8-28-19_Additional_Clarification_to_Third_Round_of_Responses_to_Questions_19AQMM19R0082_-_8-28-19a.doc
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8-23-19 Clarification Question Responses - THIRD ROUND (8-28-19)
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AUGUST 28, 2019
19AQMM19R0082
ADDITIONAL CLARIFICATION RESPONSE
THIRD ROUND OF
RESPONSE TO QUESTIONS
19AQMM19R0082
| Question |
| Solicitation Paragraph and Page # the relates to Question |
| Recommended answer or solution (if any) |
| 125. |
| M9, Evaluation Criteria; Factor 2: Management Approach; as reads: “Demonstrate ability to develop and maintain reliable vendors in multiple challenging environments. |
Demonstrate ability to manage the budget.
Demonstrate ability to manage multiple sets of administrative tasks required to deploy staff.”
1) Does the Government intend for Industry to respond to these criteria within the word count budget for the five technical requirements listed in Paragraph L15, Technical Approach, pages 66-67?
| M9, Page 72 |
| Recommend that the Government provide a page budget for Industry to respond to these evaluation criteria. |
RESPONSE:
Yes. The “yes” answered the question posed. This information should be in response included in the word count for the 5 technical requirements.
CLARIFICATION QUESTION: Was the “yes” response referring to providing a page budget to these items under Factor 2 Management or that we should address these under the Technical Factor? These are Factor 2 Management Evaluation Criteria and not Technical Approach evaluation criteria.
ADDITIONAL RESPONSE: The information should be covered in the subject factors addressed.
| 126. |
| Section H.1 KEY PERSONNEL states “The contractor should propose a program management team structure identifying how this structure will ensure contactor can meet IPPOS task order objectives.” |
Does the Government intend for offerors to proposae an organizational structure and approach?
If so, will the Government specify where such a description should be provided?
If such a description is desired, will the Government increase word/page count for such a description?
Section H.1 KEY PERSONNEL
Recommend the Government remove the requirements to “…propose a program management team structure identifying how this structure will ensure contactor can meet IPPOS task order objectives.”
If the Government leaves this requirement in the RFP, recommend the Government allocate an additional four (4) pages, or at least 1000 words, in the proposal to do so.
RESPONSE:
Under Management Approach Factor 2.
CLARIFICATION QUESTION: Confirming that we are given additional space under Factor 2 Management to address proposed program management team structure –
ADDITIONAL RESPONSE: The information should be covered in the subject factors addressed. No additional space added. Can provide structure as an Annex.
| 1. |
| What is the permitted paper size of the Gantt chart? Although Question 31 of 8-23-2019 response indicates that 11x17 paper may be used, this instruction is contradicted by Question 122, which specifies “Charts submitted on 8.5 X 11” paper, landscape,” Question 76, and by the newly added format instructions in RFP (8-22-2019 version), which specifies “Charts shall be presented on 8.5 x 11 paper landscaped and can be posted as annex.” |
| RFP L.6, p.65; |
Questions and Answers of 8-23-2019, Questions 31, 122, and 76 Please confirm that the size of the Gantt chart may be on pages sized 11”x17” to enable readability of all elements of the chart and timeline depiction.
ADDITIONAL RESPONSE:
As previously stated in questions 122, 76 and outlined in the revised solicitation.
| 2. |
| Should the requirement quoted below from H.1 be addressed in the Gannt chart or on the response to the question about reports of verbal abuse by a MYY team lead (or in a separate annex)? The correct place in the proposal to respond to this RFP requirement is still unclear based on the Government answer to Question 83 “Offeror submit response to demonstrate ability to meet requirements as specified.” |
H.1 …. “The contractor should propose a program management team structure identifying how this structure will ensure contactor can meet IPPOS task order objectives. The program manager will lead the management team.”
H.1, p. 38;
Questions and Answers of 8-23-2019, Question 83 Please confirm that an annex to Volume I Technical is the correct place to address the H.1 requirements to propose a program management team structure and identify how the structure will ensure that the contractor can meet the IPPOS task order objectives.
ADDITIONAL RESPONSE:
Can provide structure as an Annex.
| 3. |
| Will the Government permit fonts other than Times New Roman in the Gantt chart (such as Arial or Helvetica) as long as the text meets the requirement of size 9 point or larger? |
(This is a question on a new requirement added in RFP (8-22-2019 version.)
| RFP L.6, Format, p.65 |
| Permit fonts other than Times New Roman in the Gantt chart (such as Arial or Helvetica) as long as the text meets the requirement of size 9 point or larger |
ADDITIONAL RESPONSE:
Front size is as stated in previous response and solicitation.
| 4. |
| Does the answer “No” mean that words within graphics, tables or figures and resume template headers do not count against word limits? It was unclear in the Government’s response if the answer “No” applied to the question asked or to the recommended solution. |
| Questions and Answers of 8-23-2019, Question 123 |
| Please clarify that that words within graphics, tables or figures and resume template headers do not count against word limits. |
Words within graphics, tables or figures and resume template headers do not count against word limits. Can be provided as an Annex.
ADDITIONAL RESPONSE:
| 22 |
| (F.3 Place of Performance) In the solicitation amended on 22AUG2019, DOS state “The Contractor shall perform in accordance with the training facility designated by INL/IPPOS Contracting Officer’s Representative, (COR) or his/her designee. Staff assigned to facility within 50 miles of DoS supporting this requirement.” Can DOS provide clarity on what they mean by “Staff assigned to facility within 50 miles of DoS supporting this requirement.” ? |
| F.3 |
Place of Performance
ADDITIONAL RESPONSE:
Contractor staff. This information has been provided.
| 23 |
| (J-1 Attachment 1 – PPQ) DOS requires “submit the completed Questionnaire directly via email from the customer reference to stewartj@state.gov by August 22, 2019.” As a result of the solicitation being amended on August 22, 2019, will DOS adjust the turn-in date for the completed PPQs to be submitted the POC? |
| J-1 |
ATTACHMENT 1 - Past Performance Questionnaire recommends adjusting the submission date of completed PPQs from 08/22/2019 to 09/03/2019
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions.
| 1 |
| (B.2 Prices/Costs) Is it DOS intent that the CLIN 0010 (Travel) and 0011 (ODC) should be left blank and to be determined at Task Order Level. |
| B.2 |
Prices/Cost Page 3 of 72 recommends that these CLINs either be a plug number or determined at TO level.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions.
| 2 |
| (B2. Prices/Costs) Option Year 1 pricing table contains two travel CLINs 1009 and 1010. It appears that Clin 1009 is a misprint and should be for the Curriculum Designer position. Was this a misprint or intention by DOS? |
B.2
Prices/Cost Page 4 of 72
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 3 |
| (B2. Prices/Cost) Is it DOS intent that the contractor fills out the pricing tables with the fully burdened hourly rates? |
| B.2 |
Prices/Cost Page 3 of 72 recommends filling out the pricing tables with fully burdened hourly rate (wage, overhead, fringe, G/A, profit)
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 4 |
| (B.6 Unpriced Cost) What is considered a miscellaneous unpriced cost? |
B.6
Unpriced Costs
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 5 |
| (B7 Travel) Contractors are required to obtain travel documents necessary for personnel to travel to required countries. Are the costs for the travel documents a reimbursable ODC expense at the TO level? |
B.7
Travel recommends expenses for necessary travel documents are reimbursable ODC at TO level.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 6 |
| (C4.1 Key Personnel) DOS requirement is Program Manager and Deputy PM are “headquarters-based personnel”. What is the definition of “headquarters-based personnel”? |
| C4.1 |
Key Personnel Page 14 of 72 recommends “headquarters-based personnel” be defined as at the contractors’ facility or contractor’s home office.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 7 |
| (C4.1 Key Personnel) Program manager Qualification requires “a graduate degree”. Will DOS accept experience of relevant work in lieu of the graduate degree? |
| C4.1 |
Key Personnel Page 15 of 72 recommends contractor can substitute 15 years of relevant experience or a combination of 10 years relevant experience and a PMP in lieu of a graduate degree.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 8 |
| (C4.2 Other Personnel) Administrative Support Specialist requires a bachelor’s degree. Will DOS accept experience of relevant work in lieu of the bachelor’s degree? |
| C4.2 |
Other Personnel Page 17 of 72 recommends contractor can substitute 7 years of relevant experience or a combination of 5 years relevant experience and a CAPM, PHR, or CPL certification in lieu of a graduate degree.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 9 |
| (C4.3.1 Deployment Preparation) Contractors are required to provide deploying MTT with personal gear, clothing, and supplies. Are the costs for the gear, clothing, and supplies a reimbursable ODC expensive at the TO level? |
| C4.3.1 |
Deployment Preparation
Page 25-26 of 72 recommends expenses for gear, clothing, and supplies be a reimbursable ODC at TO level.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 10 |
| (H19 Insurance) Does Contractor have to provide Certificate of Insurance in their proposal for the BPA or TO? |
| H19 |
Insurance recommends the contractor not have to provide the certificate as part of the BPA proposal but at the TO level or upon request by DOS.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 11 |
| (K.1 Annual Reps and Certs) Will companies be required to certify their size standard to ensure that small businesses. Without including a requirement to certify their size standard if $15M, NAICS 541611, some businesses that may have been “small” are now operating above the $15M size standard. |
| K.1 Annual Rep and Certs |
recommends that all contractors be required to submit their SAM registration as well as Reps and Certs as part of Volume I and not counted in the page limit.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 12 |
| (L.6 General) Normally under this section the USG detailed the format of the proposal. Can DOS provide the required proposal formatting? |
| L.6 |
General recommends:
1. proposal be formatted in MS Word or Adobe PDF
2. each volume shall contain a Table of Content
3. Page setup parameters.
Margins – Top, Bottom, Left, Right – 1”
Gutter – 0”
From Edge – Header, Footer – 0.5”
Page Size, Width – 8.5” Height – 11”
4. Standard, 12-point minimum font size, Times New Roman fonts are required for text.
5. Tables, charts, Illustrations, and figures may use a reduced font size not less Arial 10pt and maybe on Page Size, Width – 11”
Height – 14”
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 13 |
| (L.13 Delivery of Proposal) Based on how the answers to these questions will impact our proposal, will the Government grant an extension to the Proposal Deadline from August 28, 2019 to 4 September 2019 by 3:00PM E.T.? |
| L.13 |
Delivery of Proposal
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 14 |
| (L.13 Delivery of Proposal) DOS required Section K to be completed and signed by an authorized official. Is it DOS intent that Section K be submitted in Volume I and not count towards the page limit? |
| L.13 |
Delivery of Proposal recommends DOS required Section K be part of Volume I and not counted in the page limit.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 15 |
| (L.15 Overall Evaluation) Factor 1: Technical Approach requires word limitations on answers for each question. Is it DOS’ intent that words in Tables, Charts, and Figures do not count toward the word limitation? |
| L.15 |
Overall Evaluation
Page 66-67 of 72 recommends that DOS allow a limit of three (3) tables, charts, and figures be include by the offer and not counted towards the word limitation. Words in the tables, charts, and figures can be no smaller than Arial 10pt.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 16 |
| (L.15 Overall Evaluation) Factor 2: Management Approach requires the development of a Gannt Chart not to exceed 20 of the most important tasks. Is it DOS’ intent that the offeror can develop the Gannt Chart landscape on an 11x14 inch paper? |
| L.15 |
Overall Evaluation recommend the Gannt Chart can be displayed in landscape on 11x14 inch paper with words displayed no smaller than Arial 10pt.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 17 |
| (L.15 Overall Evaluation) Factor 1: Technical Approach requires two (2) resumes of police training academy staff, two (2) resumes of SMEs, and a resume of the PM. Is it DOS’ intent that the offeror does not have to provide the resume of the Deputy PM? |
| L.15 |
Overall Evaluation
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 18 |
| (L.15 Overall Evaluation) Factor 1: Technical Approach requires two (2) resumes of police training academy staff, two (2) resumes of SMEs, and a resume of the PM. Is it DOS’ intent that the offeror only submits a letter of commitment for the key personnel – PM and Deputy PM? |
| L.15 |
Overall Evaluation recommends a letter of commitment only be provided for Key Personnel.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 19 |
| (L15 Cost/Price) DOS estimates the contract start date is September 17, 2019. With this estimated start date and the federal holiday schedule (Labor Day – 2 Sep), DOS only 10 working days to evaluate proposals and complete the acquisition award tasks. Would DOS provide the offerors a “no later than date” or timeframe window for contract award and start date? |
| L.15 |
Overall Evaluation recommends DOS adjust the solicitation to read “All proposals shall be valid for a minimum of 120 calendar days from the closing date. The estimated contract start is on / before December 18, 2019”
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 20 |
| (L15 Cost/Price) Offeror required to complete pricing table with contract period, contract line item number reference, labor category description, base period labor rate, base period hours, base period total cost. Offerors shall complete tables with the same information for each option period. Is it DOS intent that the offeror uses the pricing table in Section B.2, pages 3 – 6 of 72? |
| L.15 |
Overall Evaluation
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
| 21 |
| (M10 Price Evaluation) Section relates DOS will evaluate the offeror’s price build up for each labor category described in Section B2 to include all cost elements. However, in L15 Cost/Price, DOS only requires the offeror to provide labor rate and total cost. Is DOS intent for the offeror only to offer the fully burdened labor rate in the Volume II Pricing Table? |
| M.10 |
Price Evaluation recommends the offeror only provide the fully burden rate for each labor category described in Section B.2 and DOS adjust the language in M10 to reflect this requirement.
ADDITIONAL RESPONSE:
This information has been provided in August 23, 2019 response to questions
CLARIFICATION QUESTION: Section H.1. and L.13 request resumes for Key Personnel however Section L.15 Factor 1 Technical approach only allows for sample resume of Program Manager who the company determines as a good candidate and also does not allow for DPM resume. Please confirm location of Key personnel resumes if required in proposal and any word count or page limits.
The contractor shall provide a detailed resume with their proposal for key personnel. If proposed individuals are not current employees, the contractor shall provide a signed letter of intent from the candidate.
19QMM19R0082. An authorized official shall sign the SF-33. A cover letter signed by the company representative may accompany the proposal to set forth any information that the offeror wishes to bring to the Government’s attention. Resumes required for all key personnel.
ADDITIONAL RESPONSE: Resumes should be submitted with the technical proposal as stated in the solicitation. No additional space added. Can provide structure as an Annex.
CLARIFICATION QUESTION: L.15. Factor 1: Technical approach only allows word counts for questions but does not allow a Narrative to explain the companies technical approach. Will the government confirm if Factor 1 is limited to just answering questions or if a Narrative is allowed with wordcount limits?
ADDITIONAL RESPONSE: Can be provided as an Annex.
CLARIFICATION QUESTION: L.15. Factor 2: Management Approach only allows for a Gantt Chart and answering a questions about an MTT member being verbally abusive. Will the government please confirm if a Narrative is authorized and word count limit to answer the below stated factor in L.15.
a. The successful Offeror will be able to deliver on three management components: (1) develop and maintain reliable vendors in multiple challenging environments; (2) manage the budget; and (3) manage multiple sets of administrative tasks required to deploy staff
ADDITIONAL RESPONSE: Can be provided as an Annex.
CLARIFICATION QUESTION: L.15. Factor 1 askes for 2 resumes for Formed Unit Policy SME’s. Since there is no labor category or stated qualifications for FPU Policy SME, Does the government want resumes compliant with the C4.2 Capacity Building and Organizational Development Expert?
Provide two resumes of individuals you deem excellent mentors for partner-country police training academy staff. Provide two resumes of individuals you deem excellent subject matter experts on the issue of formed police unit policy
ADDITIONAL RESPONSE: Resumes should be submitted with the technical proposal as stated in the solicitation.
CLARIFICATION QUESTION: Please confirm Headquarters of PM and DPM is referencing Washington DC area. Previous questions was not incorporated into revised solicitation.
ADDITIONAL RESPONSE: Yes. This information was provided in the solicitation posted on 8/22/19.
CLARIFICATION QUESTION: I am reaching out to you requesting that the proposal due date be extended for the above RFP. Currently, the proposal due date is 28 August 2019.
ADDITIONAL RESPONSE: The date and time for receipt of proposals has been extended to September 4, 2019 at 2:00 PM EST.
CLARIFICATION QUESTION: I got one confirmation from my …….. contact (………) that filled out the PPQ for …… for IPPOS. Did you receive anything from…… of……. and or ……? If not, I would like to press them again.
ADDITIONAL RESPONSE: All past performance questionnaires are part of the technical evaluation and are not opened until after the receipt of proposals.
CLARIFICATION QUESTION: Should we reach out to …… for APRRP? Please advise.
ADDITIONAL RESPONSE: Anyone can provide past performance information, the COR etc.
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