SOLICITATION_73351019R0002_504_IDIQ_QUESTIONS_AND_ANSWERS_7.16.2019_kirwin.pdf

SOLICITATION 73351019R0002 504 IDIQ

QUESTIONS AND ANSWERS:

1. QUESTION: Would the SBA consider widening the pool of potential bidders to include all small companies?

ANSWER: Not at this time. The requirement will remain an 8a competitive procurement.

2. QUESTION: Was the incumbent an 8(a) CPA firm?

ANSWER: They are a CPA firm but not 8a.

3. QUESTION: Is the incumbent eligible to bid on the current solicitation?

ANSWER: Not as the prime.

4. QUESTION: What was the term and total value of the prior contract?

ANSWER: It is a base of 12 months and 4 – 12 month Options, with a maximum of $20m and to date obligated amount ix $14,644,428.44.

5. QUESTION: Was the incumbent IDIQ Project Manager a CPA and PMP, or is this a new requirement for the current solicitation?

ANSWER: This is a new role and was not in the incumbent contract.

6. QUESTION: Section 7.0 Government Furnished Property and Services: states that the SBA MAY provide office facilities. If the government does NOT provide office facilities, can we assume that it is OK for the office personnel to work at the Contractor’s office?

ANSWER: YES

7. QUESTION: Is there a Template that has been approved by the SBA for each of the required Report(s), including the Pre-Plans? If not, is it expected that the Contractor gets their Template approved by the SBA for all of the reports?

ANSWER: Yes, there is a Template for each of the reports, including the pre-plans. The contractor is responsible for periodically updating the Templates, as necessary, to reflect changes in SBA Loan Program Requirements (as published in Chapter 13 of the Code of Federal Regulations and SBA’s Loan Processing, Servicing and Liquidation Standard Operating Procedures (SOPs 50 10, 50 55, and 50 57).

8. QUESTION: For Task 4, how long does the SBA have to provide the Contractor with any edits and/or comments? Is there a time limit for this?

ANSWER: It is SBA’s goal to have SMART Full Reports issued to the CDC within 60 business days of the date of the Exit Conference. To facilitate this goal, the Contractor is required to provide SBA with its draft SMART Full Report within 30 days of the exit conference. SBA will typically provide the Contractor with edits and comments within three weeks. Upon receipt of SBA comments and edits, the Contractor is required to provide SBA with an updated report within 10 business days.

9. QUESTION: For the pricing in Task 6 to review 5 loans: For pricing, should we assume that, worst case scenario, we would need to review the entire file, from origination thru servicing? Or are there only particular sections, with say a limit of 2 sections, we’d be required to review? Is there maximum amount of specific areas we’d be reviewing?

ANSWER: For Task 6, Partial Loan File Review, we would not expect the Contractor to review the entire file. For example, the partial file review may be focused on loan origination and loan closing, which would necessitate the review of those two areas or the loan file.

10. QUESTION: For Findings, does one exception make a Finding? Or is this left up to the Contractor’s discretion? Ex: Looking at 30 loans, there is one loan that did not have the proper insurance documented (out of 30 loans) – is this a Finding?

ANSWER: The severity of the loan deficiency would dictate whether one instance is considered a Finding. In general, exceptions that constitute 10% or more of the loan sample typically are identified as a Finding. However, the Contractor in coordination with SBA/OCRM will determine whether instances of non-compliance constitute a Finding.

11. QUESTION: What Conflict of Interest issues does the SBA have where the contractor may be providing other non-504 related support to a lender (eg. 7a support)?

ANWER: This contract is primarily for 504 oversight support services. However, the contract may be used for oversight support services for other SBA Supervised Lenders.

12. QUESTION: If the Contractor submits the report to the SBA on time and meets all timeline deadlines, and the SBA holds up the report due to one reason or another, does this have any effect on when the contractor can be paid for that particular job?

ANSWER: The amount allow per invoice per Task will be approved per Task Order. Some invoices will be based on the Task Price per deliverable. Some however, may be billed at a draft deliverable.

Final invoice plans will be part of a Post Award meeting.

13. QUESTION: Is the Contractor or the SBA responsible to tracking the Corrective Actions, once they are finalized in the report and sent to the Lender?

ANSWER: Yes. The Contractor is responsible for tracking (but not analyzing) the date of the CDC’s Corrective Action Response due date and whether the CDC submits the Corrective Action Response in the time required by SBA. The SMART Report sent to the CDC requires the CDC to submit its Corrective Action response directly to SBA. However, the SBA will send a copy of the Corrective Action response to the Contractor so that these actions can be tracked.

14. QUESTION: Is the Contractor responsible to clear any documentation the Lender sends in to the SBA (once they’ve received their final report) that clears the Lender’s Corrective Actions in the final report?

ANSWER: No, the SBA is responsible for reviewing the documentation accompanying Lender’s Corrective Action response to ensure that documentation remediates the review Findings or Recommendations for Improvement. SBA will notify the Contractor once these Findings and Recommendations are cleared and the Contractor will note these actions for tracking purposes.

15. QUESTION: If there is a government shutdown, what happens to this work?

ANSWER: This is on a case by case bases and is decided by the Administrator at time of any shutdown.

16. QUESTION: Will SBA share the names of interested vendors for the purposes of exploring possible teaming arrangements.

ANSWER: Please check the interested party list on FBO.

17. QUESTION: Task 10 A-C. Does the SBA require a single integrated platform for both the virtual data room function and the management workflow and tracking functions or may the contractor use multiple unintegrated systems to cover all the requirements described in the Solicitation?

ANSWER: The Contractor may use multiple unintegrated systems to cover the data room function requirements described in the Solicitation.

18. QUESTION: Task 10 A-C. Does the incumbent contractor provide SBA with a single integrated platform or use multiple unintegrated systems?

ANSWER: The incumbent contractor provides SBA with multiple unintegrated systems.

19. QUESTION: Task 10 A-C Though SBA does not intend to own the COTS platform, does SBA require full administrative access and control of the platform so it has the same capabilities as its contractor for authorized SBA personnel to use the platform directly?

ANSWER Yes, SBA would require full administrative access and control of the platform so it has the same capabilities as its contractor for authorized SBA personnel to use the platform directly.

20. QUESTION: Task 10 A-C. The pricing for Task 10 appears to include the initial implementation for the initial annual base period, then annual maintenance fees for each annual renewal period thereafter. Please confirm or clarify.

ANSWER: Yes, this is correct.

21. QUESTION: Task 10 A-C. Can the contractor limit the number of user accounts to 50 or does the system need to be able to provide unlimited user accounts for SBA and its CDC clients?

ANSWER: This system must support at least 50 users.

22. QUESTION: Task 10 A-C. Will the contractor need to store historical documentation for each CDC client for the duration of the contract or can the contractor purge documentation from the virtual data room once review or oversight activity is completed?

ANSWER: The Contractor will need to store documentation for each CDC client for the duration of the contract and once the contract is completed, ensure that possession of such documentation is transferred to the SBA.

23. QUESTION: Task 10 A-C. Does SBA required the platform include communication tracking capabilities (e.g. records of phone calls, emails, system notifications) for SBA to have an auditable means to demonstrate monitoring and follow-up activity with its CDC clients?

ANSWER: SBA would require that the platform keep copies of emails and system notifications, including notations for times of phone conversations, to demonstrate compliance with contract requirements.

24. QUESTION: Task 10 A-C. With respect to the virtual data room, is bulk document upload a requirement or is it permissible to require CDC clients and other users submit multiple uploads to publish required documents?

ANSWER: It is permissible for the CDC client to submit multiple uploads.

25. QUESTION: Task 10 A-C. Does SBA already use a COTS platform consistent with the requirements described in the solicitation? If yes, can you share the name of the software provider?

ANSWER: SBA leverages the incumbent’s proposed platform. The offeror may propose whatever the they believe best meets the solicitation requirement. Platforms currently being utilized are GoFileRoom for data transmission and Auditor Assistant for issue tracking portal.

26. QUESTION: Could the QC Plan and Transition In/Out Plans be excluded from the page count in Part I? Alternatively, could the page count be increased from 45 to 65 pages?

ANSWER: No. No changes to page count.

27. QUESTION: P. 29 and 30 RFP, regarding Tasks 15, 16, 17, 20, and 22: are these to be priced by providing labor categories and rates? These are not shown on the matrix included in Attachment 1. If these are to be priced with labor categories and rates, does SBA have a preferred format for this information?

ANSWER: Per Factor 2 your proposal should include a Staffing Plan, for Task 15, 16, 17, 20 and 22 your plan should detail the proposed staff. Your pricing proposal should list these categories and rates. For the proposal on the IDIQ you may provide additional labor categories beyond that in the solicitation. Pricing for these will be based on future Task Orders utilizing the awarded labor categories, rates and level of effort per order.

28. QUESTION: Can Offeror add additional labor categories besides the ones identified by

SBA?

ANSWER: See answer to question 27.

29. QUESTION: RFP, p.12, Section 8.2: Is the estimated 50 users anticipated to utilize the Workflow and Tracking Systems including SBA personnel and lenders and the contractor awarded the contract?

ANSWER: The 50 is intended for SBA and contractor personnel. SBA is expecting a solution from the Contractor where all CDCs can securely upload information to the System.

30. QUESTION: Regarding Section 8.2, p. 12, “Contractor shall implement a workpaper retention client management service. The Contractor must ensure that SBA has access to all workpapers even when this contract has ended.”: Is it acceptable to provide SBA electronic files at the conclusion of the contract of all of the above or does SBA require ongoing access during project performance?

ANSWER: SBA must have ongoing access during the contract and task order performance and at complete files at the end of the contract.

31. QUESTION: Regarding 16-Place of Performance, p.41-42: How much space will be provided by SBA at their DC facility for contractor utilization and what equipment will be provided? Will space be provided for contractor usage at other SBA facilities? If so, which ones and how much space will be provided and what equipment will be provided?

ANSWER: SBA will provide up to 4 workspaces at the DC facility. No other locations will be provided by SBA. SBA will not at this time provide government furnished equipment for offsite or contractor’s locations.

32. QUESTION Will SBA consider extending the due date to allow adequate time to prepare a response to the RFP?

ANSWER: Not at this time.

33. QUESTION: How many personnel under the incumbent contract provide these services currently?

ANSWER: There is approximately 24 assigned to the incumbent.

34. QUESTION: How are CDC data files currently formatted or maintained?

ANSWER: The data file formats are developed by the CDC and can differ depending on the type of file and the CDC (word, .pdf, excel). The Contractor must maintain all files and SBA must have access.

35. QUESTION: Will Contractor need to conduct onsite visits to smaller CDCs that may not have the capability to upload data?

ANSWER: All CDCs should have the capability to upload requested files to SBA and its Contractor. However, SBA retains the authority to conduct onsite reviews of all CDCs, regardless of CDC size.

36. QUESTION: Is the digital platform currently being used for the 504 program the same as the one being used for the 7(A) program? And if not, Is the Government considering using the same platform for both programs?

ANSWER: No, the digital platform is not the same. For purposes of this RFP, the Government is seeking proposals for a digital platform for the 504 loan program only.

37. QUESTION: Section 64.1.3: RFP p.75: Relevant Prior Experience: Would SBA consider changing the page limits from a 5-page max to 2 to 3 pages/prior experience and allow 3 references per Prime and each subcontractor, to allow adequate space for prime and subcontractors to describe their relevant prior experiences? In addition, since Offeror is required to describe subcontractor work effort and criticality and why subcontractor experience is relevant, could another 2 additional pages be allowed to complete that requirement?

ANSWER: No changes are being made to this requirement.

38. QUESTION: Regarding completion of SF1449, a number of the CLINs provide a minimum and maximum number of units. Are we to merely provide the unit price in the SF1449 or if the pricing is to be computed for an amount, which number of units should be utilized?

ANSWER: No numbers are required on the SF 1449 but Attachment 1and 4 shall be completed and submitted with your proposal.

39. QUESTION: Attachment 1, Task 10 – The Base Year Unit Pricing Amount has a statement “To be determined at task order level based on agreed upon labor categories and rates”. Task 10 is not reflected on Attachment 4. Please advise whether Task 10 should be included on Attachment 4 or not?

ANSWER: Task 10 is not required in the first Task Order.

40. QUESTION: RFP, P.3, second complete paragraph: You reference that tasks 13 and 14 should be in the proposed per review price for tasks 2,3,4,6,7,8, as tasks 13 and 14 must be completed as part of each review. Attachment 1 shows Task 13 as quantity 4 and unit of issue “ea”. Task 14 on Attachment 1 states “to be determined at task order level based on agreed upon labor categories and rates. Provide labor categories and rates on Sheet 2 of the attachment”. Could you clarify whether Task 13 and 14 should be on Attachment 1 as is or where should it be?

ANSWER: Task 14 is not separately priced by as per statement, but must be completed as part of each review.

41. QUESTION: RFP, p.10, Section 7.0 Government Furnished Property and Services, Could you explain the office facilities for up to four (4) individuals in order to perform some of the services detailed in this Performance Based SOW.

ANSWER: SBA will provide seating, computers, and phones for up to 4 individuals during the period of performance.

42. QUESTION: RFP, p.71, 63- Limitation on Size: the last paragraph states submissions should be received no later than 12 am (MDT) on 7/24/2019. The SF1449 states it is due at Noon (MDT) on 7/24/2019. Could the Government clarify what the time and date of submissions are due?

ANSWER: Corrected to read 12 pm (MDT) on 7/24/2019

43. QUESTION: RFP, p.71, last statement: “Submissions are preferred in pdf format”.

Does the government want the pricing models and pricing schedules in Excel format as well as pdf format?

ANSWER: Excel is fine.

44. QUESTION: RFP, p.72, 6.4.1: Could the cover page also be excluded from the page count?

ANSWER: Cover page does not count toward page count.

45. QUESTION: RFP, p.73, Subfactor 1B, 1 –Project Management Plan and Process:

Could you provide what documentation you require for (vii) E&O Insurance and (viii) all relevant individual licenses and certifications?

ANSWER: For E&O Insurance, please provide of your main certificate. For required licenses and certifications, offeror must provide copies of all individual licenses and certifications for personnel that are included in the proposal. See Amendment P0001.

46. QUESTION: RFP, p.74, 64.1.2 Tab A: This sentence states resumes are limited to two

(2) pages and under (i) Resumes: states resumes shall not exceed three (3) pages. Could the government clarify what the maximum limit is in regard to resumes?

ANSWER: This has been amended to 3 pages. See Amendment P0001.

47. QUESTION: RFP, p.74/75(i) Resumes: Can resumes be excluded from the page limit?

ANSWER: See paragraph 64.1.2 Tab A – Resumes shall be limited to the Key Management Team and all Key Personnel. Each resume is limited to 3 pages per Amendment P0001.

48. QUESTION: RFP, p.75, Tab B: Could the organization chart be excluded from the page count (since we will have to provide 1 for the RBOA, as well as the Task Order?

ANSWER: Yes. See Amendment P0001

49. QUESTION: RFP, p.76, Tab B: This requirement states Attachment 2 must include contracts awarded more than three years ago, but was completed within one year of closing of this solicitation: For those proposers with many contracts that meet this requirement versus others that may not, will this information be eliminated from the page count maximum?

ANSWER: This should be relevant experience both in size and scope. The page count still applies.

50. QUESTION: P. 36, Sec. 11 Staffing - In the description of each Key and Non-Key personnel, the SBA’s staffing requirements for this renewal became very specific to match the qualifications that incumbent’s staff would have gained by providing these services for the last 5 years. Five out of the seven key roles include new requirements with explicit language requiring “5 years’ experience working with SBA” and both Project Manager roles require to have experience that “include[s] interaction with multi levels of CDC management”. Such very specific requirements create an impression that this proposal is not meant to be a fair competition as other 8(a) CPA firms would not be able to meet personnel requirements. Although prior requirements were still very stringent, they provided more flexibility for creating a team of highly qualified candidates with a combination of SBA and other agency experience to bring innovative ideas to SBA. Would SBA consider reverting to the prior personnel requirements that allowed the incumbent to gain current experience?

ANSWER: See Amendment P0001.

51. QUESTION: P. 36, Sec. 11 Staffing - In the description of each Key and Non-Key personnel, SBA’s personnel requirements include at least “5 years of SBA…experience”.

Would SBA consider changing this requirement to “related work experience” and thus allowing competitors to present alternatives?

ANSWER: See the answer to question #50.

52. QUESTION: P. 36, Sec. 11, Staffing – IDIQ Project Manager - There are very few people in the entire United States that have a minimum of 10 years of experience reviewing commercial loans + 5 years of SBA loans + PMP designation. We assume the incumbent may have personnel with this specific experience. Our research reveals less than 30 in Washington, DC area and most of them are not professional consultants. Would SBA consider CPA or CIA or Scrum, Certified Examiner and/or extensive project management experience in lieu of PMP?

ANSWER: See Amendment P0001.

53. QUESTION: P. 36, Sec. 11, Staffing – IDIQ Project Manager – Would SBA consider removing the requirement for “least 5 years’ experience working with SBA loan policies and regulations” and “interacting with multi levels of CDC management” from the requirement if the IDIQ Project Manager has equivalent experience from other agencies and SBA 504 knowledge?

ANSWER: See Amendment P0001.

54. QUESTION: P. 37, Sec. 11, Staffing – Task Order Project Manager – Would SBA consider removing the requirement for “least 5 years’ experience working with SBA loan policies and regulations” and “interacting with multi levels of CDC management” from the requirement if the Task Order Project Manager has equivalent experience from other agencies and SBA 504 knowledge?

ANSWER: See Amendment P0001

55. QUESTION: How many personnel under the incumbent contract provide these services currently?

ANSWER: See answer to question number 33.

56. QUESTION: RFP p.75, Factor 3, Relevant Prior Experience and Past Performance:

Would SBA consider changing the page limits for Tab A – Narrative from 5 pages total for 5 to 10 references to 1 page of narrative per each of the 5 to 10 past experiences?

ANSWER: No change is made to the Solicitation.

57. QUESTION: P. 38, Sec. 11, Staffing - Key - Review and Audit Team Manager: First sentence states requirement for the “Review and Audit Team Manager shall either be a CPA or have 10 years of related work” Second sentences says the “Review and Audit Team Manager must have 10 years of related work”. Please clarify requirement.

ANSWER: See Amendment P0001.

58. QUESTION: 9.10 Task 10: Management Workflow and Tracking Systems. After the title of the section, the solicitation states, "ONE TIME INITIAL CHARGE FOR SOLUTION THEN THE MANAGEMENT IS PART OF Task 1." However, in the next paragraph it states, "The contractor shall provide a one-time price for the original implementation of their Management Workflow and Tracking Systems on Task Order 001 under Task 0010. And then provide a price for System Maintenance and IT Security Management support for the follow-on years under Task 10." Does SBA want the maintenance to be priced yearly in Task 10 or to be included in the yearly pricing of Task 1?

ANSWER: Task 10 should show the start and follow-on maintenance. This should not be price on Task 1.

59. QUESTION: 64.1.2. Factor 2: Personnel and Staffing Plan. Tab A states that resumes shall be limited to two pages, while (i) directly below states they should be limited to three pages. Can you please clarify the maximum length of each resume?

ANSWER: See Amendment P0001.

60. QUESTION: 63 Limitation on Size. Proposals are due at 12am Mountain Time. Should this be 12pm?

ANSWER: Corrected.

61. QUESTION: PART IV – FAR CLAUSES - 52.212-1-INSTRUCTIONS TO

OFFERORS 53.2. For the insurance requirement, is the $5.0 million in coverage required for General Liability and $5.0 million for Fidelity Bond? Or is $5.0 million the aggregate limit?

ANSWER:

62. QUESTION: 11 Staffing. Rather than an Alternate IDIQ Project Manager, would the government consider designating the Task Order Project Manager as the Deputy IDIQ Project Manager?

ANSWER: backfill position within 90 days

63. QUESTION: 9.1 - Task 1 - SMART ALP and PCLP Delegated Authority CDC Reviews and Technical Assistance Oversight Activity for Delegated and Non-Delegated CDCs. There are references to the risk plan in both Task 1B and Task 1C. Could SBA please specify how the requirements for the risk plan differ between Task 1B and 1C?

ANSWER: Please refer to details in 9.1. No further information will be provided in this Q&A.

64. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Attachment 1 IDIQ pricing sheet indicates that Task 10 is To be determined at task order level based on agreed upon labor categories and rates, but is not included in Attachment 1 Options sheet. Should Task 10 be priced on Attachment 1 IDIQ Pricing Sheet and included in Task Order 0001?

ANSWER: Task 10 is not required on the first Task Order.

65. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Attachment 1 IDIQ pricing sheet does not indicate that Task 20 is to be determined at task order level based on agreed upon labor categories and rates, but is included in Attachment 1 Options sheet. Should Task 20 be priced on Attachment 1 IDIQ Pricing Sheet?

ANSWER: Task 20 is not required on the first Task Order.

66. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Attachment 1 IDIQ pricing sheet references a base plus 4 option periods and Attachment 1 Options sheet references Years 1 through Years 5. Which is correct?

ANSWER: The Base is for an ordering period of 5 years. These are no Option, the tab has been change to read ‘Years’. Language was change on the Amended Attachment 1.

67. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Is there an NTE for Task 14? Is NTE the same for all years?

ANSWER: No as Task 14 works is to be incorporated in the priced CLINS.

68. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Task 14 is not included in Attachment 1 IDIQ pricing sheet. Should Task 14 be included in Attachment 1 IDIQ pricing sheet?

ANSWER: No as Task 14 works is to be incorporated in the priced CLINS.

69. QUESTION: Attachment 1 - IDIQ Pricing Sheet. Can you please confirm that Attachment 1 IDIQ pricing sheet cells A16 through A20 referenced the incorrect tasks and cells B16 through B20 referenced the correct tasks?

ANSWER: See Amendment P0001 revised Attachment 1