RFP 270-22-0573 QA 11 19 2021.docx

RFP No. 270-22-0573 NCSACW Questions and Responses

1. Question: Attachment 8 Packaging and Delivery of Proposals, Page 2 - The page limitations specified in Attachment 8 states “the total page count of the technical proposal shall not exceed 100 pages” while Section L.3. Technical Proposal Instructions states “the technical proposal must not exceed 60 pages in length” (p. 66). Please specify the page limit. Answer: The page limitation for the technical proposal is 100 pages.

2. Question: Instructions Section M, Page 81, information on 4 completed projects and samples, including one PowerPoint, do the pages of the PowerPoint count towards the page limit? Answer: Yes, the PowerPoint pages count towards the page limit.

3. Question: Could the Government please provide incumbent information, such as Incumbent Name, Contract Number and Incumbent Contract value? Answer: The incumbent contractor is Center for Children and Family Futures, Inc. The contract No. is HHSS270201700001C. The value for the contract for the 4 ½ years is $24,977,628.

4. Question: Could the Government please provide us Labor Categories and number of Full Time Equivalent (FTE)/Part Time Equivalent Staff required for this Effort? Answer: This information is not being provided. It is up to the offeror to review the PWS and determine their approach and the level of effort required for the work to be performed.

5. Question: Could the Government please clarify if resumes are required for only key personnel or all labor categories? Answer: Per page 80 of the RFP, the proposal must contain the resumes for all labor categories, including each proposed staff member, consultant, and partner.

6. Question: How many RPG Grantees are there currently? Answer: 35

· 17 Round 4 RPG Projects (Project Period – 9/29/17 to 9/29/22)

· 10 Round 5 RPG Projects (Project Period 9/30/18 – 9/29/23)*

· 1 Round 5 grant is expected to end 9/29/21 (with a 1 year no cost extension into 9/29/22)

· 8 Round 6 RPG Projects (Project Period 9/29/19-9/29/24)

7. Question: Is it expected the number of grantees will change? To how many? Answer:

· The number of awards is subject to the availability of federal funds.

8. Question: How many individual grantees are served on a yearly basis in the program? Answer: Currently there are 35 active grants. The level of technical assistance varies per grantee to meet individual needs. It is expected that the level of effort decreases for grants in no cost extensions.

9. Question: How many grantee meetings are carried out on a yearly basis? Pre-Covid? Answer: There is a grantee kickoff meeting for new awards. Annual grantee meetings are held for the duration of the project period.

10. Question: Were Grantee meetings carried out in person or remotely? Answer: Pre pandemic annual grantee meetings were done in person. During the pandemic (2020-2021) the grantee meetings were held remotely. If in person travel is not possible, virtual meetings can be an alternative method for meeting deliverables with the approval of the COR.

11. Question: Is the expectations the meetings will be carried out remotely in the future? Answer: The offeror should be prepared to meet both needs. If in person travel is not possible, virtual meetings can be an alternative method for meeting deliverables with the approval of the COR.

12. Question: Prior to Covid, how many in person training and TA activities were carried out? Answer:

· Prior to the pandemic – training and TA activities were carried out in a hybrid method including virtual webinars, conferences and training opportunities. Site visits and annual grantee meetings were held in person.

13. Question: How many individual users access the website? Answer: The website accumulated 186,709 total visits in the last contract period.

14. Question: How many individual materials were distributed? Answer: In the last contract period, 304 materials and publications were distributed via TTA responses and conference exhibits. There were 40,478 product downloads from the website.

15. Question: Page 4, Tasks 1, 1.1 – Prepare and Update Project Work Plans – Does the agency use/prefer any particular software to be used for Project work plan and tracking? Answer:

· No particular software is required. Templates can also be provided at the time of Kickoff meeting.

16. Question: Page 5, Tasks 1, 1.3 – Bi-annual, Annual and Ad Hoc Reporting – What is the number of users who can view/download all advanced/custom reports? Answer:

· This would be determined by the COR.

17. Question: Page 7, Task 2.3 – TA Tracking, Monitoring, and Evaluation – Does the Commission utilize any ticketing system internally? If yes, which one and will they make the Contractor team part of that ticketing system? Answer:

· A ticketing system is not utilized for TA tracking; ACF does not stipulate any particular tracking or ticketing system, nor is one provided by ACF.

18. Page 9, Task 5 – Update and Maintain Website –

· Question: What is the current technology stack of the existing website? Answer:

This list may change while the websites are undergoing migration (see response to question #19 in reference to Page 25, Optional Task 14)

· Linux (Ubuntu),

· Apache Tomcat Web Server,

· MySQL RDS,

· Lucee (ColdFusion Markup Language, CFML) for Java Virtual Machines (JVM).

· Windows Server 2012 R2, MS IIS Web Server,

· ASP.Net

· Question: What is the scope of work for the new website development task? Answer:

The PWS does not include website development.

· Question: Does the Agency have any specific technology preference for the new website? Please specify. Answer:

· See response to question #19. The current migration effort entails porting Ubuntu Linux to Red Hat Enterprise 7/8. Ubuntu is not supported in ACF’s AWS environment. RHEL is required instead.

· Question: What is your hosting preference? (Cloud/On-Prem/Hybrid) Where are the websites hosted now? Govt. internal hosting facility, cloud (AWS, Azure, etc.)? Answer:

· Websites will be hosted on ACF’s AWS platform.

· Question: If currently hosted internally, do the Govt plan to migrate to the cloud? Answer:

· See above. The websites will be hosted on ACF’s AWS platform.

· Question: Is there any API integration or workflows used on the legacy website? If yes, please share. Answer:

· There are no system-to-system integrations. Workflows such as Liquibase scripts for database updates.

· Question: Are there any other applications currently integrated with the legacy website? If yes, please share. Answer:

· Please refer to the tech stack response in the answer above.

· Question: What is your turnaround time to fix any issues? Answer:

· ACF’s Operations and Service Delivery staff are available 24/7 for immediate response to any critical issues or outages. Please also refer to Attachment 1B Section D – Incident Response.

· Question: Do you have any escalation matrix the contractor can follow? Answer:

· This would be determined by the COR.

· Question: How is the legacy website backup currently managed? Answer:

· ACF does not have this information from the legacy hosting provider.

· Question: Does the Agency follow specific security practices against cyber-attack activities to protect the website content? Answer:

· Please refer to Attachment 1B – Subtask 4 – Implementation – 1) General Security Requirements.

· Question: Where is the legacy website hosted? Answer:

· Please see response to Question #19.

· Question: What is the total number of internal staff using the legacy website? Answer:

· ACF does not have this information. At this time it is unclear how many contractor or internal staff use the legacy website. The offeror can propose in their approach the number of staff they want to have access.

· Question: Do you have any requirements to support legacy website data repositories? Answer:

· To be determined by the COR.

· Question: What type of platform is used to host the sites? (Linux, Windows, etc.) Answer:

· Please refer to question #18 response.

· Question: What type content management software is used to develop/maintain the sites? Answer:

· Please refer to question #18.

· Question: Is there development site, QA/testing site to support the production website? Answer:

· Vendor is expected to maintain their own development and QA sites in their own environment.

19. Question: Page 25, Optional Task 14 – Migrate NCSACW Website – Please confirm that the contractor shall work with SAMHSA’s hosting Operations staff and ACF Operations team to plan and migrate the NCSACW systems? Answer: The current contract is undergoing a migration and transition of the NCSACW website from SAMHSA to ACF. It is anticipated that this transition will occur before the onset of this contract. ACF may exercise this task to assist in completing the transition which may require work with SAMHSA’s hosting operations staff and ACF’s OCIO to complete the migration task.

20. Question: Page 25, Optional Task 14 – Migrate NCSACW Website – Is there any preferred hosting by the Agency for this website and migration like AWS/Azure, etc? Answer:

· See response to Question #18

21. Question: Attachment 1b, General Requirements, Operations and Maintenance for a Federal IT System, Page 24 – What is the current IT infrastructure of the Agency? Please share the details. Answer:

· See response to question #18.

22. Question: Attachment 1a, PWS (page 10) and 1b, General Requirements (page 6), Transition-Out Plan - Transition-Out Plan - There is a conflict in the transition-out plan to be shared by the Contractor. Attachment 1b General Requirements states within 120 days while the Attachment 1a PWS mentions within 90 days. Please confirm which one to consider? Answer: Please consider 90 days as the correct timeline. The PWS and Deliverable Schedule will be updated at award.

23. Question: How may resources form the Agency will be involved in this project? Answer:

· The question is unclear and can not be answered.

24. Question: Is there any specific budget the Agency has capped for this project? Answer: This information is not being released.

25. Question: What is the number of overall users using the IT systems? Answer: See response to Question #18.

26. Question: RFP Section M, Evaluation Factor 1, Section III: Personnel, B. Project Manager, p.80 states - A Project Manager with demonstrated practical experience and expertise in the subject matter and functional skill areas identified as well as in supervising the workflow and managing contract activities. In Section L, the only position listed as Key Personnel is the Project Director, with offerors prompted to determine other/additional personnel necessary to the work. But this evaluative factor specifically calls out a Project Manager and their respective experience. Is it reasonable to assume the government considers both Project Director and Project Manager to be key personnel? Answer: Yes.

27. Section B. Supplies or Services and Prices/Costs, B.3. Provisions Applicable to Direct Costs, B.3.b. Travel Costs, (Page 11 of 83)

· Question: Travel restrictions may continue through Base Year and resolve in the following years, which has implications for the annual budgets. Please advise how to budget for virtual versus in-person events in the Base and Option Years. Answer: Please budget for meetings per the notes to the offeror. If in-person meetings need to be changed to virtual due to the current environment, guidance will be provided.

· Question: In the tasks where travel is mentioned, the airfare has been pre-determined at $600 per fare; however, with the increasing pandemic-related travel costs across the country, can the offeror use prevailing current airfare estimated costs (e.g., current airfares to the DC Metro area from the west coast and other sites around the country)? Answer: Please use the rates provided in the PWS.

· Question: At present, the GSA rate for lodging in the DC area is $257 and per diem is $79; however, the RFP provides pre-determined pricing for lodging at $230 per day and $70 per diem per day. Should the offeror use the GSA or the pre-determined pricing in its cost proposal? Answer: Please use the rates provided in the PWS.

28. Section L. Instructions, Conditions, and Notices to Offerors, L.3. Technical Proposal Instructions, (Page 66 of 83)

· Question: The overall instructions on page 83 state: “A detailed ‘work plan’ must be submitted indicating how each aspect of the Performance Work Statement will be accomplished.” However, the deliverable schedule, Attachment 1c page 4, Task 1.1 states that the initial ‘Workplan’ is due within 90 days of contract award. Is the use of the term “work plan” on page 83 intended to be synonymous with “Workplan” in the deliverable schedule? Or should the applicant understand that the “work plan” in the technical approach is embedded in the narrative of that section? Answer: They are synonymous.

· Question: If a detailed “work plan” is to be included in the proposal detailing items such as the steps and delivery date, can that be submitted as an appendix that is not counted in the page limitation? Answer: No, the work plan will be included in the page count.

· Question: Does the “Information Technology Plans,” that is not included in the page limitation, include the response to the entirety of Attachment 1.b, “General Requirements, OCIO Information Technology (IT) Contract Requirements?” Answer: Attachment 1b, General Requirement, OCIO Information Technology Contract Requirements is separate from the Information Technology Plans. Offerors should include a separate response to the General Requirements which can be included as an appendix and will not count towards the page count.

· Question: What are the sections of the Technical Proposal that are included as the “Information Technology Plans” that are not included in the page count? Answer: The IT Plan does not address specific sections of the technical proposal, rather it should address your company’s overall IT plan for meeting the requirements of the PWS.

· (Page 66 of 83) Question: The RFP states that “Resumes letters of commitment, and Information Technology Plans are not included in the page count.” Will the government allow for the following materials to also be included as appendices, not counting against the technical proposal page count?

· Work samples (from V. Management Plan and Facilities) Answer: Work Samples are to be included in the technical proposal and will be included in the page count.

· Graphical representations and text further detailing task descriptions Answer: Graphical representations and text further detailing task descriptions are to be included in the technical proposal and will be included in the page count.

· Response to the Contract Transition Management section (Attachment 1b, starting on page 5). Answer: This can be included in the response to the General Requirements that is included as an appendix.

· Response to the Development, Modernization, and Enhancement section (Attachment 1b, starting on page 8) Answer: This can be included in the response to the General Requirements that is included as an appendix.

· Response to the Technical Considerations, which includes the IT Security Requirements (Attachment 1b, starting on page 17 ) Answer: This can be included in the response to the General Requirements that is included as an appendix.

· (Pages 68 of 83; 70 of 83; and 81 of 83) – Question: Page 68 of 83 states the “Loading charts must be provided for each year of the project and provide hours for each Task and each Optional Task in the SOW.” Business Proposal Instructions, L.4.a. special note specify proposals budget “by task” (page 70 of 83), and the V. Management Plan and Facilities, b, specifies the staff loading chart is by task and sub-task (page 81 of 83). Should the loading charts be consistent at the task and sub-task level? Answer: Yes

29. Section L. Instructions, Conditions, and Notices to Offerors, L.4. Business Proposal Instructions, L.4.b.5. Subcontractor(s):

· (Page 71 of 83) – Question: If the proposed subcontractor is submitting a separate sealed bid, does the subcontractor also use the Electronic Contract Proposal Submission (eCPS) Website to submit their independent sealed bid? Answer: No, see Attachment 16.

· (Page 71-73 of 83) – Question: In Section L.4.b.5, the instructions state that subcontractors may submit business proposals via a separate sealed package directly to the government; however, in Section L.4.i, it states that “Separate submission of proposals by subcontractors or collaborative partners is not permitted.” Can the government please clarify that subcontractors may submit a separate sealed Business Proposal directly to the government, as indicated in section L.4.b.5, and that Section L.4.i is not applicable? Answer: The prime contractor submits their proposal through the eCPS System. The prime contractor must include subcontractor costs in their budget. If the subcontractor does not wish to provide the prime offeror with their proprietary information, they may submit that information in a sealed bid to be sent to the email address provided in Section L.4.b.5.

· (Page 74 of 83) – Question: Will SAMHSA accept the HHS Section 508 Voluntary Product Assessment Template to be provided as an appendix to the Business Volume? Answer: Yes

· (Page 74 of 83) – Question: In Section L.4.k. Past Performance Information the instructions state that “Offerors must submit the information in a. below for both the offeror and all proposed major subcontractors.” The instructions also state that “c) Subcontracts - The offeror should also submit comparable information on all subcontractors that the offeror proposes to perform a major subcontract under this effort.” Since a separate business proposal may be submitted by major subcontractors, can SAMHSA please clarify the exact requirements for major subcontractors for the Past Performance Information section of the Business Proposal? Answer: Both the prime and subcontractors past performance information must be included as part of the prime contractors proposal.

· L.4.I Subcontracting Plan, (Page 75 of 83) – Question: Since this is a small business set-aside contract, please confirm that a subcontracting plan is not required for this proposal and that Section L.4.I. is not applicable. Answer: Section L.4.I. is not applicable to this procurement as it is a small business set-aside.

30. Section M. Evaluation Factors for Award, M.2. Non-Cost Evaluation Factors, M.2.a. Evaluation Factor 1: Technical, V. Management Plan and Facilities, d., (Page 81 of 83) – Question - Does SAMHSA require the prime and any major subcontractor to submit “Four (4) work samples and information on relevant completed projects” each, or does SAMHSA require four work products in total from the prime and subcontractor combined? Answer: The offeror should provide 4 work samples overall.

31. Attachment 1a Performance Work Statement, Optional Task 7.1.1 and Optional Task 7.2.1, (Page 12-16 of 26) - Optional Task 7.1.1 states: “…may involve one (1) staff who shall estimate at two and a half (2.5) days per visit; all site visits should include travel time…” and Optional Task 7.2.1 states: “…may involve one (1) staff or expert consultant who shall estimate at two and a half (2.5) days per visit; all site visits include two (2) additional days for travel time…” Question: Does this mean that the additional travel days are intended to be inclusive of the 2.5 day visit under 7.1.1, but in addition to the 2.5 day visit under 7.2.1? Answer: The offeror can propose their approach to site visit travel. For budget assumptions, task 7.1.1 and 7.2.1 should both include 2.5 days of onsite time per site and an additional 2 days of time for travel time, post-visit report writing, document review and site visit preparation time. The PWS will be updated at award.

32. Attachment 1a Performance Work Statement, Optional Task 7.1.1, (Page 12 of 26) - Optional Task 7.1.1 states “TA shall include a 2.5 day site visit to each grantee in the base year (estimate up to 5 grantees). In each Option Year, the TA provider, in collaboration with RPG Task Lead will identify up to 5 projects that have the greatest need for an on-site TA visit and conduct said visits for 2.5 days.” In Attachment 1c Schedule of Deliverables, page 7/8 OP Task 7.1.1 states: “1 per site in Base year up to 1 site/year in Option Years, as needed.” Question: Does “1 site/year in Option Years” mean 1 site visit per year per grantee, up to 5 visits? Answer: Yes. The contract would allow for up to 1 site visit per year (ie. 1 site visit per grantee per year). The anticipated number of grantees at this time is 5 so it would be no more than 1 visit per grantee.

33. Attachment 1a Performance Work Statement, Optional Task 7.1.7, (Page 14 of 26) - Optional Task 7.1.7 states: "The Contractor shall provide agenda development, logistical and administrative support, including travel for approved non-Federal participants." Question: Does "approved non-Federal participants" refer to Contractor staff or consultants? Answer: This would include logistical travel support for contractor staff and consultants, as appropriate.

34. Attachment 1a Performance Work Statement, Optional Task 7.3.3, (Page 17 of 26) - Optional Task 7.3.3 states: "At the end of the each individual grant project period, grantee profiles should be updated to included, but not limited to, updated grantee information, select evaluation-related information from the CB supported Evaluator, as well as outcome information from grantee file reports, including the grantee final report."

· Question: Does "…end of the each individual grant project period…" mean the end of the no-cost extension period, and if so, is it expected an updated grantee profile would be completed at the end of the formal grant period as required under Task 7.2.3 (p. 16) and then again when the NCE ends, regardless of the length of the NCE? Answer: The profile would be updated at the end of the project period. Since a NCE would not include any new activities – it is not anticipated that a grantee profile would require updating.

· Question: Is the expectation that grantee profiles will be updated annually? Answer: Yes, see Task 7.1.4.

35. Attachment 1a Performance Work Statement, Optional Task 9 In-Depth TA, (Page 19 of 26) - Optional Task 9 states the optional task can be exercised up to twelve (12) times per year and it includes IDTA to SAMHSA Family Treatment Drug Court Grantees. Question: Would you specify the type and level of TA to SAMHSA grantees included in Task 9? Typically, grantee technical assistance is provided at a lower level of effort than the 20-25% consultant time allocated to an IDTA site as specified in Task 2.2. Would SAMHSA consider moving grantee technical assistance to Optional Task 8, Technical Assistance to Grantees to align that level of effort with a typical Regional Partnership Grant TA assignment? Answer: SAMHSA grantees cannot be served under Task 8 as it specifically supports Regional Partnership Grantees. SAMHSA grantees may be eligible to receive services as described in Task 9.

36. Attachment 1a Performance Work Statement, Optional Task 10.3 Infants Prenatally Substance Exposed (IPSE) Time-Limited IDTA, (Page 21 of 26) – Question: Is Task 10.3 designed to support sites being supported in Tasks 2.2 and 9 who need additional IDTA beyond the twelve-month duration, or is this task intended to engage up to an additional six new sites, or a combination of sites supported under Tasks 2.2 and 9 and new sites? Answer: No, Task 10.3 is designed to support sites specifically seeking support around Plans of Safe Care and Infants Prenatally Substance Exposed (IPSE). Tasks 2.2 is designed to provide to support IDTA to jurisdictions (up to 4 sites) working at the intersection of substance use disorders and child welfare and may include a range of topics and issues therefore Task 2.2 is not exclusive to Infants Prenatally Exposed. Optional Task 9 is designed provide additional IDTA opportunities subject to the availability of funds.

37. Attachment 1a Performance Work Statement, Optional Task 11 Policy Academy, (Page 22 of 26) – Question: The description states that “If in person travel is not possible, a virtual policy academy can be an alternative method for meeting this deliverable with the approval of the COR.” In addition to difference in travel costs, there are differences in labor to conduct a virtual meeting. Should the offeror develop an alternative budget for a virtual policy academy as well as an in-person budget? Answer: Propose virtual for base year and in-person for subsequent years.

38. Attachment 1a Performance Work Statement, Optional Task 12 Technical Expert, Summit Focus Group or Special Interest Area Meeting, (Page 23 of 26)

· Question: Can a virtual technical meeting be proposed in addition to in-person meetings and should a separate budget be developed for a virtual meeting as an alternative method for meeting this deliverable? Answer: Offeror should propose in-person meetings.

· Question: Should the offeror assume Federal office meeting space will be available for both sizes of these meeting (Task 12.1 and 12.2) in developing the budget? Answer: Yes, assume federal space.

39. Attachment 1b General Requirements OCIO Information Technology Contract Requirements, Project Management, Contract Kick-off Meeting, (Page 2 of 24– Question: How are information items requiring decisions by the COR submitted through the ACFOCIOContractStatusReport@acf.hhs.gov mailbox transmitted to the SAMHSA COR for concurrent approval? Answer:

· COR would make this determination. It can be further discussed during the kickoff meeting.

40. Attachment 1b General Requirements OCIO Information Technology Contract Requirements, Technical Considerations , E. Position Sensitivity Designations, (Pages 21-22 of 24) – Question: Will the position sensitivity designations be provided? Currently there is a stub with instructions to insert them. Answer:

· These are designated non-sensitive level.

· It is the offerors responsibility to run the OPM Position Designation Tool (PDAT) to determine the applicable background check tier for each labor category. https://www.opm.gov/suitability/suitability-executive-agent/position-designation-tool/#url=Automated-Tool

41. Attachment 1c Schedule of Deliverables, (Page 5 of 14)

· Question: According to the Schedule, bi-annual reports for Task 1.3 are due “…on the last day of each six-month period,” and bi-annual reports for Task 2.3 are due “within 15 days of end of six-month period.” Please clarify the due dates for Bi-annual Reports. Answer: Within 15 days of end of 6-month period. Deliverable schedule will be updated at award.

· Question: The Schedule specifies that two Bi-annual Reports are due and one Annual Report is due. Please confirm if the Second Bi-Annual Report is the same as the Annual Report or if the Contract will be required to submit three reports in total (2 Bi-annual Reports and 1 Annual Report). Answer: The deliverable is 1 biannual report and 1 annual report for a total of 2 reports per year. Deliverable schedule will be updated at award.

42. Attachment 2 Quality Assurance Surveillance Plan (QASP), (Page 3 of 4) – Question: The QASP states Optional Task 9: In-Depth TA “Contractor provides programmatic and performance measurement support to CAM grantees with a high level of content knowledge expertise.” Please clarify the performance standard. Answer: The reference to CAM (children affected by methamphetamine) grantees was removed. The QASP will be updated at award.

43. Attachment 8 Packaging and Delivery of Proposals, (Page 2 of 2) – Question: Will including loading charts as an appendix, not included in the page limit, as well as including the detailed loading charts in the Business Proposal be acceptable? Given the large number of optional tasks, and the variation of numbers to be delivered within them, the offeror estimates that loading charts will consist of more than 15 pages. Answer: The loading charts are to be included in both the Business and Technical proposal and will be included in the page count for the Technical proposal.

44. Attachment 11 Client Letter, (Page 1 of 1) – Question: Regarding receipt of Past Performance Information, the Client Letter in Appendix 11 states that the due date is 12/8/2021. In the RFP Instructions page 74 of 83 b) states that completed forms are due 10 calendar days after the proposal due date. Please clarify due date to SAMHSA of Past Performance Information. Answer: The RFP instructions are correct. The Past performance forms are due 10 calendar days after the proposal due date.

45. Question: Will the Government allow an extension on the timeframe for contractors to submit a bid? Answer: No

46. Question: Reference Attachment 1b - Key Personnel – Page 12-13 – Will the Govt provide list of key personnel or are the contractors responsible for determining the key personnel? Answer: The contractors are responsible for determining who they will propose as key personnel.

47. Question: Reference: Attachment 1a pg 11 - Can the government elaborate on the need to create a budget for Optional Task 7 Technical Assistance for Regional Partnership Grantees indicating if such request has been previously requested. Answer: Offeror should include a budget for each subtask under task 7.

48. Question: Can the government consider extending the current Q&A deadline to allow additional questions past the 11/16/2021? Answer: No