Questions_Related_to_RFP_No._283-17-1000_responses.pdf

General and Business Questions and Answers Related to RFP No. 283-17-1000

1. What is the anticipated contract award date? Mid February 2017.

2. Please clarify the number of pages allotted to the proposal and appendices:

a. Does the 45 page limit for “any appendix” include *all* appendix items? Or does that 45 page limit apply to each individual appendix item? The 45 pages is for all appendices combined

b. Is there a limit to the number of appendices that can be included? It is submitted as 1 PDF – but as many appendices that only have 45 pages.

3. Is the cover page attachment (Attachment 10, “Government Notice for Handling Proposals”) to be included in the final page count of the technical proposal? No

4. Reference: Section L.2.b Technical Proposal Instructions Page 72. The solicitation states, “In addition, the “Government Notice for Handling Proposals” in Section J, Attachment 10 must be placed on top of each copy of the Technical Proposal." Will the Government accept this form as a separate attachment as an upload in eCPS? NO it is part of the proposal and doesn’t count as a page.

5. Does the government have an allocation of the overall ceiling ($1.2 billion) across domain? What are those allocations of the ceiling amount across domain? No.

6. Does the contracting office have any estimates or projections on the anticipated number of task orders per domain? If no specific estimates have been established, can the office identify highest and lowest priority domains? The Contracting Office doesn’t have any estimates on the anticipated number of task order per domain. Regarding prioritizing the domains that is difficult to do because in any given year priorities can change. Unlike the 2012 SAMHSA IDIQ I believe that all Domains will be utilized.

7. There is no requirement for a corporate qualifications section any documents submitted with the proposal, is that correct? Correct

8. Is there a page limit for the sample tasks for each domain? Unless required in the SOW then no, however there are page limits for the technical proposals.

9. Section L.2.b (p.74) states “Any Appendix to the technical proposal shall not exceed 45 pages in length.” Are bidders allowed to include multiple appendices per domain proposal? If so, is the limit 45 pages per appendix or 45 pages in appendices? 45 pages for all appendices.

10. Is the Transmittal Letter that was referenced at the Pre-Proposal Bidder’s Conference required in the proposal submission? Yes

a. If yes, please specify where the transmittal letter should be included in the Business Proposal and/or Technical Proposal. Both

b. If the Transmittal Letter Technical Proposal is required, does it count towards any of the page count maximums? No

11. Is it required for subcontractors to be listed on the cover of the Technical Proposal only, Business Proposal only, or both? Both

12. Please confirm the format for submission: hard copy, pdf, Word file, or CD? In the eCPS you have to submit the technical proposal in PDF; the entire business proposal in PDF and then the business proposals budget sheets in excel. There can be multiple excel files (prime and subcontractors)

13. Will the fees that are proposed for the sample domain scenario task orders, be the fees that the vendor will be required to use throughout the duration of the IDIQ, should the vendor be selected to be a part of the IDIQ? Offerors do not need to propose any base or award fees for this SAMHSA IDIQ.

14. What is the estimated number and dollar amount of the Task Orders that the government anticipates being released under this IDIQ? It is difficult to determine the estimated number of RFTOPS that will be issued this year or in future years. Furthermore, we will not provide the estimated dollar amount for any single RFTOP or combined RFTOPs.

15. Does SAMHSA intend to award task orders based on the scenario proposals? No, Task Orders will be based on the SOW issued in the RFTOP’s and not these scenarios.

16. Can the Government provide a crosswalk between the recommended technical proposal format in Section L and the evaluation criteria in Section M? There are section L recommendations that appear unscored in M, and there are scored elements in M that don't clearly map to the recommended format. We would like to make it easy for reviewers to see that we’ve submitted a compliant proposal. Section L is a general guidance however it is recommended that you prepare your proposal responding to Section M when responding to the scenario.

17. Can individuals be bid in more than one labor category? Yes if qualified for that category.

18. Item (4) on page 75 seems to suggest that a version of the Personnel, Management, Technical

Approach and Facilities & Equipment sections should be provided for both the IDIQ and the scenario. Is this correct? Are e.g. commitment letters and resumes for scenario staff to appear twice? Yes this is correct. You are focusing on the scenario and then will address the overall SAMHSA IDIQ. The resumes and letters of commitment should only be sent in once per proposal.

19. On page 80 of the RFP, Section 2-d “Consultants and Letters of Commitment”, it states Letters of Commitment are required for all proposed personnel who are not currently members of the offeror’s staff. It is stated that a Resumes and Letters section must be included as part of the Technical Proposal, but does one also need to be included as part of the Business Proposal as this requirement is located within the instructions for the Business Proposal and normally the Business and Technical Proposals are kept as two separate entities for review? These are to be placed in both the technical and business proposals.

20. We understand that SAMHSA wants offerors to submit resumes. It is indicated on page 76 item

(4) that resumes should be included as part of the Technical Discussion. Would it be acceptable to include resumes in an attachment to the technical instead of an appendix? The resumes do not count against the Technical Proposal or the Appendices – they are in the proposals after those sections.

21. We understand that SAMHSA wants offerors to submit letters of commitment. It is indicated on page 76 item (5) that letters of commitment should be included as part of the Technical Discussion. a. Would it be acceptable to include letters of commitment in an attachment to the technical instead of an appendix? As mentioned at the pre proposal conference and in the slides, the letters of commitments are in the technical proposal after the resumes and do not count against the Technical Proposal or the Appendices.

22. SAMHSA asks that bidders provide a signed agreement between themselves and any personnel other than direct employees that they intend to retain, propose. Whereas there is not a specific and actual task order(s) scope of work (SOW) to consider and from which to assign tasks to consultant partners, will a Letter of Commitment from a consultant(s) suffice, at this juncture?

Also, will a Teaming Agreement suffice for subcontractors? Yes

23. Are we correct to assume that: Resumes are required only for key personnel (whether it’s prime or subcontractor staff)? No. For non-key personnel, it states “List names, titles, and proposed duties of additional personnel, if any, who will be required for full-time employment, or on a subcontract or consultant basis”. By full time employment, do they mean 100% time or anyone that is included in the budget? Please provide clear direction as to what we need to include for non-key personnel. Resumes are also required for the non key personnel. Anyone included in the budget since all staff are not going to be 100%.

24. Solicitation, pages 74-75, Paragraph L.2.b. indicates that the technical proposal must not exceed 75 pages in length; that “Any Appendix to the technical proposal shall not exceed 45 pages in length”; and later on in that same provision that “resumes and letters of commitment are not included in the page count for either the technical proposal or appendix”. Paragraph L.2 goes on to detail the technical proposal content, however, there is no detailed discussion of the content for any appendix to the technical proposal. Could you please clarify what documentation should be included in any Appendix? The appendix can include any information that an offeror wants to provide to complement their technical proposl but NOT resumes or letters of commitment. If you don’t have any appendices that is fine it is not required.

25. Is the payroll documentation required in Section B.4 on page 5 of the RFP needed for only Key Personnel or should it be provided for all labor categories? Payroll documentation should be provided for all personnel.

26. Please clarify if we should follow the format guidance in the RFP or in Attachment 9; the guidance around page limits, margins, length of resumes varies significantly. If the guidance of a maximum of 200 pages for the technical proposal in Attachment 9 is correct, please clarify the breakdown (e.g., technical proposal, appendices, resumes/letters of commitment). Follow the format guidance in the RFP. Attachment 9 has been revised but only captures the font size of the technical proposal. There are other font limitations for the appendices (10 point) and graphics and exhibits (8 point).

27. Page 75 of the RFP states that “The size of the font should be … NO smaller than the size of Times Roman 8pt Exhibits and Graphics but the offeror can utilize any legible font style.” Will tables within the technical proposal be considered “exhibits and graphics,” and if not, is there a minimum font size for tables? Tables can be considered exhibits.

28. What is the page limit for resumes? Attachment 9 indicates a 3-page limit and the RFP indicates a 2-page limit for key personnel and a 1-page limit for other personnel. Attachment 9 was updated to 2 page resumes – however under the evaluation criteria under Criteria 1: Personnel the Other Personnel is increased to 2 pages for each Domain.

29. The technical instructions state that all pages must be numbered; is this also required for resumes and letters of commitment? Resumes and letters of commitment do not need to be numbered however the resumes should be in alphabetic order.

30. Do all resumes need to be in alphabetical order or can we have prime in alphabetical order folders followed by those of each subcontractor? The resumes need to be alphabetical order – if you want to organize by Prime and Sub and put them in alphabetical order by organization you may do that also.

31. To develop the labor categories and ceiling rates, can SAMHSA confirm if offerors should include SAMHSA on-site and off-site indirects for each labor category? Or does SAMHSA prefer that each category include only off-site indirect rates? For the majority off site will be needed. If a NICRA is provided SAMHSA might capture all the rates.

32. Labor Classifications: The labor categories do not include any “Writer” positions. However, Section G.7 Publication Clearance Requirements has a Writer/Editor Requirement, which states that “products developed under this contract for potential dissemination by SAMHSA must be developed and/or reviewed by a senior writer/editor who has been identified among the key personnel for this project” (p. 44). A similar requirement is also stated in section H.4 (p. 48) but the position is not senior. Please clarify—i.e., should Writer, Junior Writer, and Senior Writer be added to the labor categories? Or should the Editor positions become Writer/Editor positions?

Propose the Editor as a Writer / Editor.

33. Could the Government please provide the education requirements for all labor categories listed in the referenced RFP section. In addition can you provide the Federal GS equivalencies? No

34. Can Prime Contractors and Subcontractors use their own GSA Rates? Yes

35. Please confirm that offerors who submit GSA rates and their GSA schedule information do not need to complete Attachment 14, but instead may submit an excel sheet with labor category, name, title, and rate for five years for all proposed staff. Correct

36. If offerors choose to submit GSA rates, as allowed on page 36 of the pre-proposal conference slide presentation, are payroll documentation and indirect rate breakdowns still required for the labor category rates? If an offeror uses their GSA rate then they need to provide documentation to support that these rates have been approved by GSA. That could be their schedule with GSA or other documentation to show rates.

37. If prime offerors and/or subcontractors submit GSA rates in lieu of providing a cost build up, please confirm that the backup documentation will be the GSA schedule rather than NICRAs and payroll information and the excel file will not contain the indirect rate information. correct

38. Can you confirm that offerors are permitted to use GSA schedules as supporting payroll documentation? At the SAMHSA IDIQ Bidder’s Conference on 11/2, in response to an audience question, SAMHSA stated that GSA schedules could be used as supporting payroll documentation. Yes, GSA schedules will support the rates and can be used in lieu of payroll documentation.

39. If we use GSA rates, do we need to pay Industrial Funding Fee? No

40. During the industry day meeting, indication was given that GSA Schedule rates could be provided for prime offerors and their subcontract teammates. Is it SAMHSA’s intent to use these to establish a set of burdened rates to be used only for labor hour and fixed price task orders under the IDIQ? If so, should offerors also provide unburdened rates for use on any potential cost-type task orders under the IDIQ? SAMHSA can use these rates for the fixed price and labor hours task orders. If these are the only rates that an offeror has we will work with them on the type of contract. If a prime has unburdened rates and indirects then we would use those rates for the cost type contracts.

41. If the Prime bids GSA rates, are they able to bid on FFP and CPAF RFTOPs? Yes, we would change the type of contract.

42. Can the Prime submit indirect rates and have subcontractors submit GSA rates? Yes, a PRIME can have unburdened rates and an indirect rate agreement while the subcontractor proposes fully-burdened rates (which are supported by their GSA rates)

43. If our GSA labor categories do not include all of the required SAMHSA labor categories, can we still use our GSA rates? GSA rates are only used to help establish the reasonableness of the rates proposed by the Prime or Sub. So if a Prime or Sub proposes rates for labor categories which are not on its GSA schedule, then the offeror must provide supporting documentation to support those proposed rates. The rates established will be limits the offeror is still permitted to provide discounts under the RFTOPS.

44. If our subcontractors have their own GSA rates, can they use their own rates or should they fall under our GSA rates? Subcontractors propose their own rates. GSA rates are only used to help establish the reasonableness of the rates proposed by the Prime or Subcontractor. The rates established will be limits the offeror is still permitted to provide discounts under the RFTOPS.

45. In the bidders’ conference presentation, slide 35 states that if a Prime has GSA rates, they can be used. Please confirm that subcontractors can propose GSA rates in lieu of providing their direct labor rates and the accompanying buildup to their fully burdened rates. Yes they can.

46. It was stated that established GSA rates could be presented for labor categories defined in Section B.4. Can others established rates, such as CIOSP3, also be presented? Yes, please provide supporting documentation to support those rates as well.

47. As a GSA schedule holder and sub to a prime for the SAMHSA IDIQ, it is our understanding that we cannot use our GSA rates as the sub since we are essentially offering the GSA rates to the “Commercial” prime vs. directly to the “government” directly. Under the GSA provisions, a vendor cannot offer a non-government entity the same rates as they negotiated w/GSA. Is that SAMHSA’s understanding as well? GSA rates are only used to help establish the reasonableness of the rates proposed by the Prime or Subcontractor. So while a Prime or Sub can propose its “GSA rates,” those rates will become SAMHSA IDIQ contract rates if/when an award is made.

48. Would the government consider providing historical pricing data? For example, GSA has done this on several IDIQs. Even if the information was anonymized or presented as high, low, mean & median it would be useful to vendors. The Government might consider this under RFTOPs in the future.

49. You have indicated that offerors can propose GSA rates and/or fixed price in the IDIQ. Will you be awarding RFTOP to offerors using GSA rates? Are the instruction in section B regarding indirect costs then irrelevant? If an offeror doesn’t have unburdened rates and an indirect rate agreement and only has GSA Rates then yes we will be using the GSA rates.

50. If you have accepted fully loaded GSA rates do you need to submit supporting documents?

SAMHSA will need supporting documentation for the fully loaded GSA rates.

51. Since GSA rates are awarded as “commercial” rates without cost breakout, how do you provide the breakout required? SAMHSA will use your GSA labor rates loaded and then for ODC costs the offeror or awardee would need to provide a breakout of ODCs.

52. For Business Proposals – Slide 37 – You mention need for an Indirect Rate Proposal. How will this work if companies provide GSA Rates? By definition those GSA rates are Commercial items and therefore Indirect and Overhead rate requests would not be appropriate per FAR. Please clarify again whether Indirect/Overhead are only for those not submitting GSA Rates? For those offeror providing their GSA rates (which are loaded) you don’t need to provide indirect agreements but supporting documentation for your GSA rates. Those that are not using GSA rates should show their labor rates, indirects and indirect rate agreement.

53. Can SAMHSA provide guidance within each domain scenario related to whether and which tasks within domain scenarios run concurrently and those that are consecutive from other tasks?

54. Reference: Section B.8, Contract Task Orders, Page 7. The solicitation states, “The period of performance of a Task Order may extend past the IDIQ contract’s expiration date.” May the Government please clarify how long past the IDIQ contract’s expiration date the period of performance may extend (e.g. 12 months, 24 months, 60 months)? SAMHSA is permitted to award a task order in the last year of the SAMHSA IDIQ contract, so depending on the period of performance depends on the length.

55. Reference: Special Notice, Attachment 1, 2017 SAMHSA IDIQ Domain Descriptions. The domain descriptions provided with the Special Notice dated May 19, 2016 included a domain description for the Medical Clinical Practice Improvement Projects. How does the Government anticipate procuring the services previously identified in this domain? That work was duplicated in other parts of the other Domains. Or the work can be procured for not using the SAMHSA IDIQ.

56. Is HHS looking for contractors with specific domain knowledge in the SAMHSA field? SAMHSA is looking for qualified contractors under those areas (domains) of expertise – these are the areas in which covers majority of SAMHSA’s work.

57. Do with whether we needed to provide sample reports or documents or address our technique for doing so. In Domain I, there are several times that reports of a number of pages are mentioned in the detail scenario. Can you provide guidance? You do not need to provide sample reports or documents. Instead in the technical proposal demonstrate as you stated the capability or approach.

58. In order to lessen the burden on offerors (including our small business partners) and reviewers, can SAMHSA please confirm that the scenarios should be proposed in the technical proposal only and are not required to be separately priced in the business proposals? Correct, offerors are NOT to provide a separately priced business proposal.

59. Business Proposal Data requires the following information be provided: Not for the SAMHSA IDIQ these will be for the RFTOPs

• Detailed breakdown of estimated costs for each year

• A completed Summary of Costs and Hours Spreadsheet (Attachment 16) which is not provided

• A completed IT Total Estimate Cost Sheet Form (Attachment 15) which is not provided

a. Does the Business Proposal Data section refer to pricing the scenarios for each domain, and if so, can the required attachments be provided? N/A

b. In the NOTE (in bold) at the end of the Direct Labor section on Page 80, the offerors shall propose labor categories and their average labor hour costs specific to the proposed domain. The initial paragraph under that section appears to be referencing individual named personnel, including their specific salary and hours. Are these for the scenario pricing only? What details are required for the rates for labor categories in Section B.4? This is for the scenario and overall SAMHSA IDIQ – list those first for the scenario. However we don’t want a business proposal pricing out the scenario.

c. Should the cost proposal have a section that addresses the IDIQ response and another for the scenario response or should these somehow be combined? No

60. Please confirm that travel, materials and ODCs are not required at this time, and that the only cost elements required are at the labor rate build-up level for both the prime and the sub(s).

correct

61. The .zip file containing the RFP and attachments included 2 similar documents: Attachment 1:

“2017 SAMHSA IDIQ DOMAIN DESCRIPTIONS- with scenario” and “48632017_SAMHSA_IDIQ_Domain_Descriptions_final_5-18-2016_(2)”, also labeled Attachment 1 in the footer. Please confirm that Attachment 1: “2017 SAMHSA IDIQ DOMAIN DESCRIPTIONS- with scenario” is the correct file to use. Correct

62. Currently, the HHS Salary Cap is listed as “January 10, 2016 through September 30, 2016 (Executive Level II), $185,100”. As it appears as though the Cap has not been set for 2017, please confirm if the current $185,100 should be proposed as the salary cap, or if there is a more current and appropriate number to use. If the Executive Level II has not been set for FY 2017, then you can use the rate stated. Noting that each year the rate changes and salaries cannot go over the established rate at that time.

63. Paragraph H.2.B states, “The contractor will receive a small base fee and will be eligible for an award fee, which will be tied to the achievement of the performance objectives and targets specified.” Could the Government define “Small Base Fee”? That determination is made on the Task Order level historically it is 3% or 4%.

64. Paragraph B.7 of the RFP states, “Travel expenses will be paid on a cost reimbursable basis. For the purpose of evaluation, travel expenses will be considered equal for all Offerors and will not be calculated in evaluating pricing proposals for contract award.” However, L.2.C.1 states, “The business proposal must contain sufficient information to allow the Government to perform a basic analysis of the proposed cost or price. This information should include the amount of the basic elements of the proposed cost or price. These elements should include…travel.”

Furthermore, L.2.C.2 states, “Cost Breakdowns should be provided for the cost elements below,” which includes “Travel: The amount proposed for travel should be supported with a breakdown which includes purpose, destination, duration and estimated cost….” Would the Government consider providing a plug number or forgo requiring pricing for travel since it will not be calculated in evaluating pricing proposals for contract award? As stated previously, the offerors are NOT providing business proposals based on the scenarios and in the business proposals there are NO ODC costs.

65. The Business Proposal instructions in paragraph L.2.C.2 state “All Offerors are required to submit as part of their Business Proposal under the RFTOP’s a completed ‘Summary of Cost and Hour Spreadsheet’(See Attachment 16) filled out with the estimated cost by year for the Core and Optional Task work, if any.” Then it goes on to state, “As appropriate, cost breakdowns should be provided for the cost elements below,” which are as follows: Direct Labor, Supplies and Equipment, Travel, Consultants and Letters of Commitment, Subcontracts, Other Direct Costs, Indirect Costs, IT Costs (with a reference to Attachment 15), Property, Royalties, Financial Capacity, Representations and Certifications, Commitments, Performance Capability, Proposal from Subcontractor or Other Collaborative Partners, and Section 508. With the references to two attachments, Attachment 16 and Attachment 15, that have not been provided and the statement that the Attachment 16 is to be provided as part of the Business Proposal under RFTOPs, it appears that L.2.C has a mixture of requirements for the IDIQ level and the RFTOP level. Presumably the RFTOP-level Business Proposal requirements are provided for informational purposes. In order to ensure all Offerors are able to understand what is required for the IDIQ-level Business Proposal, can the Government specify what is required in the IDIQ Business Proposal at this time? Attachment #15& #16 is NOT required for the SAMHSA IDIQ but will be required under the RFTOP’s for the Task Order awards.

66. Reference: Section L, item 2) Business Proposal Data: A cover sheet must be completed and submitted together with a detailed breakdown of estimated costs for each year. The offeror should furnish a breakdown by cost element as indicated below. In addition, a cover sheet and cost breakdown should be furnished for contract summary total amounts. ALL OFFERORS are required to submit as part of their Business Proposal under the RFTOP’s a completed “Summary of Costs and Hours Spreadsheet” (See Attachment 16) filled out with the estimated costs by year for the CORE and Optional Task work, if any. In addition, the breakdown of the hours for the PRIME and any subcontractor needs to be provided by CORE and Optional Tasks by each year.

As appropriate, cost breakdowns should be provided for the cost elements below. See Attachment 14, Breakdown of Proposed Estimated Cost and Labor Hours, for example. PRIME and Subcontractors MUST round their proposals to the nearest dollar in their submission under the RFTOPs. This is to be provided on the Summary of Costs and Hours Spreadsheet and in the Business Proposal. Do not propose any cents. This has cause incorrect rounding assumption for awards.

67. The Solicitation indicates in numerous places that “The base-fee and award-fee will be negotiated on the first Task Order awarded and apply to each Task Order thereafter.”, while Attachment 14 indicates that we are to propose both a Base Fee and an Award Fee at this time.

Please confirm that we are to propose both Base and Award Fees now and that those amounts may be subject to negotiation. The Offerors do not need to propose any base or award fee at this time.

68. Based on the data required in Attachment 14 (Breakdown of Proposed Estimated Cost), it appears the Government expects Offerors to use data from the Domain scenarios in Attachment 1 to populate the table. Is this statement is correct? If this statement is incorrect, please explain how Offerors are supposed to determine the total hours, and costs for direct labor, reproduction, telephone, supplies, subcontracts, consultants, travel, and ODCs? For the scenarios, offerors are preparing a staff loading chart and they are providing information on the staff, however offerors are NOT providing a business proposal on the scenario. Therefore, there are not costs for the above mentioned ODC’s.

69. Attachment 9: eCPS instructions indicate that the budget should be in the exact format provided in the eCPS Excel workbook. Could you please clarify if bidders should use this spreadsheet or Attachment 14? Offerors can provide their own spreadsheet in the format of Attachment 14 to include labor categories, rates, fringe benefits, overhead, indirects and g&a for each year.

70. Page 48 of the pre-proposal conference slide presentation instructs that offerors should utilize Attachment 14 (Breakdown of Proposed Estimated Costs and Labor Hours) for the IDIQ submission. Should offerors revise this spreadsheet to include all of the proposed labor categories and rates for primes and subcontractors? This spreadsheet can be revised to reflect that, however many subcontractors are having issues providing their organization information.

Taking that into consideration, the Prime can provide their detailed information and they can list the subs labor categories. The subcontractors will need to provide their own detail information.

71. Please confirm that budgets are not required for the scenarios. If so, does this mean we should not complete attachment 14. The offerors will be providing their labor categories, rates, and indirects.

72. In the conference power point on page 37, you state that ODCs are not allowed, does this mean that we should not include costs for subcontractors and consultants in attachment 14? No, on the presentation page 37 is mentions consultants so that is not required but you will need to provide your subcontractors.

73. In L.2.C.2.A of the RFP, the Government has requested that Offerors provide the Direct Labor hours. Without workload data or information pertaining to the number of FTE required, Offerors cannot determine the number of hours required for each labor category unless the Government intends for Offerors to determine hours for the tasks in the Attachment 1 scenarios. Please confirm that the Government expects Offerors to provide this information for the scenarios in Attachment 1. The offeror is to determine the staff loading chart for the scenario in the domain. The staff loading should reflect the hours.

74. In L.2.C.2.B of the RFP, the Government has requested that Offerors provide cost for supplies and equipment. Please confirm that the Government expects Offerors to provide supply and equipment costs only as they apply to the scenarios in Attachment 1. These costs are NOT required.

75. The Government has requested the proposed amount for travel in L.2.C.2.C If the requirement to provide costs for travel is applicable to the scenarios in attachment 1, will the Government revise the scenarios to include destination and duration of each trip? Travel costs are NOT required.

76. Without knowing the level of effort, it is impossible to determine the number of days Consultants will be required. Would the Government consider revising L.2.C.2.D to delete the requirement for number of days unless this is applicable to the scenarios in attachment 1? The offerors are proposing their level of effort for their domain scenario, so you could assume consultants. However consultant costs are NOT required.

77. In paragraph L.2.C.2.F of the RFP, the Government has required proposed costs for Other Direct Costs. Please confirm this is a requirement at the RFTOP level and not a requirement for the IDIQ Business Proposal volume? ODC costs are NOT required for this RFP but will be required for the Task Order RFTOP.

78. In paragraph L.2.C.8 of the RFP, the Government stated, “The offeror should provide acceptable evidence of his/her ‘ability to obtain’ equipment, facilities, and personnel necessary to perform the requirements of this project.” Will the Government please state what documents would be considered acceptable evidence? The Offeror needs to articulate and demonstrate the equipment, facilities and personnel.

79. Page 79 section 1.– “plus the number of copies requested in the Attachment 9” We don’t see a number of copies listed in Attachment 9? Please clarify. This is an error since it is being sent in electronically.

80. RFP pg. 77: Do we use the domain scenarios to estimate the hours and task to prepare the person loading charts? Yes

81. Pg 5, B4 Labor categories proposed states actual labor rates are needed with “supporting payroll documentation”. Are you requesting a report from our computer system verifying the current labor rates or a report verifying the labor rates are appropriate similar to salary.com? A report from your computer system.

82. Please confirm that all labor categories with an asterisk are required to be bid for all domains.

For example, is a Senior Economist required for Domain 5 (Training & TA), or can the offeror determine which key and overall labor categories are relevant for each domain? The offeror determines which positions for their domain they are proposing.

83. Will Small Businesses have the opportunity to bid on all Task Orders? Since SAMHSA issues majority of the projects to Small Businesses or ALL Businesses, Yes.

84. Will there be Task Orders designated for Small Businesses only and if yes, how will that be determined? Yes, they will be determined by SAMHSA reviewing the SOW.

85. Regarding the actual set aside procedure for RFTOPs that will be awarded under either Small Business or sub-small business category, A) How will SAMHSA determine which RFTOPs will be set aside for small businesses under Domains I-V, particularly given there may be some awards that are competed as both Large and Small opportunities? We review the requirements to determine how we will procure it. B) How will SAMHSA determine which RFTOPs will be set aside for the small business sub categories under Domain VI? The scope of work will determine if this project is issued under Domain VI – under that domain all sub categories will compete.

86. For Domain VI, will RFTOPs be competed among ALL Domain VI contract holders (i.e., all 8(a), SDVOSBs and EDWOSBs) OR Domain VI 8(a), Domain VI EDWOSB, and Domain VI SDVOSB? Yes

87. Regarding H.14: Small Business Administration updated this ruling effective 6/30/16 to state that similarly situated first-tier subcontractors that are small businesses count toward the 50% performance requirement, which is now calculated using the total contract value. Please confirm this updated ruling applies to this solicitation. As mentioned at the pre proposal conference and stated in the slides – until HHS receives a FAR Deviation we will still calculate the old way. Once the FAR deviation is received we will then calculate as mentioned above.

88. Referencing Section H.14. FAR 52.219, Limitations on Subcontracting, will all, most or any of the RFTOPs issued under this IDIQ be set-asides for Small Businesses that must adhere to the requirement that at least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern? Yes

89. Please confirm that the government will accept a third party assessment of our system and methodology for developing and tracking indirect rates. As a small business we have not had to obtain a rate agreement and no cognizant contracting officer has been assigned to us. If you have rates that have not been established by a cognizant audit agency, we will put a ceiling on them at the time of award. Within 180 days after being awarded your first Task Order you will be assigned a cognizant audit agency.

90. Can the government clarify that an offeror must declare their small disadvantaged business type upon submittal or can the offeror submit as multiple small business disadvantage types? The offeror should state their disadvantaged status if they have multiple.

91. Evaluation Criteria The evaluation criteria is listed in two places within the RFTOP -- (1) Page 75 of 109 and (2) within the domain specific evaluation criteria starting on page 90 of 109. The text in each of these two evaluation criteria sections do not match. Which should be considered when responding to the RFTOP? Clarification the RFTOP is what will be issued for Task Order awards. This is the SAMHSA IDIQ so in the RFP please focus on Section M and respond to those criteria for the Domains you will be proposing on.

92. Other Personnel listed in the Domain specific evaluation criteria requires that we identify junior staff for inclusion on the domain team. Usually junior personnel are defined by the pay grade of the staff person. Is this what is meant by “junior staff”? However, at the top of page 6 of 109 of the RFTOP it says the “junior” staff is defined as those with less than 3 years of experience. This is not consistent with the general definition used regarding “junior staff”. While we might agree that Junior and Senior are related to pay grade, we wanted to provide all offerors with a years’ experience for consistency.

93. Management. Within the management section of each domain, item c states “The offer shall provide a staff loading chart, delineated by labor category and tasks in the sample scenario/task order.” This is confusing since the discussion of the scenario is covered under the Technical Approach section of the proposal. Is the intention that the staff loading chart be presented BEFORE the technical approach to the scenario is presented? That is correct, since Management is Criteria #2 and Technical Approach is Criteria #3.

94. Technical Approach. Within the technical approach evaluation criteria, the scenario/sample task order is highlighted. Does this chapter need to address as if we are responding to the task order and all aspects of the highlighted portion for each of the scenarios needs to be addressed by our proposal? Or can we provide our Team’s general approach to the tasks and highlight 1 or more aspects of the scenario within each task? The offerors should be addressing all aspects of the scenario.

95. Management. In the evaluation criteria for the management section it states “The offer shall provide a staff loading chart, delineated by labor category and tasks in the sample scenario/task order.” Please confirm that sample scenario and task order are synonymous. correct

96. Management. Please confirm that the staff loading chart is only required for the sample scenario/task order. The staff loading chart should have 2 parts – the first is responding to the scenario and then the second is addressing the overall SAMHSA IDIQ.

97. personnel chapter, management, and facilities-equipment chapter are described at the domain/master level, and the technical approach chapter is written about the scenario/sample task? Yes but the personnel and management sections should ensure that they also describe those things related to the scenario/sample task order.

98. And, there is no corporate qualifications chapter at any level? Not separated out – there is management, facilities & equipment but not corporate qualifications

99. Some of the labor categories labeled as Key on pages 91-92 in Section M do not correspond to any of the labor categories listed in Section B.4 (p.5). Could SAMHSA clarify what is required of offerors? Do offerors need to propose these as new labor categories and provide descriptions?

Do offerors need to propose specific staff (and provide resumes, blurbs and payroll documentation) for these categories in addition to the key categories in Section B.4, which the solicitation requires be included in each Domain? Section B is going to be amended to include those in Section M.

100. Does the key labor category ‘Program Manager’ listed for each Domain in Section M correspond to the ‘Project Manager’ labor category in Section B.4 (p.5)? If it is different than the Project Manager role, can you provide an explanation of what comprises the Program Manager?

For the purpose of the SAMHSA IDIQ they will be considered the same. If in the future SAMHSA has a task order that requires both positions we will state so.

101. Please confirm or clarify that for direct labor rates, SAMHSA wishes to evaluate both individual-level rates for proposed staff and average per-category rates based on the average rate across proposed staff for that category/domain. Yes

102. Page 80 of the RFP specifies that for Direct Labor, “a labor rate for all the labor categories listed in ‘Section B.4 Labor Categories’ should be provided in a spreadsheet format (Excel preferred) if the offeror determines those position are appropriate for their proposed Domain.” If a staff member is not specifically mentioned in the scenario response in the Technical Proposal but is referred to as potential staff for future RFTOPs, should we still calculate and show a labor rate for that staff member in the budget? Yes please.

103. How does SAMHSA advise we handle staff availability/commitment of proposed personnel at this time without specific task orders? For the scenario under the Domain please reflect a staff loading chart and commitment for the scenario. In addition reflect the other staffs that are not associated with the scenario but are being shown for their availability under the SAMHSA IDIQ. Understanding that this is difficult since there are any specific task orders.

104. RFP pg. 12: Regarding Section 2. SAMHSA DIVISION OF TECHNOLOGY MANAGEMENT (DTM) STANDARDS we have two questions: 1) Will all applications be required to be hosted within the SAMHSA AWS GovCloud? 2) Will the contractor be permitted to host databases and datasets for analysis under domain 2 within their secure IT environment? The intent is that everything would be hosted on a SAMHSA site to include databases and datasets.

105. RFP pg. 12: Regarding Section 3. Information Technology (IT) PLAN we have two questions: 1) Is there a template for the IT Plan? 2) Is the IT plan required for hosted components within the SAMHSA AWS GovCloud only, or for all IT system components of the contractor? DTM doesn’t provide a template it is up to the contractors to create. The IT Plan will is a plan for all system components.

106. RFP pg. 14: Regarding Section E. Information System Security requirements: Is the Assessment & Authorization (A&A) and ATO package required upon award of the IDIQ or upon award of a specific Task Order? This will be required for each specific Task Order

107. Page 13 of the RFP requires that the contractor contact SAMHSA Security through the COR to initiate an Authorization and Accreditation of the offerors system used to support this contract. Further not data or work can be performed until this process has been completed. Will SAMHSA provide the auditors to perform this work? SAMHSA DTM will work with the awardees if this is needed on a RFTOP. Will the awardees need to acquire a 3rd party? If so, is there a list of preferred vendors? 3rd party is not necessary. How long does SAMHSA anticipate the process to take? This is a case by case issue.

108. Page 15 of the RFP states that the system must use a three-tier architecture.

Clarification is needed as to what level of physical separation in desired, or have an example provided. SAMHSA DTM will work with the awardees if this is needed on a RFTOP.

109. Page 13 of the RFP notes the submission of a Privacy Impact Assessment 30 days after award. Is this requirement applicable for any domain won, or specific to a select number?

SAMHSA DTM will work with the awardees if this is needed on a RFTOP.

110. Page 13 of the RFP notes that the contractor must create and publish a System of Record Notice in the Federal Register. There is no period attached to this requirement. Further, to my understanding, a corporation cannot officially publish in the register. How should a company fulfill this requirement if awarded the contract? Again, this is a requirement of DTM and they will work with the awardees if this is needed on a RFTOP.

111. Please confirm if IT plans and IT worksheets/justifications/approaches are required at this time, or only at the task order level. These will be required for the Task Orders.

112. For subcontractors that will likely performance under a major subcontract in future, in addition to past performance information about specific projects, do they also need to issue client letters? Yes

113. Please clarify the guidance for how to determine whether subcontractors are major/minor. Does the $700K subcontract threshold refer to total, multi-year subcontracts anticipated for future RFTOPs? Or annual total for future RFTOP subcontracts? This is difficult to determine since there are no costs associated to the scenario. So incorporate all subcontracts that you are going to team with. The SBSP will be required at the RFTOP level.

114. What supporting information is needed for any subcontractor who may not be used on these sample task orders that are part of this IDIQ RFP, but are still a member of the submitting team? Subcontractor’s will be require to provide their labor categories, labor rates, indirects and payroll documentation.

115. Is the threshold of $700,000 for each subcontractor by task order or something else? By Task Order. But you also are reporting in eSRS at the SAMHSA IDIQ Contract level.

116. Page 81 of the RFP states “If the Subcontractor requires the submission of a Sealed Proposals, they MUST be submitted with the PRIME submission.” What is the process for submitting a sealed bid electronically? SAMHSA is modifying this after the concerns raised – see the instructions in the Amendment, the Prime must use the Sealed Proposal Package cover sheet .

117. Solicitation, page 91, Paragraph M.5 states: “Past Performance will be evaluated on all offerors in the competitive range.” Again, in Solicitation, page 91, Paragraph M.6.a (which is incorrectly numbered and should be Paragraph M.6.b) it is stated: “The Contracting Officer/Specialist will, in concert with program staff, decide which proposals are in the competitive range. Oral or written discussions will be conducted with all offerors in the competitive range”. (emphasis added). However, at another point in the solicitation it is stated that it is the Government’s intent to award without discussions (see Solicitation, page 88, Paragraph L.2.c.13). Please clarify whether the Government intends to conduct discussions or not. This will determine if there is a need to have discussions with the offerors.

118. Solicitation, page 91, Paragraph M.5 states: “Past Performance will be evaluated on all offerors in the competitive range.” However, the heading at the top of the same page indicates that past performance will be reviewed only after a determination of technical acceptability.

Please clarify at what point the past performance results will be considered. Past Performance is done on those that are technical acceptable and are in the competitive range. Past Performance is done by the Federal staff not the technical review committee. Past Performance will be rated as pass/fail.

119. Under Past Performance Information, item 11a (Page 83 of 109) states, “A list of the last three (3) contracts and subcontracts completed during the past THREE (3) years and ALL CONTRACTS currently in process that are similar in nature to the solicitation work scope. Would the Government allow both fully completed contracts and contracts with at least a completed base year to apply within the category of the last three contracts completed during the past three years? The Prime and each Sub should submit 3 past performance evaluations or cpars evaluations. Yes you can submit for a contract that the base year is completed that would be a contract currently in process.

120. Past Performance Information c) Subcontracts (page 84): The RFP states “the offeror should also submit comparable information on all subcontractors that the offeror proposes to perform a major subcontract under this effort.” Could you please explain what you are referring to as “comparable information”? Is this asking for proposed subcontractors to submit a list of similar contracts and/or client evaluation forms? Does this apply to small business subcontractors as well? Yes the subcontractor should get the forms completed and yes this also applies to small businesses.

121. RFP pg. 84 Section b): We want to clarify from the presentation on 11/2/16 that Attachments 12 and 13 are not required for any referenced experience evaluated in CPARS. If this is correct, will SAMHSA check CPARS, or do we need to submit a copy of the CPARS evaluation? If the PRIME or subs are using CPARS then you need to submit a copy of the CPARS evaluation. If you are using the CPARS evaluation then you don’t need to use attachments 12 or 13.

122. On page 84 of the RFP in Section L.2.c.11), SAMHSA asks offerors to send Attachment 13 Contractor Performance Information to each reference identified. In lieu of offerors asking client references to complete Attachment 13, would SAMHSA accept a completed CPAR evaluation within the last 3 years for references identified by the offeror? Yes, SAMHSA will accept CPARS evaluations.

123. Attachment 12 calls for offerors to request references to mail Attachment 13 to SAMHSA. Would SAMHSA accept an electronic copy of Attachment 13 from past performance references identified by the offeror by the specified RFP deadline and e-mailed from the reference to Lynn Tantardini at Lynn.Tantardini@samhsa.hhs.gov? They can be sent in electronically to SAMHSAContracts@samhsa.hhs.gov

124. For past performance, if a single project is used as a reference for multiple domains or for both prime and sub roles (e.g., one project submitted as a past performance reference for Domains 1 and 2 for a company’s prime proposals and for Domain 1 for that same company’s role as a sub on another company’s prime proposal), should we have the client fill out a contractor performance information form for each of those proposal submissions (in the above example, there would be three separate forms)? If so, should we identify within the contractor performance form which domain and role the form is related to? An offeror can use 1 evaluation form for multiple domains. Please identify the domain(s) and role.

125. Page 84 of the RFP indicates that client references are required to submit…