirement is $1.9M. This estimate based upon historical costs and costs projected to be incurred under this new requirement. Any proposed annual escalation rate(s) for proposed labor rates/costs during (any of) the option periods will be evaluated by the Government and may also be considered reasonable if the proposed escalation rate/s is/are commensurate with the annual salary increase in the Employment Cost Index published by the U.S. Bureau of Labor Statistics.

*NOTE: The Government wishes to reiterate here, in this Q&A document, the instructions in Section L.10.2 which state (in part): Offeror’s are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the cost appropriate for the requirement.

14. Page 38, H.2 Key Personnel. Please describe the responsibilities and desired experience and qualifications for these three positions.

Answer: Offerors proposals will include duties/descriptions that are responsive to the solicitation. Please reference Section C.1 “Scope and Requirements, General Requirements” and Section C.2 “Task 2 - Communications and Content Expertise”.

15. Page 58, L.9 Technical Proposal Instructions (Cost Reimbursement). Please clarify what is

Attachment J.5: Page 4 of 11 meant by (Cost Reimbursement). Same question to Page 59, L.10 Business Proposal Instructions (Cost Reimbursement).

Answer: “(Cost Reimbursement)” in each of these Section headings is simply a clarification/reference to the proposal instructions for each volume of a proposal submitted in response to a solicitation for a contract that is anticipated to be awarded as a cost reimbursement type of contract. For details specifically regarding cost reimbursement contracts, please reference: 1.) FAR -- Part 16 Types of Contracts, and 2.) FAR Subpart 16.3 -- Cost-Reimbursement Contracts.

16. Page 58, L.9 Technical Proposal Instructions (Cost Reimbursement), first paragraph, last sentence, states, “Tables of contents, and works cited and the Technical Appendices are not included in the page count.” Please clarify what is meant by “works cited”.

Answer: If an offeror includes any works cited in its proposal, the works cited will not be included in the page count for the technical proposal. Works cited, if included in a proposal, shall be referenced within the technical proposal and included as file(s) separate from the technical proposal and appendices. Please also reference the Government’s Answer to Question Number 3b.

17. Page 59, L.9 Technical Proposal Instructions (Cost Reimbursement), Technical Appendices, states, “The technical appendices shall only include transcripts, …” This is the only reference to transcripts in the RFP. Please clarify what is meant by “transcript”.

Answer: Official transcripts from educational institutions may provide the Government with verifiable documentation and/or information indicating an individual holds a degree or has completed a particular course(s). This is important information if a degree or the completion of a particular course(s) is required in the solicitation. If, in response to this solicitation, an offeror determines that transcripts are necessary to include in its proposal in order to: 1.) be responsive to the solicitation requirements and instructions, and 2.) enable the Government to evaluate the offeror’s proposal in accordance with the evaluation factors/procedures in Section M of the solicitation, those transcripts shall be included in the Technical Appendices of the Technical Volume of the proposal submitted.

18. Page 59, L.9 Technical Proposal Instructions (Cost Reimbursement), Technical Appendices.

Shall we include resumes only for the key personnel or for all the proposed staff?

Answer: To enable the Government to evaluate the proposal in accordance with Section M.4, FACTOR 4, offerors shall include resumes for all proposed personnel.

19. Page 59, L.10.2 Proposal Bidding Assumptions. Does the FTE table indicate what the current level of staffing is? What are these assumptions based on?

Answer: This Bidding Assumptions are based upon historical costs and costs projected to be incurred under this new requirement. The labor category for “Graphics” was inadvertently omitted from the table in the base solicitation. This additional labor category is added to Section L.10.2 via Amendment 000001. Please also reference the Government’s Answer to Question Number 13.

Attachment J.5: Page 5 of 11

20. Page 64, the 2nd last paragraph “For contracts that do not have performance information available through PPIRS…”. Some of our past performance are in the Contractor Performance Assessment Reporting System (CPARS). In that case, shall we include the past performance reference in our business proposal or provide the Past Performance Questionnaire (Attachment J.2) to our reference?

Answer: The Contractor Performance Assessment Reporting System (CPARS) is the single past performance reporting system federal-wide that collects and transmits performance evaluations to the Past Performance Information Retrieval System (PPIRS). In other words, data entered into CPARS is available to Government source selection officials via PPIRS;

PPIRS is the data repository for information entered into CPARS. Please reference:

https://www.ppirs.gov/. Per Section L.11, the Past Performance Questionnaire (Attachment J.2) should only be utilized for past performance references that have not been entered into CPARS, and, therefore, are not available to Government source selection officials in PPIRS.

21. Page 67, Factor 4 – Qualifications of Proposed Personnel. Please clarify that this evaluation factor applies only to the Key Personnel defined in RFP Section H.2 or to all the proposed staff.

Answer: All proposed personnel. Please also reference the Government’s Answer to Question Number 18.

22. Page 68, M.6 Past Performance Evaluation. The second sentence states, “This evaluation is subjective and will be based on information obtained from references provided by the offeror, as well as information obtained by other sources known to the Government (emphasis added).” This reference to “other sources” is also mentioned in the Step 2 - Quality paragraph. The Government will have Past Performance Information, Past Performance Questionnaires (as necessary) and information from the Past Performance Information Retrieval System (PPIRS) to review/evaluate. Please clarify these “other sources”.

Answer: The Government does not have additional information to provide in response to this question requesting clarification of “other sources”.

23. M.6 Past Performance Evaluation. As detailed in section M.6, the Government will assign three individual ratings to bidders’ past performance. Can the Government clarify how these ratings will be used to get an overall determination of the adequacy of the bidders’ past performance information?

Answer: Section M.6 of the solicitation includes explicit details of the three-step process to establish: 1.) a Relevancy rating, 2.) a Quality rating, and finally, 3.) a Risk rating that the Government will utilize to assess the overall risk of unsuccessful contract performance based on the past performance of the offeror. The Government does not have additional information to provide in response to this question.

24. Question: Section L.7 - Inquiries/Submission states "Offeror shall submit one (1) electronic copy of the written technical, past performance and business volumes of the proposal to the Government. Each volume (technical, past performance and business) must be submitted as

Attachment J.5: Page 6 of 11 separate files, preferably in a portable document format (PDF). The business volume may (also) consist of a spreadsheet file (e.g., Excel format), if needed." Is there a size limit for receipt of emails by the government? If so, what is the size limit? For the business volume, it is the desire of the government to receive a spreadsheet file?

Answer: Please limit the aggregate size of all attachments to 15MB for each email sent. As stated in Section L.7, the Government prefers portable document format (PDF) for all volumes of the proposal. Both a PDF and an Excel may also be submitted for the business volume. A spreadsheet file for the business volume may be submitted in lieu of a PDF or in addition to a PDF, but a spreadsheet file is not required.

25. Question: Section L.9 Technical Proposal - Are graphics allowed in a point font lower than 12 point font? If so, what is the required graphic size?

Answer: 11-point font is permitted in tables and graphics included in proposals. Section L.9 is revised via Amendment 000001.

26. Question: Does the Government anticipate an escalation for the out years? If so, what is the percentage?

Answer: Please reference the Government’s Answer to Question Number 13.

27. Question: Page 12 – Sub-Task 2.6: Please clarify the requirements for the “Resource Area”.

Specifically, is the envisioned area virtual or physical. If a physical resource area is envisioned at selective meetings - please clarify if the contractor should consider the cost of full or table exhibits. If the vision is for a virtual resource area please clarify if the contractor is being asked to develop a website to house the childcare-related materials, perform maintenance to an existing platform or coordinate updates to OCC’s website?

Answer: Current practice has included a physical resource area of approximately two tables.

OCC is open to any approach that successfully provides child care-related materials to meeting participants.

28. Question: Please clarify the honorarium assumptions (volume and amount) for presenters/ speakers/ sponsored participants.

Answer: Honorarium varies from year to year based on expertise and contribution to the meeting. For recent years it has ranged from approximately $250 to $2,500 for plenary speakers.

29. Question: What percentage assumptions should be used for out-of-state participants?

Answer: As an example, over the past two years, OCC has provided the following guidance to State Lead Agency Administrators for the OCC State and Territory Administrators Meeting (STAM):

2016 - You may bring a total of three people. Requests for additional attendees will be considered on a case-by-case basis depending on space.

2017 – You may bring as many as you want, but let us know if more than four.

Attachment J.5: Page 7 of 11

30. Question: Are any of the envisioned meetings expected to run concurrently?

Answer: Not at this time.

31. Question: Is the incumbent responsible for any transition activities - including existing systems?

Answer: OCC will manage transition activities between the incumbent and a new contractor.

32. Question: What platforms are currently being used to support the webinar/ conferencing/ video-streaming requirements and are there any preferences?

Answer: OCC is open to all offerors’ approaches; there is no preference.

33. Question: Is there a requirement for the contractor to pre-record (prior to the meetings) any videos?

Answer: No.

34. Question: For post-meeting/conference deliverables, is the requirement for verbatim meeting transcriptions or overall meeting summaries?

Answer: At this point, the Government envisions this as overall meeting summaries.

35. Question: Does the contractor need to develop a new OR maintain existing databases to support the Early Childhood Training and Technical Assistance System (ECTTAS) Directory or Contact List? Are the databases expected to be web-accessible?

Answer: OCC will provide the ECTTAS Directory and Contact List information to the Contractor.

36. Question: Is there a requirement for collateral materials or printing associated with the meetings?

Answer: Although there may be exceptions, in recent years, OCC has been moving all meeting materials/resources on the meeting website (Subtask 3.8) in an effort to eliminate the use of printed materials, to the extent possible.

37. Question: Can the Work Breakdown Structure (WBS) be included as a Technical Appendix section, i.e., excluded from the 45-page count limit?

Answer: A WBS included in a proposal shall be included in the 45-page count limit for the technical proposal. Please also reference Section L.9 which explicitly defines what may be included in the Technical Appendices.

38. Question: Evaluation Factor 3 (Org Capacity and Experience) refers to extensive experience particularly related to early childhood. Would HHS/ACF/OCC consider removing this language to ensure that proposed contractors’ similar/related experience in logistics and the communications field in other agencies is deemed equivalent to the experience the incumbent/partner with the incumbent may have had on the existing contract?

Answer: No. The phrase “related to early childhood” is already broadened beyond “child care” and the Child Care and Development Fund (CCDF). The foundational knowledge is

Attachment J.5: Page 8 of 11 essential to the successful performance of this requirement. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 -

39. Question: The last bullet of Evaluation Factor 3 (Org Capacity and Experience) includes “capturing early childhood messages and themes in communications.” Would HHS/ACF/OCC consider removing this language, as a contractor can feasibly have the skill set to capture a variety of messages and themes in communications effectively without having specific experience in early childhood?

Answer: No; the Government will not remove this language. This foundational knowledge is essential to the successful performance of this requirement. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 - Communications and Content Expertise”. The Government is amending the fifth bullet in Section M.5 FACTOR 3 to indicate (in part): “...capturing early childhood-related” messages…” via Amendment 000001.

40. Question: Evaluation Factor 4 (Qualifications of Proposed Personnel) contains many references to experience of personnel being specifically related to CCDF and/or CCDF Lead Agencies. Would HHS/ACF/OCC consider removing this language to ensure that proposed contractors’ similar/related experience in other agencies is deemed equivalent to the experience the incumbent/partner with the incumbent may have had on the existing contract?

Answer: No. the successful performance of this requirement. Please reference Section C.1 “Scope and Requirements, General Requirements (g)” (page 9) and Section C.2 “Task 2 -

41. Question: Are new ECTTAS projects expected to be added to CCMC in FY2018 and future out-years through the duration of this contract? If so, does OCC expect this to increase costs of managing the contract for the Contractor?

Answer: If projects are added, the costs should be minimal.

42. Question: Under the subtask of “assisting OCC in coordinating communication with CCDF grantees”, the Contractor is asked to “maintain databases for relevant contacts”. What type of databases are currently being used i.e. computer software format, etc.….? Will Contractor be using government-provided software or will such database management tasks be responsibility of Contractor?

Answer: Government-furnished software will not be provided. Database management tasks will be the responsibility of the Contractor.

43. Question: What type of content does Contractor need to obtain through evaluation and feedback forms?

Answer: Evaluations capture information related to the meeting facility and meeting content.

44. Question: Does Contractor make initial payments for hotels/meeting spaces i.e. reservation deposits, upfront costs, food/beverage expenses?

Attachment J.5: Page 9 of 11

Answer: Venues have differing requirements and allowable and allocable costs will be charged to the contract. Reference Section G.1 for information regarding food/beverage expenses; reference Sections G.10 and H.10 for information regarding travel and venue costs.

45. Question: Regarding AGEMS Training: will this be done at local OCC offices in DC area?

How will training be coordinated and planned?

Answer: AGEMS Training is not referenced in this solicitation.

46. Question: Regarding Task 3: List of meetings grid: When will calendar dates for meetings be announced? How much time will be allowed to prepare for the meetings?

Answer: Meeting dates will be established in the first quarter of FY 2018. The Schedule of Deliverables provides general timeframes.

47. Question: Regarding Task 3: For On-site changes to meeting details required, will any additional incurred costs be responsibility of OCC?

Answer: Allowable and allocable costs will be charged to the contract, per FAR Subpart

16.3. Please also reference the Government’s Answer to Question Number 44.

48. Regarding Subtask 3.4:

a. Question: “Responsible for all necessary expenses”. Is there an itemized list available?

Answer: No. Please also reference the Government’s Answer to Question Number 47.

b. Question: What is the Reimbursement procedure?

Answer: Please reference Section G.8 of the solicitation and FAR Subpart 16.3.

Please also reference the Government’s Answer to Question Number 44.

c. Question: Is there a list of preferred venues that we will receive?

Answer: See language at Subtask 3.4.

d. Question: Does Contractor have to use GSA sources?

Answer: See language at Subtask 3.4.

49. Regarding Subtask 3.5:

a. Question: Submit expenses like an expense report? Cost plus?

Answer: Please reference the Government’s Answer to Question Number 48b.

b. Question: Who is responsible for establishing contracts with speakers?

Answer: The Contractor will establish contracts with speakers, as needed.

c. Question: Who is responsible for establishing Honoraria budget?

Answer: Honoraria will be discussed by the COR and Contractor within the context of the larger conference budget. See also reference the Government’s Answer to Question Number 28.

Attachment J.5: Page 10 of 11

d. Question: Who is responsible for establishing for obtaining speaker info, bios, etc.?

Answer: The Contractor.

e. Question: Who is responsible for establishing number of on-site staff required at meetings?

Answer: The Contractor.

f. Question: Is there a predetermined estimate of on-site staff levels?

Answer: No. This is determined by the contractor based on meeting size and other relevant factors. Please also reference the Government’s Answer to Question Number 49e.

g. Question: Who pays for Contractor staff travel and meals?

Answer: The Contractor. Please also reference the Government’s Answer to Question Number 44.

50. Question: Regarding Subtask 3.13 - 3.15: Is Procurement time included in meeting management hours?

Answer: Procurement time, as needed, is included in these subtasks.

51. Question: The following was stated in the evaluation criteria on page 68, “Authors of proposal sections and subsections must be clearly identified.” Can you confirm that we should identify authors of sections and subsections? If so, where should this information be provided?

Answer: Yes. Authors must be identified. Offerors will decide where to put this information in their proposals. Please also reference the Government’s Answer to Question Number 3a, 3b, and 3c.

52. Question: On page 58 the following was stated, "Tables of contents, and works cited and the Technical Appendices are not included in the page count." Are these items below included in the page count?

Transcripts Resumes Letters of commitment HHS 508 Voluntary Product Accessibility Template (VPAT) (Attachment J3).

Answer: Section L.9 states (in part) that transcripts, resumes, letters of commitment, and Attachment J3 shall be included in the Technical Appendices, and that the Technical Appendices are not included in the page count. In accordance with Section L.9, these items are not included in the page count if they are included in the Technical Appendices.

53. Question: Does the government have particular duties/descriptions for the key personnel?

Answer: No. The offeror’s proposal shall include duties/descriptions for key personnel that

Attachment J.5: Page 11 of 11 are responsive/in accordance with the requirement defined in the solicitation.

54. Question: Will all key personnel be expected to work onsite?

Answer: No. Please reference Section C.1 “Scope and Requirements, General Requirements (h)” (page 9)

55. Question: How many positions are currently working on the contract?

Answer: Please reference Section L.10.2, as amended.

56. Question: Can the government estimate how many conferences will be non-local to

Washington, DC?

Answer: See Task 3 – List of Meetings. OCC has budgeted for: STAM and ECTTAS in the DC area; and for one topical forum and three clustered meetings that are non-local (e.g., outside the DC area).

57. Question: Can the government provide information on where these conferences will be?

Answer: See Task 3 – List of Meetings. OCC has not determined the non-local sites and is open to proposals for sites that are cost-effective and in locations that are equally distributed in terms of accessibility for CCDF grantees from across the country.

58. Question: Does the government have a preference on equipment, software or other platforms for the recording, webcasting, or video production of conference events?

Answer: No.