18-233-SOL-00353_000002.pdf

(x)

18-233-SOL-00353

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1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DAM

Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

DHHS/PSC/AMS/DAM

04/27/2018000002

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

04/27/2018

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to (1) provide responses to questions submitted by offers', and (2) Revises language in the solicitation in response to submitted question.

1. See the attached solicitation for changes to the following sections:

- Correct Section C.2 STATEMENT OF WORK - Severable Services Task 4.

- Correct Section F.3 Deliverables and Delivery Schedule Task 4.

- Correct Section K.1 North American Industry Classification System Code

- Add provision to section L.1 52.252-1 Solicitation Provisions Incorporated By Reference.

- Correct Section L.9 Technical Proposal Instructions

- Correct Section L.10.2 Proposal Bidding Assumptions

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

PETER D. PRESTON

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

18-233-SOL-00353/000002

- Correct Section L.11 Past Performance

Information Instructions.

2. See attached Responses to questions submitted by offers'.

All other terms and conditions remain unchanged.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Solicitation: 18-233-SOL-00353_000002_Region 10 Customer Service Improvement Project

SECTION C - Description/Specifications/Statement of Work

REGION 10 CUSTOMER SERVICE IMPROVEMENT PROJECT

C.2 STATEMENT OF WORK - Severable Services

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

Task 4: Grants Management Support

The Contractor shall perform activities related to the award, oversight and financial administration of discretionary grants funded through OHS. These activities provide necessary support to OHS Region 10 staff in managing Head Start, Early Head Start, and Early Head Start-Child Care Partnership grant programs and require the Contractor to communicate effectively with Federal staff, external partners and contractors, and Head Start program governing bodies and executive management. These activities include the budgetary and financial analysis of funding applications, review and analysis of grantee financial reports, information and indicators, provision of regulatory and fiscal policy guidance to Head Start grantees, review and analysis of grantee waiver requests; review and analysis of applications for facility construction, purchase and major renovation, and activities related to the identification and mitigation of grantee risk factors, correction of regulatory compliance issues, and improvement of Head Start grantee performance.

The Contractor may be assigned specific grantee workloads of individual Head Start and Early Head Start grants. These staff shall receive, guidance from OHS and OGM in order to perform the following sub-tasks:

Subtask 4.54 Support Grant Closeout Activities

The Contractor shall assist with numerous tasks to ensure the timely closeout of expired Head Start grants.

a. Review official file for expired grant to determine what documents or reports are missing, if any.

b. Generate and issue appropriate pre-closeout letter to grantee.

c. Generate and issue appropriate memorandum to Project Officer requesting certification of completion of project activities.

d. Review final Financial Status Report (SF-425) to determine if any unobligated balance or unliquidated obligation exists upon receipt of all required reports and Project Officer Certification of completion of project activities.

e. Assure that all real property, nonexpendable personal property, equipment or supplies have been disposed of in accordance with applicable grant regulations. Include copy of Property Inventory and Disposition Statement in official grant file.

f. Complete Grant Closeout Checklist.

g. Review reports to determine if grant has already been closed in Grant Solutions.

h. Generate and issue a Notice of Award (NOA) that closes grant in Grant Solutions (and de-obligates unobligated funds, if necessary).

i. Insert the Grant Closeout supervisory worksheet that includes all relevant documents, materials and information in the grantee’s permanent file. Ensure all grant closeout procedures were completed.

SECTION F - Deliveries or Performance

F.3 DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall submit all required report(s)/deliverables in accordance with the following schedule: All reports shall reference and cite the contract number.

Required Services/Tasks Frequency Delivery Date Task 4 Grants Management Support Grant Applications and awards

(sub-tasks 4.1)

Monthly, annually and according to grantee submission

Varies according to timelines identified by the COR, in collaboration with the

RO

Grants Management and Monitoring (sub-tasks 4.2)

Weekly, Monthly, annually, and as needed

Reports vary according to timelines identified by the COR and RO.

Audit resolution and public accounting (sub-tasks 4.3-4.4)

Monthly, quarterly, annually or as needed

Date determined by the COR, in collaboration with the RO

Support Grant Closeout Activities (sub-tasks 4.4)

Monthly, quarterly, annually or as needed

Date determined by the COR

SECTION K - Representations, Certifications, and Other Statements of Offerors or Respondents

K.1 NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM CODE

(1) The North American Industry classification System (NAICS) code for this acquisition 541611.

(2) The small business size standard is $6.515 Million.

SECTION L - Instructions, Conditions, and Notices to Offerors or Respondents

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE. (FEB

1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

.http://www.acquisition.gov/far/ and http://www.hhs.gov/hhsar/

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) PROVISIONS

FAR 52.216-3 TIME-AND-MATERIALS/LABOR-HOUR PROPOSAL REQUIREMENTS

- COMMERCIAL ITEM ACQUISITION.

HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) (48 CFR

CHAPTER 3) PROVISIONS

L.9 TECHNICAL PROPOSAL INSTRUCTIONS

Technical proposals shall be limited to 50 double-spaced pages, with 1-inch margins, and using not less than 12 point font. Offerors are encouraged to be succinct and economical in their presentation. Excessive volume and elaborate presentation are unnecessary. Tables of contents, and works cited and the Technical Appendices are not included in the page count.

The technical proposal must not contain references to cost; however, resource information, such as data concerning labor hours and categories, materials, subcontracts, etc., must be contained in the technical proposal so that your understanding of the scope of work may be evaluated. It must disclose your technical approach in sufficient detail to provide a clear and concise presentation that includes, but is not limited to, the requirements of the technical proposal instructions. The proposal shall contain a response to each of the factors and sub factors identified in Section M.

The Offeror must provide clear responses, including objectives and outcomes, to each Task addressing the work to be performed in Section C. Proposals which merely offer to conduct a project in accordance with the requirements of the Government's scope of work will not be eligible for award. The technical proposal should reflect a clear understanding of the nature of the work being undertaken.

Technical Appendices:

The technical appendices shall only include transcripts, resumes, and letters of commitment.

The technical proposal shall address the following factors:

FACTOR 1 - Understanding the Project

FACTOR 2 - Approach to Implementation

FACTOR 3 – Personnel Qualifications

FACTOR 4 – Organizational Experience and Capacity

FACTOR 5 - Section 508 Compliance

The offeror must demonstrate their compliance with the applicable Section 508 standards. This includes submitting the completed HHS Section 508 Evaluation Template (Attachment J.2), Information about Section 508 is available at http://www.section508.gov/. The complete text of Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

L.10 BUSINESS PROPOSAL INSTRUCTIONS (Time and Materials / Labor Hour)

The Business Proposal shall contain the following information:

L.10.2 Proposal Bidding Assumptions

To assist Offerors in the preparation of their proposals, the Government presents the following bidding assumptions. 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 price appropriate for the requirement.

Travel

Occasional to moderate travel will be required. The Contractor can approximate annual allocation of travel as $20,000. Most travel will occur within the four states of Region 10. Staff hours should be flexible to accommodate longer work days for circumstances such as site visits, monitoring reviews, local trainings, and other travel, in accordance with direction of the contractor, in collaboration with the RPM, and GMO. Travel must be approved at least three working days prior to travel date. Travel requirements are subject to change in accordance with OHS priorities and funding availability.

Long distance travel will be required as a condition of Contractor performance. Travel activities will include participation in OHS meetings, conferences, trainings, monitoring visits, or grantee site visits. All travel shall be in accordance with the Government’s Joint Travel Regulation (JTR) or Federal Travel Regulation (FTR).

Contract Personnel

The Contractor shall employ technically qualified personnel to perform the work specified in the statement of work. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. Personnel assigned to or utilized by the contractor in performance of work shall be fully capable of performing the functions of the respective above labor categories in an efficient, reliable and professional manner.

The Contractor shall furnish one full-time, Onsite Project Manager to oversee and maintain the quality of the work produced under this contract. The full-time Onsite Project Manager shall report on a day-to-day basis to the COR, and all work performed under this contract will be monitored by the COR.

In addition to the Project Manager, the Contractor shall also furnish staff to effectively carry out the tasks identified in the five major task areas of information and records management, program management, grants management, and administrative support.

The government estimates the level of effort for the key personnel below and consultants to be:

Each Contract Period (12 Months) FTE Onsite Project Manager 1 Senior Grants Specialist 1 Grants Support Specialist 3 Program Support Specialists 3 Program Analyst and Data Specialists 1

*Total FTE = 9

L.11 PAST PERFORMANCE INFORMATION INSTRUCTIONS

Offerors will be evaluated on performance under existing contracts and performance on prior contracts. Offerors should note the difference between past performance and past experience.

Past performance relates to quality and how well a contractor performed, while past experience is about the type and amount of work previously performed by a contractor.

Past performance information is available to Federal agencies through a system called the Past Performance Information Retrieval System (PPIRS). The government will be considering past performance information contained in PPIRS to the greatest extent possible.

A maximum of 3 performance references shall be submitted for contracts within the past three years. Past performance references can be for the offeror, predecessor companies, key personnel who have relevant experience and/or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the acquisition.

Each performance reference is limited to 5 pages and shall include the following information:

Several points of contact (Contracting Officer, Contracting Officer's Representative and any other pertinent officials that can verify performance) - name, agency/company, address, phone number and email address

For contracts with the Federal Government, indicate whether the government has evaluated the contractor and past performance information is available through PPIRS or whether the reference will be providing information via the past performance questionnaire (see Attachment J.31)

Contract title Contract number (and task order number when applicable) Contract type Total contract value (including base & all options) Project description and size information If the past performance reference is for a subcontractor, identify the major or critical aspects of the requirement that they will perform Relevancy to the statement of work for the subject solicitation Did the contract include small business subcontract goals for small disadvantaged business concerns? If so, were the goals met?

Provide an explanation of problems, delays, cost overruns and corrective actions taken.

For contracts that do not have performance information available through PPIRS, offerors are requested to provide the Past Performance Questionnaire (Attachment J.1) directly to their reference. The reference should complete the questionnaire and submit information directly back to the Government via email to Peter.Preston@psc.hhs.gov by the close date of this solicitation.

Past performance information is proprietary source selection information. The Government will only discuss past performance information directly with the entity or person that is being reviewed.

If there is a problem with the proposed subcontractor's past performance, the prime can be notified of a problem, but no details may be discussed without the subcontractor's permission.

RFP Section RFP Page Number

Question Answers

Are there degree requirements and/or other professional qualifications for any of the positions?

There are no degree requirements. However, Section L 10.2,Key Personnel, Pg. 41 states "The work and educational history of each contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The contractor shall provide a resume (prior to hire and job offer) for each individual assigned to work on this contract.

Are any of the labor categories listed at the top of the page SCA applicable? If so, please detail which positions.

The Service Contract Act applies to every contract entered into by the United States o the District of Columbia, under a service contract in excess of $2,500. If no wage determination has been made applicable to the contract, employees performing work under the contract must be paid not less than the federal minimum wage provided in section 6(a)(1) of the Fair Labor Standards Act.

Further Any class of service employee not listed in the wage determination must be classified by the contractor to provide a reasonable relationship (i.e. appropriate level of skill comparison) between the unlisted classifications and the classifications listed in the wage determination.

For more information regarding this please reference:

https://www.dol.gov/whd/regs/compliance/web/SCA_FAQ.htm

L.10 77 Are there specific job descriptions for the key positions? There are no job descriptions for key positions.

Solicitation, L.9 Technical Proposal Instructions 76, 1st paragraph Can the offeror use not less than 10 point font for tables and graphics?

Solicitation, L.9 Technical Proposal Instructions 76, 1st paragraph Can the offeror use single spaced font in tables and graphics?

Section L.9 states that the proposal format shall be double-spaced. Does content in tables, as well as captions for tables and figures, also have to be double-spaced?

May tables, text boxes, and graphics/figures be of a smaller font size and single space?

Are letters of commitment required for all personnel proposed? Letters of Commitment are required for all key personnel proposed.

L.10.20 78 Program Analyst and Data Specialists are indicated (“specialists” is indicated as plural), but only one FTE is listed for a total of nine FTEs. Did the government intend to list two Program Analysts and Data Specialists for a total of 10 FTEs instead?

This is a typographical error. There is only one FTE Program Analyst/Data Specialis position. There are a total of 9 FTE positions. Section L.10.2 has been corrected in the referenced solicitation amendment 000002

Are Key Personnel transcripts required as part of the proposal submission?

M.5 Factor 4

Bullet A states, “Demonstrated overall corporate capacity and experience in successfully implementing and managing on-site projects o comparable size and complexity as described in the SOW.” May respondents also include relevant projects of comparable size, scope, and complexity that involve offsite work

It is acceptable for offerors to reference relevant projects of comparable size, scope, and complexity that involve offsite work.

C.2 18 the statement of work subtasks under Task 4 jump from Subtask 4.3. Audit Resolution to Subtask 4.5 Support Grant Closeout Activities. Is a subtask (4.4) missing or is the solicitation misnumbered

Section C.2 subtask 4.5 in the solicitation was misnumbered and has been corrected to subtask 4.4 in the referenced solicitation amendment 000002

J.3 Section J references Attachment J.3 as a Past Performance Questionnaire, however, Section L.11 references Attachment J.1 for the PPQ Can the government please clarify the correct attachment reference for the PPQ?

There is a typograpical error in Section L.11, the attachment is J3, not J1. Section L.1 has been corrected in the referenced soliciation amendment 000002.

Solicitation, C.2 Statement of Work 18 Sub-task 4.4 is missing from the Statement of Work. Please provide the section or clarify if the sub-tasks been numbered incorrectly.

Under Task 4 Grants Management Support the third bullet is “Audit resolution and public accounting (sub-tasks 4.3-4.4).”

However, “public accounting” and sub-task 4.4 are not included in the SOW, could the government clarify the deliverables associated with this sub-task?

Under Task 4 Grants Management Support the fourth bullet is “Support Grant Closeout Activities (subtasks 4.4).”

However, sub-task 4.4 is missing from the Statement of Work (page 18) and Grant Closeout Activities is numbered as sub-task 4.5, could the government clarify the deliverables associated with this sub-task

Section K.1 (2) 53 Please confirm the NAICS code for this acquisition is 541611 with a small business size standard of $15 Million. Per NAICS codes definitions, 541611 is $15M; the RFP 1449 (10.) states 541611, size standard $15M and Page 53 notes 541611, $6.5M size standard.

This is a typographical error per the U. S. Small Business Administration Table of Small Business Size Standards Section K.1 has been corrected to $15 Million in the referenced solicitation amendment 000002

Please confirm indirect rates are only required for the Prime and subcontractors pricing will be included within the offerors bid.

Please reference section B.3 in the referenced solcitation, the contract type to be awarded is a Time and Material contract.

Therefore it is not required to include indirect rates in the volume II business proposal however it is required to include loaded labor rates. Reference section L.10.4 Cost or Pricing Data

If required, we assume subcontractor indirect cost information can be presented directly to the Government in a sealed package.

Please confirm.

FAR Clause provision 52.216-3 Time and Material/Labor Hour Proposal Requirements - Commerical Item Acquisition has been added to section L.1 in the referenced solicitation amendment

Section C.2 subtask 4.5 was misnumbered and has been corrected to subtask 4.4 in the referenced solictation amendment 000002.

H.2 L.9 Technical Proposal Instructions

41, No, transcripts are not required. Section L.9 has been corrected in the referenced solicitation amendment 000002.

It is acceptable to use 10 point font and single space for "Tables, Text Boxes, and Graphics/Figures.

Under Technical Appendices the RFP calls for transcripts, resumes and letters of commitment. Please confirm transcripts are required.

If so, are they required for all personnel?

Solicitation, L.10.4 Cost or Pricing Data 78, (b) 3. Material

Indirect Costs

Solicitation, F.3 Deliverable and Delivery Schedule 34, Task 4 Grants

Management Support

Solicitation, F.3 Deliverable and Delivery Schedule 34, Task 4 Grants

Management Support

Office of Head Start Head Start Region 10 Customer Service Improvement Project Solicitation No. 18-233-SOL-00353

SUBMITTED QUESTIONS AND HHS RESPONSES

May 11, 2018

76L.9

L.10.2 78