QA 23R0093.pdf

Instructional Design and Training Services

Embassy of the United States of America

Frankfurt, Germany Solicitation 19GE5023R0093

Questions and Answers

Q1: We would like to ask whether the quantity of hours listed o pages 10-14 for evaluation purposes of the proposal. Or is the expected hours that the three prime IDIQ holders would compete for. The hours seem low compared to the SOW.

A1: Please see Section 1,I,B All quantities listed in the Schedule are reasonable estimates per year based on experience. They do not obligate the USG to order those quantities.

The quantities listed are not expected hours that the three prime IDIQ holders would compete for. The projects listed in the Scope of Work section are RSC’s potential projects for the next few years subject to funding availability. We may not issue task orders for all the listed projects.

Q2: Is our assumption correct, that it is the intent to award multiple IDIQ’s?

A2: Yes, up to 3 separate IDIQ contracts will be awarded.

Q3: Will task orders then been released upon the IDIQ?

A3: Yes, Please see section 1,V,12.b. Ordering Procedures.

Q4: 3. Please elaborate more on the three separate contracts, will this be three vendors that will then be eligible for task orders or is the intent to issue three contracts within each year?

A4: Three (3) separate contracts will be awarded to three different vendors for the total period of performance of five years. The three vendors will be eligible for task orders.

Please also see Section 1,IV,B,3.

Q5: 4. Will the government consider more than three awards?

A5: No.

Q6: Sub CLINs Labor Category Est. Qty Hours:

• Are the hours listed based upon task order or the estimate for the entire year?

• How were the hours determined?

A6: The estimated labor hours are for one year. The hours were estimates based on previous projects and are mainly for price proposal evaluation purposes. They do not obligate the USG to order those quantities.

Q7: What is the estimated number of orders per year?

A7: There is no estimate of task orders per year. Issuance of task orders will be subject to funding availability.

Q8: A task order will be issued by the Contracting Officer for each requirement based on a fair and reasonable offer. The Contracting Officer reserves the right to compete each requirement among the contractors resulting from the multiple awards. How will the contracting office compete the task order amount, based on the multiple awards?

A8: The requirements for each task order will be sent to the IDIQ Contractors to request for a price quotation and information on how they plan to execute the project. A task order will be issued to the responsible Contractor who offers the lowest price and can meet the requirements of the project (the lowest price, technical acceptable offer).

Q9: Key Personnel:

• The attachment only provides spacing for one identified key personnel for five roles, is the intent for the vendor to submit this form with our RFP or only upon submitting Task Orders?

• If with this RFP, can we provide more than one person for an identify role to submit?

• If attachment is to be submitted with the RFP, should this included as an appendix in the

Technical Proposal or where should this be added?

A9: As per section 3, Instructions to offerors, the contractor shall submit attachment 1 with the proposal volume 2. One person may fill more than one key personnel position, if qualified. It is also allowed to provide more than one person for one key personnel position.

Q10: In the technical proposal submission format the following key personnel are identified.

• Principal

• Project Manager

• Analyst/Researcher

• Senior Instructional Designer

• Senior Facilitator/ Instructor In the Qualification and Requirement section following additional key personnel are provided:

• Software Engineer

• Graphic Artist

• Junior Graphic Artist

• Content Producer

• Senior Facilitator/Instructor

• Facilitator/Instructor

• Video Producer/ Senior Video Editor

• Junior Video Editor

• Office Manager/Administrator

Do we have to provide the resumes of all the personnel provided here or just the five key personnel (Principal, Project Manager, Analyst/Research, Senior Instructional Designer, Senior Facilitator/Instructor?

A10: You only need to provide the resume of the following five key personnel with the proposal.

• Principal

• Project Manager

• Analyst/Researcher

• Senior Instructional Designer

• Senior Facilitator/ Instructor

Q11: RFP states: “All of the above are considered to be Key personnel and are required to be able to read, write, speak and understand English, the contractor shall provide proof with their submittal.”

Please provide guidance on what the government will accept as proof and how contractor shall provide proof with their submittal?

A11: If any of the key personnel is not a native English speaker, the offeror shall submit an internationally recognized language proficiency certificate proving that the candidate has advanced English proficiency level.

Q12: Please clarify if personnel will need to be in Germany (and Thailand based on task order) or if work can be completed stateside and when applicable travel overseas for research/train-the-trainer, etc.

A12: The personnel does not have to be located in Germany or Thailand. The instructional design and virtual training services may be performed anywhere. The in-person training services will be performed either in Germany or in Bangkok if required. The specific requirements will be provided in the task orders.

Q13: Is there a requirement for a certain percentage of work to allocated to employees who are local nationals or third country nationals?

A13: No.

Q14: Is the requirement for recruitment based on a specific task order?

When, where and how do vendor need to submit recruitment and housing plan?

A14: No Housing plan shall be submitted at the moment. The contractor shall provide a Trafficking in persons compliance plan In accordance with FAR 52.222-50 Trafficking in Persons and FAR 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan.) with your proposal. Please see section 3, Instructions to offerors, Tab A,g.

Q14: Based on the RFP the government has identified six training sectors needed (General HR, Position Classification, MBC, General, Information Management and Training Development); is the government looking for three past performances for each sector or three for the entire RFP?

Please provide a breakout of which of these identified training will be completed during base year, OY1 – OY4.

A14: Offerors shall provide three past performances for instructional design and training support services in general. No need to break them down by sections. RSC may require instructional design services for HR’s PA331 course and GSO’s Customer Service Center training during the base year.

Q15: Attachment 2 - Contract Information Sheet / Experience Listing, to submit a list of three relevant contracts that clearly demonstrate the required experience, please provide more details on where Attachment 2 should be added, should this be as an appendix or somewhere else in the document?

A15: Attachment 2 shall be submitted with your proposal Volume 2.

Q16: Training Delivery Modes and Technology:

1. What are the preferred training delivery modes for different functional areas?

2. Are there specific preferences for virtual, blended, or in-person training?

A16: The training delivery mode and technology will be determined by the requiring office and will be specified in the requirements for each task order

Q17: Font size and page limit: Are there any specifications for font size and page limit?

A17: There are no specifications for font size and page limit.

Q18: In the Price Proposal there is Tab A, Tab B, Tab D, and Tab E. Tab C is missing and then moving with the description there is only A,B,C,D.

In Technical Proposal, there is Tab A and Tab B but moving with the detailed description, there is A and B only.

Please clarify how the proposal should be labeled. Should it be labeled as Tabs or is numbering acceptable?

A18: This is a listing error. Please label Volume 1 as listed below:

Tab A – SF 1449 Tab B – Completed Section 1.III - Pricing Tab C – completed Section 5: Representations and Certifications Tab D - SAM Registration and Unique Entity Identifier

Q19: Authorization to work in Germany: Is there a specific timeframe by which vendor need to obtain authorization to operate and do business in Germany if vendor currently does not have authorization?

A19: The contractor needs to be authorized prior to the performance start date.

Please see section 3, Instructions to offerors, Tab A,d. In accordance with DOSAR 652.242- 73 AUTHORIZATION AND PERFORMANCE (AUG 1999) provide written certification that authorization to operate and do business in in Germany has been obtained.

If the offeror does not have authorization to do business in Germany, demonstrate how the offeror will obtain such authorization prior to the performance start date.

Q20: Does only the prime needs to have authorization or will subcontractors also need an authorization to work in Germany licenses?

A20: Please see DOSAR 652.242-73 Authorization and Performance (AUG 1999)

(a) The contractor warrants the following:

(1) That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

(2) That is has obtained all necessary licenses and permits required to perform this contract; and,

(3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

(b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

Q21: Authorization to work in Thailand:

• Are there license requirements also needed to work in Thailand?

• If yes, when does vendor need to obtain authorization?

• Will vendor need to have a sponsor to work in Thailand?

• Will a certain percentage of work be required to be allocated to sponsor in Thailand?

A21: The contractor shall acquire authorization to perform training services in Thailand.

The authorization shall be obtained prior to performance of the service. It is the contractor’s responsibility to find out what the local government requires for overseas contractors to perform training services in Thailand.

Q22: Is Section 1 III H of the price, to be provided with the price proposal or separately?

A22: As part of VOLUME 1: PRICE PROPOSAL

Q23: Please provide instructions on where and how to include Attachment 1, 2 and 3 without vendor response.

A23: The documents shall be attached / submitted with your proposal.

Q24: Will vendor preference be given to company’s which are physically already located in Germany or Thailand?

A24: No.

Q25: Is this a new contract or existing contract that is up for recompete?

A25: This is a new requirement.

Q26: Financial resources needed to perform the work:

• Is there a specific form which we should complete to address each of these items?

• Is a bankruptcy and ownership disclosure form also required?

A26: Please refer to the proposal submission instructions in the solicitation, Volume 2 Technical Proposal, Tab A Management Approach/ Planning for the required financial resources information.

Q27: Trainers – The RFP states:

“RSC also employs skilled trainers and adjunct faculty who deliver content in management and professional development areas.”

• Is the intent of the RFP to redesign and create training only, or will selected vendor be responsible for conducting training?

• Are the estimated hours listed an estimate for training design/development and not actual training?

• Will the selected vendor be required to conduct train the trainer sessions? If yes, will these be in-person, virtual or blended?

A27: The selected vendor may be required to co-teach the designed courses. The requirements will be specified in the task order.

The estimated hours for the Senior Facilitator and Facilitator in the pricing section are for training services. They could be virtual or in-person training.

It is not the Government’s intention to have the Contractors conduct train the trainer sessions, but should there be a need, it will be specified in the task order requirements.

Q28: Is funding already available and/or secured to be added to contract for task orders?

A28: The contracts will be unfunded; funding will be provided by issuing task orders. See FAR 52.232-18 Availability of Funds.

Q29: Timeline: It is our understanding that the contract will start October 2023 and upon TO vendor will have 5 days to respond. What is the estimated timeline for the first TO to be issued?

A29: There is no specific timeline. The first task orders will be issued right after contract award to guarantee the minimum order amount to each IDIQ Contractor.

Q30: The maximum dollar value during the entire life of this contract is $4,900,000.00.

1. With a Max Value of $4.9M over the contract's life, is the intent is to divide that over three prime vendors over 5 years (base year plus 4)?

2. If not, please clarify the max value amount?

A30: The maximum dollar value represents the maximum total value of the government’s requirements. Since each task order will be competed among the three qualified contractors, the amount will not be evenly distributed among the three contractors.

Q31: If a vendor does NOT have corporate experience with State or similar US Govt entities, is that disqualifying?

A31: No, it is not disqualifying. The contractor shall have minimum 5 years of relevant experience in providing instructional design and course development services.

Q32: If a vendor does not have corporate experience for some of the required services, but some of the team have experience in other settings. However those would not be referenceable. Is that disqualifying?

A32: Offerors must prove that their proposed key personnel have experience in providing the required services.

Q33: Is travel *required* as part of the contract, or could it be required?

A33: Contractor’s trainers may be required to travel to Frankfurt or Bangkok to provide in-person training services.

Q34: Att. 2 Past Performance: The government provides options for the offeror to select prime or joint venture partner only for role of the offeror. Could the government clarify whether subcontractor past performance can also be considered and added as an option to this attachment?

A34: Attachment 2 is only a sample and can be adjusted as needed.

Q35: Training Delivery Modes and Technology Are the learning management systems being utilized by the US Consulate General Frankfurt strictly SCORM-compliant or do they also support xAPI learning standards?

A35: We are not able to answer this question at the moment. The Government will discuss the training delivery modes and technology with the Contractors after the contracts have been awarded and will specify the requirements in each task order.

Q36: Section 1 - Background/ Scope of Services, sub B: The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

Can the Government please describe any of the services in the solicitation that could not be produced and delivered from the US?

A36: Apart from in-person training services, other instructional design services or virtual training services can be performed in the US or at any other locations, as long as the contractor can meet the working hours requirements described in Section 1, IV, 4. Time Zone/Working Hours (page 15 of the solicitation).

Q37: DEFENSE BASE ACT: If the Contractor performs all services from the US, is DBA insurance still required?

A37: No, if services are required only virtually from the U.S., DBA is not required. DBA is only required, if the contractor performs services in-person in the requested country (if there is no DBA waiver). The requirement will be specified individually in the task orders.

Q38: Can the Contractor deliver train-the-trainer sessions virtually from the US for the Government-furnished instructors in Germany? In Thailand?

A38: The Contractor may be required to co-teach/ facilitate some of the designed training courses in person. When such in-person training services are required, the Contractor must deliver the service in Germany or in Thailand as specified in the task orders.

Q39: Can Contractors provide all instruction virtually from the US?

A39: No. See Section 1, IV. 1. Scope of Services. B. Requirements.

Q40: If the Contractor is required to deliver services in person in Germany or Thailand, can the Contractor provide US citizens authorized to work in the country to which assigned for duty? Will this be task order specific? What authorization will be required?

A40: The Contractor shall acquire authorization for its personnel, regardless of nationality, to provide training services in Germany or Thailand. There is no requirement for US citizens to provide the services. It is the Contractor’s responsibility to find out the local government’s requirements for contractors to perform training services in the country.

Q41: Does the phrase, "contracts exceeding $250,000", refer to individual task orders, cumulative task orders within a year, or cumulative task orders within the IDIQ period of performance?

A41: It refers to the contract.

Q42: Does the Government anticipate that the Contractor will be required to submit a Recruitment Plan with Task Order proposals?

A42: Yes, if required.

Q43: Can you describe how many in-person training days will be required annually?

A43: The Government cannot provide the number of training days required annually, as the requirements are subject to funding availability. The Government may require multiple in-person training services per year, but each in-person training shall last no longer than 5 days.

Q44: Requirements, sub a. Description of the Requiring Office: RSC also employs skilled trainers and adjunct faculty who deliver content in management and professional development areas.

Please describe the Government's expectations for how the Contractor will support skilled trainers and adjunct faculty hired by the Government.

A44: The Government seeks Contractor support in assessing training needs, designing training courses/ workshops, co-teaching or facilitating the virtual/ blended or in-person training, and coordinating with other government stakeholders to provide the training courses and workshops.

Q45: Scope of Work By Functional Areas, Human Resources, 1. General HR Training, a) PA331:

Is learning analysis complete and the proportion of synchronous vs asynchronous learning content (i.e., virtual, eLearning, and in person) identified for module 1? What can the Government share at this time? Could a sample of Module 1 PA331 “Basic HR” be provided?

A45: Yes, a needs assessment was completed by a previous contractor and the need determined to redesign the course, PA331. All five modules have been identified as either virtual or in person, but the breakout between exactly how many synchronous vs asynchronous hours for each module has not yet been determined. It will be determined as the modules are developed. The HR course content is SBU (sensitive but unclassified) and may only be shared with the awardee of the contracts.

Q46: Scope of Work By Functional Areas, Human Resources, 1. General HR Training, b) PA338:

Can the Government explain why this is the only course that includes the requirement, "Assessment of existing course materials and full development...?"

A46: It is not the only course that requires it. All of the HR courses require this, but it may have been stated differently, such as “Updating to course materials…,” or, “Redesign and development of…” or, “Development of course materials.” All of these tasks require a review and assessment of existing materials before they can be changed, updated, developed, etc.

Q47:Section 1.III.E.e: The Government states that “local travel between the contractor employee’s regular place of performance.”

Does the Government have a preference for the place of performance. Do contractor employees need to work in Germany and/or Thailand, or can they work from the US or another remote location? Do contractor employees need to be U.S. Citizens?

A47: Please see answers A12, A33, A36 & A38.

Q48: Section IV.1.C: The Government provide the scope of work by functional areas.

Since the Government is expecting to award multiple vendors, does the Government expect each vendor to perform in all functional areas or can vendors submit a proposal for selected areas?

A48: The contractor is expected to perform in all functional areas.

Q49: Section V.8.A: The Government mentions that offerors providing employer furnished housing are required to submit a housing plan.

Does the Government expect all employees to be onsite in the same city/area while performing under this contract?

A49: There is no requirement for the Contractor to be onsite in Frankfurt or Bangkok while performing under this contract. The Contractor’s personnel may travel to these locations when in-person training services are required.

Q50: "The contractor shall furnish at its own cost the following instructional design elearning tools, learning management systems and virtual delivery platforms currently in use by RSC: " ¬ Articulate 360 ¬ Articulate Storyline ¬ Adobe Creative Cloud ¬ Vyond ¬ Slido ¬ eLearning Brothers ¬ Getty Images – Question: how many Images would the licence need to cover/what size of license would be required and does this extend to Getty video?

¬ Cornerstone - Question: would an Add On to the Govt account be required to be funded or a full Cornerstone membership? These are very different costs.

¬ Google tools for documentation and presentation development ¬ Zoom ¬ MS Teams ¬ WebEx - Question: what functionality is required with WebEx, ie full corporate account?

A50: Getty Images (or equal) – it is recommended to acquire an annual plan for unlimited download of large images, 4K and HD videos. The Contractor may use other companies such as storyblock that offer the same service.

Cornerstone – The Contractor shall acquire its own Cornerstone subscription. The Government will not be able add any contractors to the Government’s account.

WebEx – The Contractor shall be able to host and attend meetings using WebEx if required.

Q51: Copyright We understand this clause, "All documents received or generated under the contract are the property of the USG." We wanted to inquire about the ownership of content that we create that is our own IP or proprietary material and we give it to the USG as part of the contract. How can we label this work or manage it with you to ensure that we retain the ownership of it?

A51: All training materials created under this contract are the property of the USG. The Contractor may not retain the ownership of it, nor publicize the materials, nor share them with other parties without the Government’s agreement.

Q52: Regarding V.7 Draft Quality Assurance and Management plan to be listed as part of the proposal, do you have an example of the sort of format or approach that you would prefer for this plan or do you have an example that you could share of a previous successful plan that worked really well for you, that we could all learn from? We understand that there are detailed notes in the solicitation document about this, but if you have a sample that has worked well before, that you can share, that would be helpful.

A52: There is no sample available.

Q53: Recruitment - For contracts exceeding $250,000 which require the recruitment of Third Country Nationals (TCNs), the the offeror is required to submit a Recruitment Plan as part of its proposal. Offerors providing employer furnished housing are required to submit a Housing Plan. All plans are assessed on a pass/fail basis.

Does this apply to the IDIQ or would this come into play for a specific contract under the IDIQ? We are based in the UK and our employees are all British citizens. We do use contractors from all over the world and we may also contract with US citizens. Does this Recruitment Plan apply to contractors or would this only apply to employees? We think that this does not apply to us, but please let us know if we should also submit a recruitment plan as part of the submission.

A53: The Recruitment plan applies to both sub-contractors and long-term personnel and shall be provided as a part of the technical proposal. The offeror shall describe how it plans to hire the personnel or subcontractors who are required in the labor categories.

Q54: If we recommend to outsource a piece of work to a contractor that is a separate entity - for example we often work with company xyz. Should we include a pricing for them in the IDIQ as a subcontractor or would we include them in an individual proposal in response to a task order, and their fee would be treated as a rechargeable expense?

A54: The contract will be awarded based on prices proposed by the successful offeror. It is the responsibility of the contractor to accurately calculate the prices. Prices shall be submitted in accordance with line item structure in Section 1,III.H.Pricing.

Please also see Section 1,B: The resulting contract shall be an Indefinite Delivery / Indefinite Quantity (IDIQ) type contract with fixed unit prices under which firm fixed unit price task orders will be issued.

Q55: Which currency is preferred?

A55: The U.S. Government, would prefer offers in either US$ or EURO but it’s the contractor’s decision in which currency they offer.

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