RFP_277-19-0531_Amendment_1.pdf

Amendment 1

RFP # 277-19-0531

Technical Support for Drug-Free Workplace

Response to Questions

1. Question: Does SAMHSA view this procurement more of a continuation of work under the current program or is SAMHSA seeking innovative solutions to overhaul the current

DFWP?

Answer: The Drug-Free Workplace Program requirements are indicated in the statutory regulatory language of E.O 12564 and P.L.100-71 and according to the Mandatory Guidelines for Federal Workplace Drug Testing Programs. So the work needs to be accomplished according to and within the scope of the specified requirements. Working within those requirements, SAMHSA does welcome examining new ways and approaches to accomplishing work specified in the Performance Work Statement.

2. Question: Does the current ASR 3.0/ Archives system reside on the incumbent’s server?

Will the offeror be expected to migrate all data from the incumbent’s SharePoint site to the cloud-based site or other instance of SharePoint or will this be done prior to the end of the incumbent contract?

Answer: The ASR 3.0 system is resided outside of SAMHSA GovCloud. At the start of the contract, we anticipate the new contractor will be transferring the ASR system to SAMHSA GovCloud within one (1) year of the effective awarded date.

3. Question: How will SAMHSA provide the offeror access to DFWP fiscal year data and what data would that include?

Answer: The contractor would access the DFWP fiscal year data from the ASR portion of the ASR/Archvies data system. The contractor will use ASR portion of the ASR/Archives data system to collect the data from federal agencies/entities as stated in Deliverable 3.1.g.

Deliverable 3.1.g. – Perform Data Collection: Conduct one (1) data collection per year of DFWP fiscal year data, for a period of approximately three (3) months, from approximately 150 federal agencies/entities.

The ASR component of the IT system is the annual survey and reporting component that provides information on the federal DFWP status and progress toward program implementation. The ASR contains data on the components of the agencies’ DFWP:

DFWP plans; Testing Designated Positions (TDPs); Employee Assistance Program (EAP); supervisor training; employee education; drug testing results; and follow-up actions. Please see pages 18 and 19 of the Performance Work Statement (PWS).

Also see the sample ASR questionnaire that was used to collect FY17 data from federal agencies.

4. Question: To what extent does SAMHSA desire to maintain the current website layout and structure of the DFWP?

Answer: Task 3 in the Performance Work Statement (PWS) indicates the Contractor shall manage all aspects of the DFWP ASR/Archives system regarding streamlined operations and maintenance (page 18 of 41) which includes system review and modifcations/enhancements such as system updates and upgrades to enhance functionality, data accuracy and to streamline operations (page 21 of 41).

5. Question: Is SAMHSA open to a single-sign on portal for the DWFP or will it need to maintain public access for anyone visiting the site?

Answer: The DFWP ASR/Archives system is a single-access password protected web-based portal providing agencis access to the ASR portion of the system and allows access to only their specific agency data. The system contains Personal Identifying Information (PII) so it is password-protected and not intended for public access (see page 18 of 41, Task 3 of the PWS).

6. Question: What individuals or staff within Federal agencies are the materials and training provided in the DFWP site intended to serve as resources?

Answer: The training materials and briefings noted in Task 8 of the PWS are provided primarily to the main point of contact in an agency, the Drug Program Coordinator, and approximately one of the agency’s senior leadership. The ASR/Archives system noted in Task 3 of the PWS is not intended to serve as a public resource. Agencies who receive a password can access only their agency ASR data from the ASR/Archives to use as a resource for agency DFWP data. SAMHSA has a website that provides DFWP materials that are intended for public access.

7. Question: Will addresses for email lists needed for dissemination be provided by SAMHSA? Where do current lists reside (e.g. with incumbent)?

Answer: Regarding dissemination of information materials noted in Task 7 of the PWS, the email lists will be provided by SAMHSA, or are available through the ASR/Archives system, or in rare instances the contractor will compile the mailing list. Specifically, these are the distributions and email lists:

Federal Register Notice noted in Table 14 of the PWS will be distributed to agency

Drug Program Coordinators. This is an already existing email list available through the ASR/Archives system.

DFWP Alert Notices noted in Table 15 of the PWS are typically distributed to agency Drug Program Coordinators. This is an already existing email list available through the ASR/Archives system.

Other DFWP materials (i.e., newsletter) noted in Table 15 of the PWS are typically distributed to agency Drug Program Coordinators, or other existing mailing lists noted in Table 16 of the PWS:

o ICG-EC: provided by SAMHSA o Certified labs: provided by SAMHSA o Medical Review Officers: provided by SAMHSA o Federal employee assistance programs: provided by SAMHSA or obtained by contractor through DPC agency contact o Advisory boards: provided by SAMHSA o Private sectors associated with the DFWP: provided by SAMHSA o Drug testing laboratories: provided by SAMHSA o Other stakeholders/partners: provided by SAMHSA or compiled by contractor Subject Matter Experts A new mailing list that might be created and maintained by the contractor would likely be a mailing list that is created by email requests sent to the contractor from individuals requesting to be added to a mailing list.

8. Question: Does SAMHSA estimate that many of the materials (e.g. training, briefings, dissemination materials) developed under the incumbent contract will continued to be used in the new contract or will these all require new development effort?

Answer: The training and briefing materials noted in Task 8 of the PWS, such as PowerPoint orientation briefings, will continue to be used in the new contract and the new contractor will continue to maintain and update the materials as program changes occur, approximately one time per year or less. The consultation and technical assistance provided to agencies for developing a DFWP plan (Task 4, Deliverable 4.e. and Task 8, Deliverable 8.b.) will require knowledge of Subject Matter Experts to provide this information.

9. Question: For timing, how long should we estimate for materials to go through the standard SAMHSA/ Office of Communications and HHS/Assistant Secretary for Public Affairs clearance process?

Answer: There is no standard timeframe for the clearance process on materials. Most materials are programmatic in nature and do not go through the OC clearance process.

10. Question: The RFP states, “The transition plan shall also include documentation of the commitments made by the Contractor to ensure the government and succeeding contractor have all the materials and access to resident expertise within the current Contractor’s organization to ensure full continuation of the contract services.” Are current SMEs under exclusive, non-compete contracts with the incumbent or did SAMHSA require that these SMEs be made available to the successful offeror in the event that the incumbent was not the successful offeror. Given the highly specialized expertise that the government is seeking, there are a relatively small number of SMEs that can meet these requirements. If they are all tied to the incumbent through non-compete clauses, it makes highly unlikely that any offeror other than the incumbent will be able to meet this requirement.

Answer: To our knowledge, all consultant/subcontracting agreements for Subject Matter Experts (SME) end at the end of each contract year and the SMEs are not under an exclusive, non-compete contracts.

11. Question: Can the government provide a link to the incumbent RFP. Was the PWS for the incumbent RFP identical to the PWS for this RFP?

Answer: The PWS for the current contract is not identical to the PWS for the new contract. Our current needs are based on the requirements in the new contract.

12. Question: What is SAMHSA’s budget and/or estimated LOE for this initiative?

Answer: The anticipated budget/and Level of Effort are not being provided. Please propose the level of effort based on your technical approach and the Performance Work Statement.

13. Question: Does SAMHSA estimate that the Level of Effort for this contract will be approximately equal to that of the incumbent contract?

Answer: The LOE on the contract is based on the tasks within the RFP.

14. Question: Have funds been made available for this procurement or is it at risk of cancellation due to the inability to secure funding?

Answer: At this time it is anticipated that funding will be available to award this contract. As stated in the transmittal letter, contract award is contingent upon the availability of funds for this project. Furthermore, the Government is not obligated to pay the costs for the preparation and submission of a proposal.

15. Question: We are accustomed to a base fee that is a percentage of work performed as indicated by the hours worked by staff and/or the purchase of ODCs. How is the government going to make the determination for “work completed”. Will this be based on a deliverables schedule? Please clarify.

Answer: The method of billing remains the same, as a percentage of work completed, or performed.

16. Question: Is there a current ATO for this project and will the successful offeror be able to continue to use that ATO or will a new one need to be obtained.

Answer: An ATO was not officially required for the current contract since the ASR/Archives system is using Microsoft Office 365 SharePoint which is FedRAMP approved. Although, virtually all documents that are components of the ATO package were produced and provided.

17. Question: $500/day as a cap of on consultant fees could make it difficult to commit SMEs for any tasks that require onsite visits. Would the government consider increasing this cap to $800/day?

Answer: In accordance with Section B.3., Provisions Applicable to Direct Costs on page 6 of the RFP, Consultant fees in excess of $500/day are an unallowable cost unless authorized in writing by the Contracting Officer. On a case by case basis, a higher consultant may be approved, but for budgeting purposes, please anticipate a consultant rate that is not in excess of $500/day.

18. Question: It's our understanding that the Contractor will be responsible for working with designated agencies in developing DFWP Plans using a Model Plan template and submitting each custom plan for certification. Is the Contractor therefore accouctable for said agency in being certified or recertified?

Answer: The contractor is not directly held accountable for certification of new agency DFWP plans or concurrence of updated plans because the finalization of those plans is contingent upon the agency leadership approval and not within SAMHSA’s authority.

However, the contractor is accountable for routine and periodic follow-up with agencies as noted in Deliverables 4.a., 4.b., 4.c., and 4.d.

19. Question: For the cost breakdown spreadsheet, under the row for Consultants, to what level is the government seeking consultant fees broken down?

Answer: See Section L.2.c.2.d Consultants and Letters of Commitment on page 51 of 63 of the RFP. Consultants should include names of consultants, number of days, and daily rate. The breakdown should be by task by year.

20. Question: Would the government please confirm the place of performance?

Answer: The contractor is expected to the perform the work at the contractor’s site, except for some occasional face-to-face meetings as specified in the PWS.

21. Question: Would the government please confirm the locations of the meetings that would require our personnel to attend in person?

Answer: As noted in Task 2, two in-person face-to-face DTAB/SME meetings could occur in the MD/DC area. See Table 7. If Optional Task 12 (Supplemental Meetings) is exercised, each time Optional Task 12 is exercised, one additional in-person face-to-face meeting could occur in the MD/DC area. This optional task may be exercised up to 15 times per year.

22. Question: Would the government please confirm the size/scope of the projects outlined in task 9?

Answer: For special projects in Task 9, the project descriptions give examples of the type of project work anticipated and the size and scope is indicated as the number of SMEs per project and labor hours: five (5) SMEs (consultants) will be needed for each of the five (5) special projects; the SMEs will be the same five (5) SMEs for all projects in this task; a total of 70 days of consultants’ labor among all five (5) SMEs for this task.

See Task 9, page 35 of the PWS.

23. Question: Would the government please confirm the size/scope of the projects outlined in task 11?

Answer: For special projects in Optional Task 11, the project descriptions give examples of the type of project work anticipated and the size and scope is indicated as the number of SMEs per project and labor hours: five (5) SMEs (consultants) will be needed for each of the two (2) special projects; the SMEs will be the same five (5) SMEs for all projects in this optional task, but may be additional SMEs that are different from the five (5) SMEs noted in Task 9; a total of 31 days of consultants’ labor among all five (5) SMEs for this optional task. See Task 11, page 40 of the PWS.

24. Question: Would the government please confirm the anticipated level of effort for this contract?

Answer: See response to question #12.

25. Question: The past experience only allows applicants to go back 3 years. Would the government consider revising that to 5 years instead of 3?

Answer: No, this will remain at 3 years.