SAMHSA IDIQ pre proposal 2011 Final.ppt

Welcome to the

SAMHSA IDIQ

283-12-1000 Pre-Proposal Conference Monday December 12, 2011

Introductions of DCM staff Division Director: Susan Pearlman CMHS, CBHSQ and OA

CSAT, CSAP and OA

SAMHSA IDIQ

Domains Domain Title Large Small

FEASIBILTY, PILOT, AND EVALUATION PROJECTS I – L I – S

STATISTICAL PROJECTS II – L II – S

EVENT PLANNING AND LOGISTICS PROJECTS N/A V – S (8(a) and SDVOSB)

NAICS Codes for Domains FEASIBILTY, PILOT, AND EVALUATION PROJECTS 541690 $7 mil

STATISTICAL PROJECTS 541519 $25 mil

HEALTH SYSTEMS ANALYSIS, ECONOMICS, AND

FINANCING 541990 $7 mil

4 TECHNICAL ASSISTANCE AND TRAINING PROJECTS 541990 $7 mil

5 EVENT PLANNING AND LOGISTICS PROJECTS 541614 $7 mi

Current SAMHSA IDIQ Awardees Domains 1 thru 3

Current SAMHSA IDIQ Awardees Domains 4 thru 6

Current SAMHSA IDIQ Awardees Domains 7 & 8

Current SAMHSA IDIQ Awardees Domains 9 & 10

What Domain is missing from the RFI?

Domain V – IT Infrastructure and Web and Extranets Site Projects (corrected from slides 12/12/11)

This domain was removed. The work will be procured through a different mechanism – for example, this work is currently procured through the Department of Interior/National Business Systems.

Clarifications Page 65 of the RFP states:

In no instance shall two or more IDIQ PRIME contract awardees form a “team” or “joint venture” to bid upon any task order, whether or not the awardees are approved for the same or different domains.

Clarification:

The wording is “awardee” therefore, in no instance shall two or more IDIQ PRIME contractors form a “joint venture or other collaborative arrangement – other than a subcontracting arrangement” to bid upon any task order (RFTOP).

2 PRIMES in the same domain shall not join together to propose on a RFTOP – one is the PRIME and the other is their subcontractor.

For Example: Domain 1L ABC and Domain 1L XYZ cannot propose on the RFTOP as a new Joint company for this IDIQ.

Clarifications continued… Two large businesses within the same Domain OR that are in different Domains can form a “team”

One is the PRIME and the other is the SUB.

One large and one small business within or across Domains can “team” together. Again one is the PRIME and the other is the SUB.

Two small businesses within the same Domain OR that are in different Domains can form a “team.” One is the PRIME and the other is the SUB

There aren’t any restrictions for the above scenarios.

If two companies have formed a “legal joint venture” then they can propose under the name of the legal joint venture and subcontract with other organizations.

Clarifications continued … Section B – “Key Personnel” – the contractor must propose labor rates for all categories that they determine are applicable to the Domains that they are proposing for.

For example: If you are proposing for Domain V, “Event Planning,” then you might determine that some of the positions listed in Section B that are marked as “Key Personnel” are not required, i.e., Sr. Statistician / Survey Methodologist and Senior Statistical Programmer.

SAMHSA has marked certain positions that are “Key” however the Offeror can propose other positions that they determine to be considered “Key” for the proposed Domain.

Clarifications continued … Page 8 refers to the Quality Assurance Surveillance Plan (QASP). This is also highlighted as Attachment 2. This is issued at the RFTOP level.

Page 80 refers to the Quality Assurance Plan.

This is under Section M, Evaluation Criteria, and the offeror must respond to the sub-factors under this criteria or risk not receiving the weighted points.

Clarifications / Corrections Correction to Page 27 next to the title of Domain V, “Event Planning and Logistics.”

It states: set aside for Small Disadvantaged Businesses (SDBs). This is INCORRECT.

Domain V, as stated in the Cover Letter and on Pages 18 and 63, Set Aside for those Small Businesses in the 8(a) program and those that are Service Disabled Veteran Owned Small Businesses (SDVOSB) is CORRECT.

LARGE or SMALL Business Is your organization Large or Small?

The NAICS Codes are listed to provide guidance in determining the size standard.

Non-Profits and Not for Profits are not considered small regardless of the number of employees or revenue. The SBA definition of a small business is a business for profit.

If you think you are small – have you contacted SBA?

PRIME or SUB?

A PRIME contractor can subcontract with any business in any Domain – even in the Domain that they are PRIME in.

If a PRIME is a large business, they can be a subcontractor under a Small Business domain and visa versa.

PRIME or SUB – that is the Question!

Domain 1- L

PRIME Company A Subs with Company Z

Domain 2 – L PRIME Company B Subs with Company A

Domain 2 – L PRIME Company A Subs with Company C Domain 1- S

Prime Company Z Subs with Company A

Domain 2 – S PRIME Company X Subs with Company A

Domain 2 – S PRIME Company Y Subs with Company C

Can a Subcontractor- SUB to more than 1 Prime?

Yes, a Subcontractor can subcontract to more than 1 PRIME.

For Example – Domain 1L

In this example all PRIMES are awarded contracts. The RFTOP is issued to DOMAIN 1L and PRIMES A, B, and C want to propose.

Can a Subcontractor- SUB to more than 1 Prime? - continued SUB Z will need to prepare 3 proposals. Each company might use SUB Z differently - PRIME A (will use Z - 25%); PRIME B (will use Z - 50%) and PRIME C (will use Z - 75%).

What if SUB Z says to PRIME A that they can’t propose with them for various reasons? Then PRIME A may view SUB Z as not committed to them. If that occurs frequently, PRIME A might decide not to have Z as their Subcontractor.

How is the Request for Task Order Proposal (RFTOP) issued?

Physically, it is issued by the Contracting Officer and usually by email.

The Statement of Work (SOW) for the Project is the deciding factor in the domain selection and business size.

Depending on the project – the RFTOP can be issued to: 1) Domain #/S; 2) Domain #/L; or 3) Domain #/S and L.

** However to reach our SB goals – we will issue majority of the RFTOPs to small OR all businesses.

RFTOP to both Domain #/L and S What if a business is a PRIME under a domain area (L) and a SUB under the domain area (S)?

It is the decision of the PRIME contractors how they decide to propose on the individual RFTOP’s.

That would be 2 separate proposals. Each proposal will be treated equally in the evaluation process and negotiations, if applicable.

What to Submit ALL DOMAINS – I, II, III, IV, and V

Technical Proposal

Oral Proposal

Business Proposal

Notice of Intent – Attachment 9

MUST BE RECEIVED BY DECEMBER 19, 2011

BY FAX 240-276-1510

If you DO INTEND TO SUBMIT A PROPOSAL please provide the following:

DOMAIN NUMBER’s and Area (for example DOMAINS I-L, II-L, III-L, and IV-L)

Please provide the Domains you will be proposing and the subcontractors by Domain. Using the chart on the intent notice, place a checkmark in the Domain number that the subcontractor will be proposed in, or you can use your own method to illustrate the team by Domain.

Notice of Intent – continued….

As indicated on Page 67:

Intent to Propose forms (Section J, Attachment 9) are due on December 19, 2011.

Failure to submit OR submitting a LATE intent to propose form may result in exclusion from an opportunity to give an oral presentation.

Without having an opportunity to provide an Oral Presentation, this can impact the Technical Review Score that you receive.

If you need to revise your Notice of Intent – it is ONLY to remove a Domain or subcontractor – NOT to add any Domains or subcontractors, and the due date for these are January 4, 2012.

Notice of Intent – continued….

Page Limitations

DOMAINS I, II, III, IV & V

Total Pages for a single proposal 110 pages

How many Technical & Business Proposals are you required to submit?

That depends on the number of Domains you want to propose on…. If the Offeror proposes on only 1 Domain, then 1 technical and business proposal will be submitted.

If the Offeror proposes on 4 Domains, then 4 technical and business proposals will be submitted.

** This is different than in the past in which 1 technical proposal was submitted for multiple domains.

Why the different number of proposals?

The different technical proposals are needed because each Domain will be reviewed by a different Technical Review Panel.

Whatever Domains you are interested in proposing for, they need to be in the proposals submitted on January 12, 2012. We cannot have offerors submitting unsolicited proposals after the awards are made to be considered for other Domains.

Why the different number of proposals?

Realizing that different staff and subcontractors can be proposed for the different domains under one PRIME, different business proposals are needed so we will not have to disassemble your proposal.

If we had to disassemble, there could be errors made or information omitted.

Therefore, for clarity and to guarantee that the proposal is what the offeror intended for the specific domain, separate proposals are required.

Technical Review We are required by statute to have the proposals “Peer Reviewed,” which is a panel of individuals from the field.

As stated in the RFP on page 79:

Offerors will be evaluated for technical acceptability for each domain that is proposed.

Each proposal will be evaluated by the 4 criterion and has a possible maximum score of 100 points.

Technical Review continued….

Criterion 1 and 2 is the same for ALL Domains – therefore an Offeror can submit the same information under Criterion 1 and 2 (Corporate Qualifications and Management Capabilities) for each proposal submitted.

** The only caution is if you have incorporated information on the proposed subcontractors and they change between Domains, you will need to also reflect the change as you submit each proposal.

HOWEVER…..Each Domain has a separate criterion for Key Personnel (Criterion 3) and Technical Approach (Criterion 4).

Please make sure your Technical Proposal addresses all sub-factors under each Evaluation Criteria. Especially for Criteria #4 Technical Approach. The slides and the Oral Presentation combined should address all sub-factors. The documentation in the proposal and the presentation combined have a weight of 40 points.

Technical Review continued The Technical Reviewers will be reviewing the technical proposals and will be scoring those proposals with what is in the proposal.

The presentation is to explain the Offeror’s understanding, approach, allocation of resources, and work done similar in nature with regards to the Domain proposed.

Based on the presentation and Questions and Answers, the reviewers will then discuss the proposal, in whole, and will revise their score, if necessary, based on what was presented.

ALL Domains Technical and Oral Proposals As stated in the RFP Pages 64 thru 67…

The written portion of the technical proposal for ALL Domains shall address the offeror’s: Corporate Qualifications, Management Capabilities, Key Personnel and the slides of the Technical Approach.

The offeror’s Oral Proposal Technical Approach Documentation shall be a 5 page overview of the company, 10 pages for the domain, and a 1 page presenter summary. No other written documentation will be accepted.

* 1 slide per page

The slide can be multi media and include a audio and video clips in the presentation. The slide can use animations and load 1 line at a time.

ALL Domains Technical and Oral Proposals Using the slides in the proposal and the presentation the offeror can use a hypothetical situation in their presentation to present the technical approach.

The proposal must explain your proposed technical approach to be performed in achieving SAMHSA objectives. Describe in detail the methodologies you will use for the domain, indicating the level of experience with each, areas of anticipated difficulties and approaches to be utilized to minimize such difficulties (Page 68).

By proposing a hypothetical situation under the Domain, the Offeror can better address or express the staff and person loading charts and the flow charts.

What to expect on the day of your scheduled Oral Review… As stipulated on page 67 of the RFP:

***The offerors that have submitted their intents for these domains will be contacted and given an Oral Presentation Times.

Technical Proposals small tips… Each Offeror prepares their proposal in their own format (layout) and that is at their discretion. However, to guarantee that all requirements are in the technical proposal and for clarity in reviewing, we would suggest that the Offeror follow the format of the Evaluation Criteria.

The Offeror should have resumes (limited to 2 pages) for all Key Personnel and Letters of Commitment for personnel not currently employed, consultants, and subcontractors. Further clarification can also be located on page 66 of the RFP.

Please note for the 45 pages of appendices that they can be double sided.

Technical Proposal Tips… When using colors, review to determine that the wording on the page is not difficult to read. For example, background too dark, print blends into the background, etc.

It is the Offeror’s decision whether they use single space or double space when preparing their proposal.

Margins: All margins (top, bottom, left, right) must be at least .75 (3/4 of an inch) from the edge of the paper.

Font: NO smaller than the font size of Times New Roman 10 point. This doesn’t mean you have to use Times New Roman.

Business Proposals Clarification: A separate Business Proposal is to be submitted for each Domain with the Technical Proposal

Instructions detailing the following, start on Page 69 of the RFP:

Cover page which includes: Name of Offeror, subcontractors, RFP No. and title, Original and Domain # and area.

The proposal shall list the names and telephone numbers of persons authorized to conduct negotiations and to execute contracts. Include Attachment 7, Contact Points.

The Offeror’s TIN and DUNS numbers must be stated.

CD is to be included in the proposal.

Business Proposals - continued A labor rate for all the labor categories listed in Section B.4 Labor Categories, that the offeror has determined shall be provided in a spreadsheet format (Excel preferred). The estimated cost for all Key Personnel who will be assigned for direct work on this project shall be included along with payroll documentation.

Give the name, title, salary, fringe benefits for each employee, overhead, G&A and fee (estimated at this time).

If a PRIME has GSA rates – those rates can be used on this SAMHSA IDIQ.

Provide a list of the staff reflecting their percentage of time available for the SAMHSA IDIQ across the years (if known).

Indicate how you have computed and applied indirect costs, and provide a basis for evaluating the reasonableness of the proposed rates. Where a rate agreement exists, a copy of the agreement must be provided for the Prime and Subcontractors proposed.

If no rate agreement exists, please indicate the cognizant contracting officer, name, address and phone number. The offerors without a rate agreement will have 90 days to submit their rate information to NIH for approval if they receive an award.

The business proposals shall include labor rates and indirect costs. There shall not be any costs associated to ODC's (travel, supplies, consultants, reproduction, postage and etc). There are no IT costs at this time but there could be under the RFTOPs.

If subcontractors are concerned about their information being released to the PRIME then the PRIME can include the subcontractors sealed package in their proposal - it MUST NOT be sent separately - DCM will not be matching SUBs with the PRIMEs proposals.

Letters of Commitment for subcontractors and new hires are required for both the technical and business proposal.

Section K, "Representations and Certifications,” Contractor and subcontractors must acknowledge completion of electronic Representations and Certifications as part of their Original Business Proposal.

Acknowledgement of Section 508 Compliance.

Domain V – Offerors shall submit information / documentation that the SB is in the 8(a) program and / or that it is a SDVOSB.

Reminders In the RFP on pages 59, 64 and 69, it states the following information shall be included on the Cover Page:

Name of Offeror Subcontractors proposed Authors of technical proposal RFP Title and RFP number Domain # and area (i.e., L or S)

** For Domain V only if 8(a) or SDVOSB.

Reminders continued Past Performance: This will be evaluated at the Domain level. Therefore, PRIMES and subcontractors that have past performance on contracts, grants, or other mechanisms need to reflect the DOMAIN # on the top of the form prior to submitting it to the evaluator.

Past performance can reflect how the Key Personnel have performed, but it should also reflect how the organization has performed on a whole.

Provide a list in the business proposal of those organization that will be completing a past performance for your team. If subs need their confidential include in sealed package.

Anticipated Number of Awards

Contract Awards The awardees will receive 1 Contract Award for the SAMHSA IDIQ and that award will stipulate the Domain numbers and areas in which they have received an award(s).

The information from the Offerors business proposal(s) (depending on the domains a company could have submitted Business Proposals for) will be combined into the contract award.

For example: In the contract award under “Section B, Advanced Understanding,” only subcontractors that were approved in the review process will be listed for awarded domains.

Example for Advance Understanding List of Subcontractors PRIME ABC submits 4 technical & business proposals with the following organizations:

Subs with XYZ – domain 1L Subs with NOP – domain 2 L Subs with RST – domain 3 L Subs with TLC – domain 4 L

ABC was awarded a contract for Domains 1L and 4L therefore the Advance Understanding lists only:

Subcontractor XYZ Subcontractor TLC

Information required for RFTOPs and not required on the IDIQ Subcontracting Plans will be required on the RFTOPs that are issued to the Large Business Domains (Domain L’s). For Task Orders that exceed $650,000 for the entire period of performance including Option Years.

IT Total Estimate Cost Worksheets will be required on all RFTOPs. Please remember the worksheets are required for the Prime, and each SUB that is proposed, in addition to a combined IT Worksheet.

Questions and

Answers

Thank You for attending the SAMHSA IDIQ Pre-Proposal Conference