8-7-18_6421736_SYNOPSIS_QA_Proposal_Processing_Support_Services_Requirement_Submission_1403.xlsx
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- Solicitation number
- 6421736
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Q&A for Synopsis 6421736 Proposal Processing Support Services 1403
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Sheet1
| Q&A Submission for Broadband Proposal Processing Support Services Requirement | comments: | |
| 1 | USDA/RUS Statement: "Development and execution of agreed upon process and |
procedures necessary for management of all loan and grant awardees (Starting at contract award)
| during the agreed upon time frames." Question: What application(s) will serve as the archival and retrieval repository for grants and loans applications? | Functional Area -Administration and Award Monitoring (pg 4 of 17) | We are currently standing up new application intake and review systems on a Salesforce ® platform. All data will reside on this platform. The projected go live date for the application system is 1/18/2019 and for the review system 3/1/18. |
| 2 | USDA/RUS Statement: "Development and execution of agreed upon process and |
procedures necessary for management of all loan and grant awardees (Starting at contract award)
| during the agreed upon time frames." Question: Is there an established web portal to serve the public for electronic completion and submission of applications? | Functional Area- Administration and Award Monitoring (pg 4 of 17) | We have developed a new website for the public. There will be links on this website that will take an applicant to the webpage to complete their application. The website is not currently available. |
| 3 | USDA/RUS Statement: "Development and execution of agreed upon process and |
procedures necessary for management of all loan and grant awardees (Starting at contract award)
| during the agreed upon time frames." Question: Will USDA/RD provide a web administrator to manage this process? | Functional Area- Administration and Award Monitoring (pg 4 of 17) | RD will have oversight over the process that the vendor develops. RD will manage the public website. |
| 4 | USDA/RUS Statement: "Development and execution of agreed upon process and |
procedures necessary for management of all loan and grant awardees (Starting at contract award)
| during the agreed upon time frames." Question: Will the contractor provide IT/technical support to GFE computers, systems and applications related to the program? | Functional Area- Administration and Award Monitoring (pg 4 of 17) | The Government will be responsible for GFE, all upgrades and maintenance. |
| 5 | USDA/RUS Statement: "The contactor shall assist in the identification, development and execution of reports that |
show all necessary data (e.g., funding location(s), technology(s) deployed, coverage achieved) to allow the program to manage, monitor and inform applicants and awardees (As well as other internal and external stakeholders) and to visually highlight the impacts of funding improving broadband
| infrastructure deployments." Question: Are there current applications? If not, what will be the designated software application used to monitor reports? | Functional Areas- Reporting (pg 4 of 17) | There are no current applications developed for this program. Contractor will work will RD to identify the best way to develop reports. Salesforce ® has reporting tools embedded in the platform. RD Uses Tableau ® and OBIEE software. | ||
| 6 | USDA/RUS Statement: "The contactor shall develop and execute an agreed upon program management plan that includes all items necessary to execute this order, including, but not limited to: a master schedule of multiple tasks and Labor Mix required to address all aspects of this SOO, a Quality Assurance Surveillance Plan (QASP) that monitors quality assurance throughout the life of the contract ensuring that scheduled requirements are met or exceeded to support aggressive deployment schedules, meetings as necessary to assure the successful delivery under the contract, and a detailed work plan that addresses all requirements set forth in this SOO." Question: Will the contractor have full MS Office Suite loaded on GFE laptop including MS Project and MS Visio? | Functional Areas Management and Administration (pg 4 & 5 of 17) | Contractor will have full MS Office Suite loaded including Visio ® and MS Project. | |
| 7 | USDA/RUS Statement: "Support in the development of a consistent application acceptance, review, award and post award monitoring process for the multiple rounds of funding, including a standardized evaluation methodology and criteria." Question: How will the approval process be established? | Functional Area 1.3: Application Processing Development and Execution (pg 5 of 17) | The approval process is embedded in the review module that is under development. Contractor will be expected to identify the most efficient way to execute this process but will be guided by the workflows in the review module. | |
| 8 | USDA/RUS Statement: "Support in the development of a consistent application acceptance, review, award and post award monitoring process for the multiple rounds of funding, including a standardized evaluation methodology and criteria." Question: Is the approval process already in place? If yes, will the contractor be allowed to integrate its version of the review process, or will the contractor be responsible for establishing the approval process with the Government as approver? | Functional Area 1.3: Application Processing Development and Execution (pg 5 of 17) | The approval process is embedded in the review module that is under development. Contractor will be expected to identify the most efficient way to execute this process but will be guided by the workflows in the review module. | |
| 9 | USDA/RUS Statement: "Support all aspects of the application review process for the application submissions. Government will provide on-line review system." Question: Is it expected that staff from USDA will make the final funding decisions based on recommendations from the contractor? | Functional Area 1.4: Application Processing Development and Execution (pg 5 of 17) | Yes, USDA will make final funding decisions based on contractor recommendations. USDA will also provide oversight during the entire process. | |
| 10 | USDA/RUS Statement: "Support all aspects of the application review process for the application submissions. Government will provide on-line review system." Question: Point of Clarification - Does "award" mean the actual issuance of the grant award including pre-award fiscal assessments and responsibility to any requested grant modifications as needed?. | Functional Area 1.4: Application Processing Development and Execution (pg 5 of 17) | Award means the actual approval of an application that meets all requirements and the acceptance of the terms and conditions of the award by the applicant. | |
| 11 | USDA/RUS Statement:" Support all aspects of the application review process for the application submissions. Government will provide on-line review system." Question: Will the USDA provide an on-line review system? If yes, will the USDA staff be responsible for managing this aspect? If not, can the contractor perform these duties at a remote site? | Functional Area 1.4: Application Processing Development and Execution: (pg 5 of 17) | USDA will provide an on-line review system. USDA will provide oversite of the review process but it will be the contractor's responsibility to manage their staff during the review process. USDA will work with the vendor on performing duties from a remote site. Reveiw of the applications will need to be performed on a USDA laptop. | |
| 12 | USDA/RUS Statement: "Support all aspects of the application review process for the application submissions. Government will provide on-line review system." Question: Will the government or the contractor maintain the on-line review system? What are the applications that make up the on-line review system? | Functional Area 1.4: Application Processing Development and Execution: (pg 5 of 17) | We are currently standing up new application intake and review systems on a Salesforce ® platform. USDA will be responsible for maintaining the system. | |
| 13 | USDA/RUS Statement: "Utilize existing RD systems for coordinating, tracking, and monitoring progress of the applicant | |||
| submissions with the “Dashboard”. Question: What application(s) should the contractor expect to use in the existing RD system? | Functional Area 1.5: Application Processing Development and Execution (pg 5 of 17) | USDA will work with contractor to determine best approach. The Salesforce ® platform has reporting capabilities and RD uses Tableau ® and OBIEE. | ||
| 14 | USDA/RUS Statement: "Support the Environmental Compliance Specialists in the review of applications for environmental and historical compliance." Question: Will the Environmental Compliance Specialists staff be USDA Staff or contractor Staff? | Functional Area 1.7: Application Processing Development and Execution (pg 6 of 17) | The Environment specialist positon will be filled with contractor personnel. | |
| 15 | USDA/RUS Statement: "Develop a workflow process and loan and grant document tracking process that utilizes RD’s loan and grant applications systems as part of the tracking process. These systems allow for the data capture of all recipients, points of contact, project descriptions, approval dates, and progress reports." Question: What is the name of the system and/or application(s) that provide support to the RD loan and grants applications system? | Functional Area 2.1: Administration and Process Monitoring (pg 6 of 17) | We are currently standing up new application intake and review systems on a Salesforce ® platform. | |
| 16 | USDA/RUS Statement: "Develop a workflow process and loan and grant document tracking process that utilizes RD’s loan and grant applications systems as part of the tracking process. These systems allow for the data capture of all recipients, points of contact, project descriptions, approval dates, and progress reports." Question: Will RD provide technical support to administer the systems or will the contractor provide the technical support? | Functional Area 2.1: Administration and Process Monitoring (pg 6 of 17) | RD will provide the technical support for the the online application and review system. | |
| 17 | USDA/RUS Statement: "Maintain central system repository for all correspondence and communication with the applicants utilizing RD and contractor approved tracking information collection process." Question: What is the name of the application that will serve as RD central repository system? Does this system offer collaboration capabilities? | Functional Area 2.2. Administration and Process Monitoring: (pg 6 of 17) | Contractor will develop and maintain central repository of all reports, correspondence and presentations and turn over digital archive to RD at the end of the contract | |
| 18 | USDA/RUS Statement: "Assist in developing project monitoring guidance and policies." Question: Please confirm that this will include risk assessments, virtual and in-person site visit tools and post monitoring communications. | Functional Area 2.4. Administration and Process Monitoring: (pg 6 of 17) | This final phase process will include coordination on the risk assessment, virtual and in-person site visits and post award monitoring. | |
| 19 | USDA/RUS Statement: "Maintain central system repository for all correspondence and communication with the applicants utilizing RD and contractor approved tracking information collection process." Question: What are the existing applications that provide reporting, real-time dashboard services and features? | Functional Area 3.2: Reporting (pg 6 of 17) | The Salesforce ® platform has reporting capabilities and RD uses Tableau and OBIEE. | |
| 20 | USDA/RUS Statement: "Provide Legal assistance advice and support for the award process and on program issues." Question: Is it a requirement that the contractor have an attorney on staff and/or on site to provide legal assistance advice and support for the award process and on program issues? | Functional Area 4.10. Management and Administration (pg 7 of 17) | Contractor should have access to an attorney as needed. The Attorney would not be required to be located on-site. | |
| 21 | In the SOO the table formatting has omitted some text from various cells. The following cells are incomplete: |
-Row 2- Functional Area 4, Column Deliverable -Row 3-Functional Area 1 and 2, Column Deliverable, Objective, and Due -Row 4-Column Reference, Deliverable, Objective, Delivery Format, and Due -Row 5- Functional Area 3-Column Delivery Format
| Can you please widen the respective columns so that we can read all of the details in the table? | Table -Proposed Tasks and Deliverables (pg 8 & 10 of 17) | The solicitation, when released, will be corrected and widened to provide the required data. | ||
| 22 | USDA/RUS Statement: "The contractor will provide administrative support including, but not limited to, the development, administering and execution of application processing procedures, scoring and reviewing of applications, making recommendations for awards, and post - award monitoring and reporting requirements, in compliance with guidance issued by RUS." Question: is it USDA's expectation that the contractor's broadband consultant will interact regularly with the successful bidder of the Technical Broadband contract? If so, what is the primary separation of duties under each contract? | Purpose statement (pg 3 of 17) | Processing and review contractor will need to coordinate with the TA contractor. Processing/review contractor will have overall responsibility for reviewing applications and making recommendations to USDA. TA contractor will perform certain field activities such as broadband availability findings and on-site monitoring or awards that will then be provided to review/processing vendors. In addition, TA contractor will also be responsible for outreach. | |
| 23 | USDA/RUS Statement: "Processing with a quick turnaround timeline." Question: What is the expected turn around time for processing from application to approval? | Purpose statement (pg 4 of 17) | Expected turn around time is undetermined at this time and will be dependent on the number of application that are submitted for each product offered. USDA will work with the contractor to develop the most efficient process for reviewing the application. | |
| 24 | USDA/RUS Statement: "Administration and Award Monitoring - Development and execution of agreed upon process and procedures necessary for management of all loan and grant awardees (Starting at contract award) during the agreed upon time frames." Question: Will the Bidders of Broadband projects be required to provide a Bid and/or Performance Bond? If so, to what extent will the contractor be required to engage in the process? | Functional Area 2.4. Administration and Process Monitoring: (pg 4 of 17) | ||
| Applicants to the program will not be required to provide Bid or Performance bonds. The application process is for receiving approval of funding to construct a broadband system. | ||||
| 25 | USDA/RUS Statement: "The contractor shall outline all staff considered Key Personnel and provide the expertise, technical knowledge, staff support and other related resources necessary to perform under this SOO." Question: Are all key Personnel required to be full-time? | Key Personnel (pg 5 of 17) | ||
| USDA will evaluate the contractors staffing plan and work with contractor to make the designated "key personnel" determination. | ||||
| 26 | USDA/RUS Statement: "Creation of a Management Plan that addresses all aspects of this SOO, including, but not limited to: processing of loan and grant applications, subject matter experts for constructing and operating broadband systems, and providing subject matter experts for constructing and operating broadband systems, and providing subject matter experts for any technical review questions that arise during the process." Question: Please explain the level of the contractor's involvement in constructing and/or operating a broadband system? | Functional Area 1.1: Creation of a Management Plan (pg 5 of 17) | The contractor will not be involved in cunstructing or operating the system. | |
| 27 | What is the name of the Federal system(s) used to support the application acceptance and processing requirements and subsequently the evaluation/ scoring of applications? | Functional Area 1: Task 3, 4 and 5 | We are currently standing up new application intake and review systems on a Salesforce ® platform. | |
| 28 | The tasks outlined in “Functional Area 2: Administration and Process Monitoring “on Page 6 of the SOO – references maintaining a central system repository. Please clarify if the system already exists or if the contractor is required to develop the same. | Functional Area 2: Task 2 | The system does not currently exist and the contractor will be required to develop. | |
| 29 | Please summarize all envisioned contractor system development requirements versus Federal platforms available to support the requirements (not captured in Questions 1 and 2 above.) Further, please provide clarification on any Federal IT Standards that the contractor is expected to comply with. | General | Review and processing systems will be developed by USDA. Contractor will develop dashboards and reporting tools. There are no federal IT standards that need to be complied with. | |
| 30 | Is there an expectation that the contractor provide resources (staffing) that are slated to work at the government location - in support of post-award grantee monitoring activities? | General | USDA will work with contractor to make this determination. Contractor will not be required to work at government location however contractor will be required to report to government location as needed. | |
| 31 | What is the targeted date for distribution of the final RFP for the Broadband Pilot Program? | General | Please continue to monitor FBO for further developments. | |
| 32 | Is there a requirement to formally provide a Capability Statement in response to the SOO? | General | No further responses are required for the FBO synopsis | |
| 33 | Will there be a separate solicitation for a contractor to provide "Application Processing Development and Execution," as a functional area? | General | There will be a solicitation for a contractor to process applications and there will be a separate solicitation for a contractor to provide Technical Assistance to potential applicants. | |
| 34 | Can you specify what "Dashboard" reporting tool RD is using? | Top of page 9 | Application intake/review will be on Salesforce ® platform. USDA will work with contractor to determine best method for dashboard development. | |
| 35 | Is there an FTE or total effort estimate that the government is willing to provide | N/A | Government will not be providing a staffing estimate. | |
| 36 | Management and Administration section of the response: COMPANY NAME is a HUB Zone debt collection/law firm (NAICS Codes 561440 & 541110) interested in (1) being a subcontractor for the selected loan provider who makes loans to the broadband provider and (2) we want to assist any bidder on their response to this solicitation so that they include a debt collection component in their response. Can you direct us to any interested bidder(s) that are interested in submitting a management plan for the loan program? | Management and Administration Section | We cannot direct you to any potential contractors that are interested in submitting proposals. | |
| 37 | Under the Special Instructions (Item 14) of the Synopsis: The document says that "the same vendor cannot win both awards (proposal processing and Technical | |||
| Assistance)". Please clarify what this restriction means? Does this mean if we want to be part of the technical assistance solution (i.e. a subcontractor), we cannot be part of the loan application process? | Special Instructions | Details will be provided at the time of solicitation release. |
Mackenzie, Heather - RD, Washington, DC: Mackenzie, Heather - RD, Washington, DC:
Lori or Scott will have to clarify the language and how this can be done. If one contractor wins both how is the "next" best vendor then the winner? This really puts us open for protest.
| 38 | What similar services were acquired recently? (agency, value, award date, etc.) | N/A | This question is not relevant to these solicitations. |
| 39 | Will past performance be a requirement in the RFP? | N/A | Past performance will be a requirement of the RFP. |
| 40 | Does the government require a sources sought response? | N/A | No further responses are required for the FBO synopsis |
| 41 | If so, do we write to the four (4) functional areas? | Scope - Page 5 - 7 | No further responses are required for the FBO synopsis |
| 42 | Will the government provide instructions for submission for the sources sought response? | N/A | No further responses are required for the FBO synopsis |
| 43 | Is there a page limitation or font format for the sources sought response? | N/A | No further responses are required for the FBO synopsis |
| 44 | Is the Government open to using new application tracking system used at other Federal Clients? This helps us avoid time in learning the RUS system | Functional Area 2 | USDA would be open to reviewing the system but cannot commit to using it at this time. |
| 45 | Which portion of the work is the Government expecting to be Firm Fixed Price and which portion is expected to be Time & Material? | Type of Order | All the labor will be fixed price and the travel and ODCs will be T&M. |
| 46 | As part of this contract, please confirm if we are expected to evaluate the broad band applications ? | General | The Administrative contractor will be the proposal processing contractor will be required to evaluate the applications. |
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