Q and A for Solicitation.xlsx
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| Attachment H - RFQ Question Submittal Form; Solicitation No. 75F40120R00004 |
| Offerors must use this form to submit all questions in relation to Solicitation No. 75F40120R00004 - On-Site Record Information Management (RIM) |
The Reference column contains drop-down menus from which the applicable document must be selected. The remaining sections are fill-in cells.
| # | Reference | Section & Page #s | Question | Agency Response |
| 1 | Statement of Work | Section 1.12.2 (Page 15 and 16) "...As tasked, the Contractor, operating document |
control facilities, shall staff the mail room, screen/x-ray scan incoming material, sort mail, prioritize, triage, track mail from initial receipt until upload into the appropriate system of record..." How will the Government require the Contractor responsible for screening / x-ray incoming mail to reconcile potential threats encountered during the screening process?
| Instructions in support of this activity will be found in individual task orders. | ||||
| 2 | Solicitation 75F40120R00004 | SF 1449, p. 1 | Is FDA able to accept proposals from a Contractor Team Arrangement (CTA) and, if so, are all members required to be certified as an 8(a) business? | To the best of our understanding, CTA's are typically only applicable to GSA Schedule procurements. |
| 3 | Solicitation 75F40120R00004 | Factor 2, Relevant Experience (IDIQ), p. 60 | Specifies that at least 2 of the 3 citations must be from the proposed Prime. Would the FDA be willing to accept a 2nd citation from a subcontractor? | No. |
| 4 | Attachment B | Section 3.4.5, p. 11 | What vendor technology is used for the RMA referenced? | Documentum. |
| 5 | Attachment B | Section 3.4-3.5, pp. 11-23 | Are there sub-sections missing? The numbering seems to indicate so. | Numbering had errors, updates have been made to all solicitation documents. |
| 6 | Solicitation instructions | Background & NOTICE OF NAICS/SET-ASIDE, p.8; Factor 2 - Evaluation: P.61 | Will the Government consider removing the $75M revenue requirement, replacing it with functional requirements including document types, sizes, quantitites by location? For Example: Number of pages to be scanned per site per month; size, quantity, and frequency of documents received daily by location etc. | No. See responses to similar questions and amended solicitation lowering the size requirement to $50M. |
| 7 | Solicitation instructions | Background & NOTICE OF NAICS/SET-ASIDE, p.8; Factor 2 - Evaluation: P.61 | Can the Government reconsider the size requirement for Prior Experience? An 8(a) company at the 16.5M size standard would not have relevant experience with individual contracts at least $75/50M over five (5) years and still be able to qualify under NAICS 541990. | The size requirement has been updated to $50m over five (5) years within the solicitation. |
| 8 | Solicitation instructions | BASIS FOR AWARD AND EVALUATION FACTORS - Factor 2 - pages 60-61 | Reference: Pages 60-61 state the “total dollar value of individual contracts at least $75,000,000 over five (5) years,” where two must come from the prime. The solicitation is issued as 8(a) Set-Aside (FAR 19.8)/ NAICS Code: 541990 - All Other Professional, Scientific, and Technical Services with a small business size standard of $16.5 Million. |
Question: Will the Government consider revising Factor 2 minimum requirements to “SIZE: Total dollar value of contracts must be at least $50,000,000 over five (5) years across the offering team.”
| Rationale: Offerors must meet both of these requirements: (a) have an average revenue less than $16.5M; but (b) currently perform contracts valued at more than $75M per 5 years times 2-3 references ($30-$45M/year to satisfy the relevance requirement). Without a change to relevant experience, the pool of potential bidders with $150- $225 million in total contract value but that happen not to have yet exceeded an average of $16.M per year, while remaining in the 8(a) program is limited. Permitting appropriately substantiated past performances/relevant experiences of smaller value across the offering team may be the only way to obtain the level of competition necessary to run a robust procurement. | See response to Question 7. | ||||
| 9 | Attachment A - Relevant Experience Form | Background & NOTICE OF NAICS/SET-ASIDE, p.8; Factor 2 - Evaluation: SIZE. P.61 | The Scope and Complexity, coupled by the past performance dollar threshold requirements are unreasonably restrictive of competition. Has the government determined there to be enough 8(a) companies to perform under the entry thresholds to compete on this solicitation? | See response to Question 7. | |
| 10 | Solicitation instructions | Attachment F; & Instructions P.62-63 | Will the Government clarify size standards of individual contracts for Relevant Experience? -Page 2 of Attachment F states,"Size: In the narrative below, please demonstrate the Quoter’s experience under this relevant experience example, with individual contracts at least $50,000,000 over five (5) years." The Evaluation criteria for Factor 4 - Past Performance do not list a minimum contract size. The size for Prior Experience is different than the size in Attachment F. | See response to Question 7. The amounts now align between the solicitation and Attachment F. | |
| 11 | Solicitation instructions | Question Submittal Instructions; P.54 | Will the Government grant an extension period of at least two weeks (until Feb. 20 or later) to allow offerors sufficient time to write reasonable technical solutions based on answers to questions? | An extension is granted until February 11, 2020, at 2:00 pm Eastern time. The solicitation documents have been updated. | |
| 12 | Solicitation instructions | Basis for Award and Evaluation Factors - Factor 2 Relevant Experience - Size (Page 61) | Can the Government clairfy the requirement stating: "Size: total dollar value of individual contracts at least $75,000,000 over 5 years." Does this require that each relevant experience citation be $75M in value, or that the total of all contracts add up to $75M in value, or is this a typo to read $7.5M. | See response to Question 7. Each citation will need to be at least $50m in value. | |
| 13 | Attachment C | Page 1 | The numbers in the IDIQ Reference column (1.1.13, 1.14.3, 1.14.5, 1.15.1, 1.15.2, 1.15.4, 1.15.5, 1.15.7) do not seem to map to the correction sections in the solicitation. Can you clarify? | Numbering had errors, updates have been made to all solicitation documents. Attachment C is the Sample Task Order pricing sheet and does not reference these sections. | |
| 15 | Attachment H | Page 1 | Says “The Reference column contains drop-down menus from which the applicable document must be selected.” However, there appeared to be no drop-down menu, so we tried to do our best. Is there something else we should do? | An update was made to remove the drop-down menu initially created, in order to avoid confusion and to allow vendors to Reference per their needs. An amended version of Attachment H was posted and accessible on Beta SAM as of January 10, 2020. | |
| 16 | Attachment E | Page 1 | The instuctions references requirements a Talent Acquistion BPA contract. Please provide a revised PPQ referencing On-Site RIM requirements to avoid confusion | The Attachment has been Amended and re-posted. Please use the updated Attachment. | |
| 17 | RFP | Basis for Award and Evaluation Factors, Factor 4 - Past Performance, Page 62. | Volume 3 Past Performance contains the information requested under Evaluation Factor 4 - Past Performance. Factor 4 talks primarily about the requirements for sending out Past Performance Questionnaire (PPQ) or submitting CPARS in lieu of PPQs. If we use PPQs for all of our Relevant Experience references, what goes in Volume 3? | in Volume 3, please just include a list of those references that we will receive. | |
| 18 | RFP | Basis for Award and Evaluation Factors, Factor 2 - Evaluation, Page 61. | For Size, it states that the total dollar value of individual contracts at least $75,000,000 over five (5) years. Is that for the prime contractor of the entire team? With a size standard of $16.5 million for this contract, that means a small business will be close to the size limit when bidding this opportunity. This could limit competition. Recommend the Government lowering the dollar value or including the team in the meeting the requirement. | See response to Question 7. | |
| 19 | RFP | Sub-Factor 2 - Technical Approach to Sample Task Order SOW, Page 59 | It states to provide the resumes of the Offeror’s proposed Task Order Key Personnel Under the Technical Approach to Sample Task Order section of the Technical Proposal. Then later under Factor 3 Management Approach IDIQ, it specifies to provide the resume and signed Letter of Commitment for the Offeror’s proposed Key Personnel. Where do the resumes and Letters of Commitment go in the Technical Proposal? | Sample TO requires only resumes for Key Personnel, whereas the IDIQ requires resumes and signed Letters of Commitments. These should be clearly marked and included as an appendix to the techical proposal. | |
| 20 | RFP | Section 1.11 Transition -In | Please confirm duration when incumbent contractor will be available to support Transition In of new vendor | Per Section 1.11.1 Transistion In, transition in periods will be specified in individual task orders. | |
| 21 | RFP | Contract Type Pg 52 | How many IDIQ awards is the government planning for this requirement? | As stated on Page 8 of the RFP, the government intends on awarding a single IDIQ. | |
| 22 | Solicitation Instructions | 1.15 IDIQ Labor Categories and Minimum Qualifications, p.22 of 91 | Would FDA please confirm that Section 1.15.9 Quality Assurance Specialist is the same labor category as Quality Control Specialist in Attachment A? | Yes, Attachment A has been updated. | |
| 23 | Attachment M - Sample Letter of Commitment | Sample Letter of Commitment | Would FDA please confirm that a letter of commitment is required for all key personnel (i.e., IDIQ PM and key personnel for the sample task order)? | Yes, for IDIQ key personnel. | |
| 24 | Solicitation Instructions | Factor 5 - Price, Pages 63 and 64 | Should the offeror provide a schedule identifying each of the elements and the computation of the Fully-Burdened Labor Rates (direct labor, Health and Welfare Allowance, other fringe benefits, overhead, General and Administrative, and fee/profit) for each Labor Category in Attachment A to assist FDA in the evaluation of a fair and reasonable price and validate compliance with the Service Contract Act WD labor rates, fringe benefits (i.e., vacation, holiday, and sick), and H&W? | That is not required, but the offeror may provide the information. | |
| 25 | Solicitation Instructions | Factor 5 - Price, Pages 63 and 64 | Should the Offeror provide a basis of estimate (e.g., salary survey reference) for the direct labor component of the Fully-Burdened Labor Rates for each labor category? | That is not required, but the offeror may provide the information. | |
| 26 | Solicitation Instructions | Factor 2 - Relevant Experience; pg. 60-61 and Factor 4 - Past Performance, pg. 62 | In Factor 4, the instructions state that the Offeror should send Past Performance questionnaires to obtain references for the contracts described in response to Factor 2 - Relevant Experience. The Factor 4, Past Performance, instructions state, "Past Performance information regarding predecessor companies, key personnel who have relevant experience, and subcontractors that will perform major or critical aspects of the requirement may be provided as past performance submissions." | ||
| Will the FDA please confirm offerors may rely on experience/past performance gained as a joint venture partner where the offeror performed major or critical aspects of the cited contract and had a sufficient role in the joint venture to make the performance relevant? | Yes, confirmed. | ||||
| 27 | Solicitation instructions | SF 1449; pg 1 | The provided SF 1449 form does not appear to be filled in correctly with material/data normally ascribed to the government; for example, block 8 shows only a time and not a date, and several other blocks are incomplete as well. Would the the government please update the form? | The SF-30 has been updated to amend the Response date and time. Section 14 has also been marked as RFP. The information missing will be completed at the time of award. | |
| 28 | Solicitation instructions | Background; pg 8 | Is the intent of the FDA to award a single IDIQ contract, or will there be multiple awardees? If multiple awards, what is the government’s expectation or estimation of the number of potential awardees? | As stated on Page 8 of the RFP, the government intends on awarding a single IDIQ. | |
| 29 | Solicitation instructions | 1.4.2; pg 12 | The government states that contractor personnel may not access the FDA VPN via personal computers; does this exclusion extend to computer equipment issued to contractor personnel by the awardee(s) for business usage, or is access to the network restricted solely to government provided equipment (FDA-owned)? | FDA network access is only allowed via FDA provided government equipment. | |
| 30 | Solicitation instructions | 1.4.3; pg. 12 | Approximately how long does the FDA Office of Security Operations background take to complete? | Initial security check for badging and network access takes approximately 3-6 weeks. A full background investigation can take up to or over a year. Contractors may begin work after initial security screening once an FDA badge has been issued. | |
| 31 | Solicitation instructions | 1.7; pg. 12 | The government lists as one of the scope areas “storage services”; will potential awardee(s) be required to store and maintain materials in off-FDA premise (contractor controlled) spaces? | No. | |
| 32 | Solicitation instructions | 1.11; pg 15 | The government references actions for transfer of roles/duties from the incumbent contractor to the successor contractor; please identify all incumbent contractors and their associated contract numbers. | The incumbent contractor is BZ-JV, LLC. A Freedom of Information Act (FOIA) request must be submitted to obtain additional information. | |
| 33 | Solicitation instructions | 1.15.1; pg. 20 | Is the government stating that a certification in Records Information Management OR Project Management is a required element for the Program Manager, or is this a preferred element? | Preferred. | |
| 34 | Solicitation instructions | 1.15.1; pg 20 | Is the bachelor’s degree requirement (if not Records Information Management) to be filled (as a related discipline) from only the disciplines as noted under section 1.15? | Yes. | |
| 35 | Solicitation instructions | 1.15.2; pg. 21 | Is the government stating that a certification in Records Information Management OR Project Management is a required element for the Project Manager, or is this a preferred element? | Preferred. | |
| 36 | Solicitation instructions | 2.3; pg. 38 | Please review, verify, and correct the List of Records Facilities; the table(s) as presented appears to cut off at least a single column from full viewing. | Formatting is off, but no content was missing. | |
| 37 | Solicitation instructions | Factor 2 - Evaluation (Size); pg. 61 | The government places an evaluation factor of $75,000,000 for the total dollar amount of individual contracts; is this value achieved by adding dollar values for ALL submitted performance references, or does the government expect that EACH individual performance reference is a minimum of $75,000,000 over a project five-year period? | See response to Question 7. Each reference will need to be at least $50m in value over the project's five-year period. | |
| 38 | Solicitation instructions | Factor 2 - Evaluation (Size); pg. 61 | We request that the government explain in more detail the use of a $75,000,000 evaluation factor for an IDIQ-based contract vehicle that will consist predominately of smaller task points with a concentrated use of SCA-based labor points. Companies or offerors who hold active contracts of $75,000,000 will EXCEED the defined $16.5M size standard and will have grown beyond the 8(a) business size standards rendering them ineligible under both criteria for this solicitation. Please revisit this as a evaluation factor as it will severely impact competition and/or explain in detail how the government intends to allow a competitive landscape under this solicitation. | See response to Question 7. Each reference will need to be at least $50m in value over the project's five-year period. | |
| 39 | Other | We recommend that the past performance size evaluation factor be linked to the size of the typical task order, as this is a better measure of ability to perform. | See response to Question 7. | ||
| 40 | Solicitation instructions | 52.212-1; pg. 65 | The government provided SF 1449 (for the solicitation) is not in compliance with paragraph (a) of the 52.212-1; request the government correct the SF 1449 Block 10 for compliance. | Please refer to Question 27. | |
| 41 | Attachment C - Pricing Worksheet | Please correct default font color for the Escalation cells. | Attachment C is the Sample Task Order pricing. There is no escalation required and rates should be pulled from the IDIQ as stated in the RFP page 64. If the Offeror is referring to Attachment A, the font color does not matter, offerors will need to input the escalation percentage manually - it is not intended to be formulaic. | ||
| 42 | Attachment C - Pricing Worksheet | How are the Escalation cells used in applying to the Fully Burdened Rate and totals for periods? Testing the functionality of the sheet does not appear to show that these cells are being used in any calculative values on the spreadsheet. | Attachment C is the Sample Task Order pricing. There is no escalation required and rates should be pulled from the IDIQ as stated in the RFP page 64. | ||
| 43 | Attachment C - Pricing Worksheet | Typically, escalation values do not or are not applied for SCA-based labor roles due to the DOL annual escalation reviews and associated H&W adjustments; are the Escalation cells used (or to be used) for Exempt labor roles only? | Escalation should only be applied to Exempt labor roles. | ||
| 44 | Attachment A - Relevant Experience Form | The government specifies a size relevance of $50,000,000 in the Relevant Experience attachment but $75,000,000 in the RFP evaluation factors. Please specify the correct values. | See response to Question 7. | ||
| 45 | Attachment A - Relevant Experience Form | It is not feasible to expect Small Businesses to have multiple (and rarely even single individual) contracts with values of at least $50,000,000. This is a limiting factor on competitive responses from otherwise responsible sources and needs a better explanation by the government for work involving primarily scanning, documentation and records management that uses/follows established procedures and processes, and is also staffed predominately with SCA-based labor roles. | See response to Question 7. | ||
| 46 | Attachment A - Relevant Experience Form | The government is unfairly limiting competition by requiring a $50,000,000 contractual value limitation on Relevant Experience. Using the small business size calculations for running year average a contract this size alone would place a SB at or near a 10M annual range for the single contract. As this is an IDIQ solicitation with multiple task orders, please confirm that the government intends to release task orders that approximate a $50,000,000 value for a single year (PoP). Otherwise, the government is placing an unrealistic condition on small business and unfairly limiting competition. | Multiple, concurrent task orders will be issued yearly, with the full five-year IDIQ ceiling being $112,000,000. Also see response to Question 7. | ||
| 47 | Other | How many SCA employees are currently supporting FDA requirements that will or may be migrated to this IDIQ and sample Task Order? | This information is not available/releasable. | ||
| 48 | Statement of Work | Task Order SOW - Section 3.4.5, page 11 | What COTS RMA tool is referenced in the Sample Task Order? | Documentum. | |
| 49 | Solicitation instructions | 1.11 Transition Activities, page 14 | What is the time length allocated for the transition in activities? | Per Section 1.11.1 Transistion In, transition in periods will be specified in individual task orders. | |
| 50 | Solicitation instructions | Factor 1 - Technical Capability, page 58 | In Sub-factor 1 - Instructions, the RFP states that transition in/out activities are 1.12. In the Scope, they are listed as 1.11. Please confirm. | Transition activities are 1.11, Task Areas have been updated in the solictation. | |
| 51 | Solicitation instructions | Factor 1 - Technical Capability, page 58 | In Sub-facor 1 - Instructions, the RFP lists incorrect scope numbers. 1.12 Transition In/Out Activities |
1.13.3 Mail distribution
1.13.5 Collection maintenance
1.14.1 Management support for file plans
1.14.2 Management support for records control schedules (RCS)
1.14.4 Management support for implementing new RIM policies
1.14.5 Records management consultation services
| 1.14.7 Training. - We would like to confirm that you did not intend to request the technical approach for the Scope listed under 1.12.1, on-site facility management, 1.12.4 data entry, data analysis and tracking system tasks, 1.12.6, Scanning or 1.12.7 System Outages? | Task Areas have been updated in the solictation. | |||
| 52 | Solicitation instructions | Factor 4 - Past Performance page 62 | The RFP states "The Offeror shall send the Past Performance Questionnaire appended to the RFP |
(Attachment E) to the references for the three (3) relevant contracts provided under the Relevant
| Experience evaluation factor above." As relevant experience is included in Volume 2, what additional information is requested in volume 3? The PPQs will be sent to the Government. Would the government consider eliminating relevant experience descriptions in Volume 2 (without reducing page count) and allow the vendor to place the relevant experience descriptions in Volume 3 - thus using the 20 pages? | No. | ||||
| 53 | Other | Due to the size of the procurement, would the government consider extending the due date by 10 days? | An extension is granted until February 11, 2020, at 2:00 pm Eastern Time. The solicitation documents have been updated accordingly. | ||
| 54 | Attachment B - Past Performance Questionnaire | Page 1 | The government states that the following: The objective of the BPA is to establish a vehicle to provide qualified Executive, Senior, and Mid-Level Clinical and Non-Clinical candidates for any CDRH staffing requirements. Isn't the objective of the IDIQ to cover the entire FDA? Please confirm. | Attachment E has been updated. This question doesn’t align with Attachment B. | |
| 55 | Solicitation instructions | Section 1.16.7 Messenger Courier LCAT Description, page 24 | It is written that “the Messenger Courier may use a bicycle, golf cart, or motorcycle to perform these duties.” Would the FDA provide the GFE (bicycle, golf cart, or motorcycle)? | This is the labor description from SCA, if GFE is required, FDA will provide. | |
| 56 | RFP | BASIS FOR AWARD AND EVALUATION FACTORS Factor 2 Experience, Evaluation Page 61 | Reference: SIZE: Total dollar value of individual contracts at least $75,000,000 over five (5) years. Question: Does the Government require 3 experience citations with each individual contract with a value of $75 million over 5 years, or that the total of the 3 contracts cited must, in aggregate equate to at least $75 million over 5 years? | See response to Question 7. Each citation will need to be at least $50m in value over the project's five-year period. | |
| 57 | RFP | IDIQ PWS 1.3 Records Management Technical Environment | Reference: FDA’s DCCs processed over 640,000 paper and electronic application submissions in Calendar Year 2018 (CY’18). Question: What percentage of the 640,000 applications were paper versus electronic? | The number of applications processed has been updated in the solictation. A breakdown of the applications is provided in section 2.6. | |
| 58 | Statement of Work | Sec 1.12.3 page 16 | Is all the mail scanned and delivered elecctronically after screening? If not is it the desire to begin the digital transition process upon receipt | No. | |
| 59 | Statement of Work | Sec 3.5.1 | What is the default imaging/scanning application that is used at the CBER DCC | COTS software preloaded with scanners. | |
| 60 | Attachment E | Page 1 | The instructions reference requirements for a Talent Acquisition BPA contract. Please provide a revised PPQ referencing On-Site RIM requirements to avoid confusion | Solicitation has been updated. | |
| 61 | RFP, Factor 2 - Evaluation, and Attachment F | RFP Page 61, Attachment F page 2 | The RFP states that the size requirement for individual contracts used in the Relevant Experience section must be at least $75,000,000, but Attachment F states that the size requirement is $50,000,000. Please Confirm that the size requirement is $50,000.000 | See response to Question 7. The amounts now align between the solicitation and Attachment F. | |
| 62 | RFP, Proposal Format and Submittal Requirements, and RFP, Factor 4 - Past Performance | Page 55 -- Submittal Requirements; Page 62 Factor 4 -- Past Performance | The RFP Proposal Submittal Requirements states that Volume 3 - Past Performance has a page limitation of 20 pages. However, Factor 4 - Past Performance on page 62 states that the Offeror shall send a Past Performance Questionnaire or a CPARS report to the Government. What content is required in the 20 page allocation? | See response to Question 17. | |
| 63 | IDIQ SOW | page 16 | How many courier vehicles are provided by the government for distribution routes in CBER? | One (1). | |
| 64 | IDIQ SOW | page 17 | What type, brand and quantity of scanning equipment does the government provide in CBER? | Fujitsu FI7160. | |
| 65 | IDIQ SOW | page 18 | What type of file inventory and file plan is in place for each office in CBER? | CBER uses a COTS file plan tool called a,k,a developed by Synercon. | |
| 66 | IDIQ SOW | p. 18 section 1.13.2 | Will the government provide the number of files at the FRC's that are ready for destruction and ready for custody at NARA? | No. | |
| 67 | RFP | 1.3, Page 10 | The RFP states that there are 18 document control facilities, but the list in section 2.3 lists 14 locations. Please clarify the number of locations? | See section 2.3 - List of Referred Facilities which reference all 18 document control facilities. | |
| 68 | RFP | FDA 1350 Access to Non-Public Information, Page 83 | The section refers to the NPI Agreement and states "the Contractor shall hand-deliver it to the Contracting Officer ten (10) days prior to said new employee's | ||
| commencement of work on this contract". It is acceptable to email the form prior to the commencement of the employee work on the contract? | Yes. | ||||
| 69 | STO SOW | Personnel Requirements, Page 23 | The TO SOW states "The Contractor shall commit specific staff on a full-time, dedicated basis…" whereas Page 9 of the STO SOW refers to "a more flexible staffing model." Please confirm offeror has discretion to allocate hours according to our proposed approach including less than full-time. | Yes. | |
| 70 | STO SOW | 2.3, Page 5 | Please clarify the clearance level needed. The STO SOW states Tier 4 as outlined in the IDIQ Contract. Attachment G lists a Tier 2 clearance level. | Attachment G has been updated to state that the "Position Risk Designation for this contract is Tier X". (All position risk tier levels will be designated at the task order level). Page 55 of the Solicitation (Under Position Sensitivity Designation) was also amended. | |
| 71 | Attachment C: Sample Task Order Pricing Worksheet | The instructions state that only yellow highlighted portions should be changed. Please clarify that we are able to edit all of the document. | All cells should be populated, the instructions have been updated. | ||
| 72 | Attachment D: Sample Task Order Task Mapping Matrix | "Should the IDIQ references be updated to: |
1.11 - Transition Activities
1.12.3 - Mail Distribution
1.12.5 - Collection Maintenance
1.13.1 - Management Support for File Plans
1.13.2 - Management Support for records control schedules (RCS)
1.13.4 - Management support for implementing new RIM policies
1.13.5 - Records management consultation services
| 1.13.7 - Training" | Yes, Attachement D has been updated. | ||||
| 73 | RFP, Proposal Format and Submittal Requirements, and SF 1449 | RFP Page 55, SF 1449 Page 1, Cell 8 | Please the correct submission time for the entire proposal package to include the Past Performance Questionnaires. | An extension is granted until February 11, 2020, at 2:00 pm Eastern time. The solicitation documents have been updated. | |
| 74 | RFP -- Subfactor 1 Instructions | Page 58 | Please verify that IDIQ section references are: |
1.11 - Transition Activities
1.12.3 - Mail Distribution
1.12.5 - Collection Maintenance
1.13.1 - Management Support for File Plans
1.13.2 - Management Support for records control schedules (RCS)
1.13.4 - Management support for implementing new RIM policies
1.13.5 - Records management consultation services
| 1.13.7 - Training | Yes, Attachment D has been updated. | ||||
| 75 | RFP -- Subfactor 2 Instructions | Page 59 | Please confirm that Attachment D is outside of Page count for Volume II | Yes, confirmed. | |
| 76 | RFP -- Notice of NAICS/Set-Aside | Pages 8 and 91 | The offeror’s SAM registration must include the offeror’s exit date from the 8(a) program. Proposals submitted by offerors not registered in SAM.gov, with the offeror’s exit date from the 8(a) program, will not be considered. Our understanding is that SBA must enter the 8(a) exit date for 8(a) JVs in the JV’s SAM registration. According to our SBA representative, this is not usually processed by SBA until there is an impending award of an 8(a) contract. Therefore, to appropriately address cases where a JV offeror with a recently approved SBA mentor protégé agreement has not yet been awarded an 8(a) contract, would you please consider using the 8(a) exit date of the managing partner of the JV to address FDA’s need to know when an offeror will no longer be considered 8(a)? | ||
| We would greatly appreciate an answer to this question as soon as possible in case we need to ask our SBA representative for a solution to this Solicitation requirement which conflicts with the SBA’s procedures for the approval of joint venture agreements. | See responses to Questions 119 through 121 below. | ||||
| 77 | RFP -- Attachment L | Please confirm that Offerors should refer to Revision # 11 of the Wage Determination Number 2015-4269, dated as of 12/23/2019, and not the Version included as Attachment L of the RFP, which is dated 7/16/2019 as Revision # 10. | Attachment L has been amended to incorporate the updated WD. | ||
| 78 | Statement of Work | Evaluation Factor 2: Relevant Experience; p.61 of 91 | |||
| Attachment F, p.2 | The instructions state the size of relevant contract experience must be "contracts at least $75,000,000 over five years." However, in Attachment F - Relevant Experience, page 2, the amount is stated as "$50,000,000 over five years." Would FDA please confirm that the relevant experience requirement is $75,000,000? | See response to Question 7. The amounts now align between the solicitation and Attachment F. | |||
| 79 | Attachment B - Sample Task Order SOW | 3.5 TASK 2, p.12 | The subsections under Section 3.5 are missing 3.5.2 - 3.5.4, 3.5.11 - 3.5.12, 3.5.14, 3.5.18 - 3.5.19, and 3.5.22. Are these intentional omissions? | Numbering had errors, updates have been made to all solicitation documents. | |
| 80 | Attachment B - Sample Task Order SOW | 3.5 TASK 2, p.12 | In the last paragraph of Section 3.5, FDA states, "The Contractor shall perform the following duties related to the processing of incoming submissions." None are listed. What are the duties that are to be performed related to the processing of incoming submissions? | Disregard this statement, solicitation has been updated. | |
| 81 | Attachment B - Sample Task Order SOW | Table of Contents, p.2-3 | The Table of Contents does not match the numbering of the sample Task Order document. Would FDA please confirm that any references to the sample Task Order in the RFP refer to the sections in the document (not the Table of Contents)? | Numbering had errors, updates have been made to all solicitation documents. | |
| 82 | Solicitation Instructions | Sub-Factor 2 - Technical Approach to Sample Task Order SOW , p.59 of 91 | In the fourth bullet, FDA requests that "the Offeror shall complete the Sample Task Order - Task Mapping Matrix (Appendix D) for the sample Task Order…" Since this file is a Microsoft Excel file and our proposal is to be submitted in the original Microsoft Word file, how should we include this matrix in our written proposal? May we submit the Excel file separately and refer to it in our written proposal? Will this file be excluded from the page count? | Yes, submit separately and will not be part of page count. | |
| 83 | Solicitation Instructions | Factor 4 - Past Performance, p.62 of 91 | It's not clear what information the Offeror is to provide in Volume 3 - Past Performance. Does FDA want the Offeror to include a copy of the Past Performance Questionnaire that was sent to the client? | See response to Question 17. | |
| 84 | Solicitation Instructions | Factor 5 - Price, p. 63 of 71 | Since the pricing worksheets are all Microsoft Excel spreadsheets, is it acceptable to provide Volume 4 in a single Excel file, or does FDA require the Offeror to keep the two spreadsheets (RFP Attachments A and C) as separate files? If the latter, how should Volume 4 files be named (e.g., Volume 4 - Part 1 and Volume 4 - Part 2)? | Yes, two (2) separate files. | |
| 85 | Statement of Work | Physical Personnel Security, pg.5 of 91 | The section states that the security level is Tier 4. This conflicts with Appendix G, page 2, which states that the security level is Tier 2. Would FDA please clarify? | Please see response to Question 70. | |
| 86 | Solicitation | Section 1.3, pg. 10 | Would FDA please confirm that the reference to D.3 should be Section 2.3 on pg. 38 and the reference to D.6 should be Section 2.6 on pg. 43? | Yes. | |
| 87 | Solicitation Instructions | Factor 2 - Evaluation, Scope; pg. 61 | Under the Evaluation Criteria for Scope, the referenced Task Areas do not map to the Task Areas in the SOW. Would FDA please confirm that the correct SOW references are 1.12, 1.13, and 1.14? | Numbering had errors, updates have been made to all solicitation documents. | |
| 88 | Solicitation Instructions | Factor 1 - Technical Capability; Sub-Factor 1 - Instructions, p.58 of 91 | The IDIQ SOW references in the instructions do not match with the IDIQ SOW section numbers. Should the reference in the instructions to 1.12, Transition In/Out be IDIQ SOW 1.11? | Numbering had errors, updates have been made to all solicitation documents. | |
| 89 | Solicitation Instructions | Factor 1 - Technical Capability; Sub-Factor 1 - Instructions, p.58 of 91 | The IDIQ SOW references in the instructions do not match with the IDIQ SOW section numbers. Should the reference in the instructions to 1.13.3 Mail Distribution and 1.13.5 Collection Maintenance be IDIQ SOW 1.12.3 and 1.12.5? | Numbering had errors, updates have been made to all solicitation documents. | |
| 90 | Solicitation Instructions | Factor 1 - Technical Capability; Sub-Factor 1 - Instructions, p.58 of 91 | The IDIQ SOW references in the instructions do not match with the IDIQ SOW section numbers. Should the reference in the instructions to 1.14.1, 1.14.2, 1.14.4, 1.14.5 and 1.14.7 be IDIQ SOW 1.13.1, 1.13.2, 1.13.4, 1.13.5, and 1.13.7? | Numbering had errors, updates have been made to all solicitation documents. | |
| 91 | Solicitation Instructions | Factor 1 - Technical Capability; Sub-Factor 1 - Instructions; pg.58 of 91 | Sub-factor 1 states" The Offeror shall provide a technical approach that clearly and completely addresses the task areas set forth in the IDIQ Statement of Work to achieve FDA's RIM objectives." The evaluation criteria states, "The FDA will evaluate the extent to which the Offeror's technical understand and proposed approach satisfies the technical requirements of the Task Areas set forth in the IDIQ SOW." |
The IDIQ SOW task areas listed below were not included in the instructions. Should the below IDIQ SOW task areas be addressed in the Offeror's response to Sub-Factor 1?
1.12.1 On-Site Facility Management
1.12.2 Mail Receipt and Handling
1.12.4 Data Entry, Data Analysis, and Tracking System Tasks
1.12.6 Scanning, Printing, and Conversion Services
1.12.7 Support or Automated System Outages
1.13.3 Comprehensive Information Management Support
1.13.4 Management Support for Implementing New RIM Policies
1.13.6 Management Support for Inventory Overflow and Backlogs
| 1.14 Task Area 3: Relocation Services | Numbering had errors, updates have been made to all solicitation documents. | ||||
| 92 | Attachment B, Sample Task Order | 3. Sample Task Order Statement of Work, Table of Contents, pgs. 2-3 | The Section numbers in the table of contents do not align with the section headings in the Sample Task Order. For proposal reference purposes, which numbers should we use? | Numbering had errors, updates have been made to all solicitation documents. | |
| 93 | Attachment B, Sample Task Order | 3. Task Order Statement of Work; pgs. 11-20 | The Task Order SOW numbering is not sequential. The following Section numbers were omitted: 3.4.6, 3.5.2, 3.5.3, 3.5.4, 3.5.11, 3.5.12, 3.5.14, 3.5.18, 3.5.19, 3.5.22. Is there missing information or were these sections intentionally omitted? | Numbering had errors, updates have been made to all solicitation documents. | |
| 94 | Solicitation Instructions | Sub-Factor 2 - Instructions; pg. 59 of 91 | Sub-factor 2 states: "The second section of the technical proposal shall include: A narrative description of the Offeror's specific approach to performing the work in compliance with applicable standards and guidance to satisfy the technical requirements detailed in the sample Task Order SOW..." The instructions then detail certain Task Order SOW sections; however, the Task Order SOW sections listed below were not included. Should Task Order SOW sections be addressed in the Offeror's response to Sub-Factor 2? |
3.5.24 Management of Non-Active Application Records
3.5.25 Electronic Media Collection
3.5.26 Destruction of Regulatory Material
3.5.27 DCC Action Notice (DAN) and User Communications Tools
3.5.28 Onsite submission delivery, physical circulation services
3.5.29 Transition In Services
| 3.5.30 Transition Out Services | Numbering had errors, updates have been made to all solicitation documents. | ||||
| 95 | IDIQ Statement of Work | Section 1.13 Task Area 2: Records Management Services; pg. 18 of 91 | Please confirm that the reference to Section D.1.16 at the end of the second paragraph should be Section 1.14. | Solicitation has been updated. | |
| 96 | Proposal Format and Submittal Requirements | Volume 1 - Executive Summary; pg. 55 of 91 | The requirements for Volume 1 include a Cover Letter, Completed Representations and Certifications, and Organizational Conflict of Interest. The instructions further state, "Information contained in Volume 1 must not include information required in other volumes." There is no requirement for an Executive Summary of the Offeror's proposal. Should the Offeror include an Executive Summary in this Volume? If so, may the Offeror summarize information provided in other proposal volumes? | Executive summary should be included in Volume One (1). | |
| 97 | Volume 2 - Technical Proposal | May the Offeror include an Introduction and/or Executive Summary before Factor 1 that presents the bidding team and provides a high-level overview of the Offeror's response to this Proposal Volume? | Executive summary should be included in Volume One (1). | ||
| 98 | Volume 2 - Technical Proposal | We are concerned that we cannot address all of the FDA's requirements within the 40-page limit. Will FDA please increase the page limitation to 60 pages? | No. | ||
| 99 | Attachment B - Sample Task Order SOW | 3.4 Task 1: Record Information Management Support (IDIQ 1.14); Pgs. 10-11 | |||
| 3.5 Task 2: Document Management Services (IDIQ 1.13); Pgs. 12-27 | This section of the sample Task Order is about records management; however, the IDIQ reference (1.14) is for Task Area 3: Relocation Services. Would the FDA please clarify if the IDIQ reference should be 1.13? | ||||
| This same apparent mis-labeling to IDIQ reference numbers applies throughout the sample task order. | Numbering had errors, updates have been made to all solicitation documents. | ||||
| 100 | Attachment D - Sample Task Order Task Mapping Matrix | Instructions Tab; Item 2 | The instructions state that the Offeror must use 1,920 hours per year per full-time employee. However, as this is a Firm Fixed Price Task Order (reference Attachment C, Sample Task Order Pricing Worksheet), may the Offeror propose an alternate number of man hours per employee per year? | Annual hours have been updated to 1880 in the solicitation documents. |
Yes, you may propose an appropriate number of hours by contractor/role as you see fit. This should be reflected in your price proposal.
| 101 | Attachment D - Sample Task Order Task Mapping Matrix | Instructions Tab; Item 2 | The instructions state, "If a task area is not applicable, please enter N/A in column G." This does not seem to be correct. If a task area is not applicable, should the N/A be entered in the column applicable to the employee's name? | N/A should be entered under the applicable labor category. | |
| 102 | Attachment D - Sample Task Order Task Mapping Matrix | Instructions Tab; Item 2 | The instructions state, the numbers entered in the per labor hours column per employee, should equal the '# hours per year.' May we add a row above the Skill Set Experience Row to total the number of hours per employee? | Yes. | |
| 103 | Attachment D - Sample Task Order Task Mapping Matrix | Instructions Tab; Item 3 | May we add additional rows in the Skill Set Experience section as needed to address skills for all proposed labor categories? | No. | |
| 104 | Attachment D - Sample Task Order Task Mapping Matrix | Sample Task Order Tab | May we add additional columns across row 1 to accommodate all proposed staff? | Yes. | |
| 105 | Attachment D - Sample Task Order Task Mapping Matrix | Sample Task Order Tab | Columns A through F list the IDIQ SOW areas, while the Task Mapping Matrix is for the Sample Task Order. Should the Offeror change the information provided in these columns to match the Sample Task Order task areas? | No, the columns were aligned with the IDIQ Task areas. | |
| 106 | Attachment F - Relevant Experience Form | Is the Offeror required to use Attachment F to respond to Factor 2 - Relevant Experience? If so, may the forms for each citation be excluded from page count? | Yes, include as an appendix. | ||
| 107 | Attachment F - Relevant Experience Form | Attachment F - Relevant Experience Form; page 2 | Attachment F includes the following language, "Type: In the narrative below, please demonstrate the Quoter’s experience under this relevant experience example, holding and performing work under an IDIQ contract or BPA with multiple (more than five (5)) concurrent task orders/calls)." The Solicitation Factor 2 - Evaluation Criteria states, "Experience managing multiple, concurrent document repositories or file rooms; experience with multiple record types; and ability to provide SME support. Experience managing multiple task order in various locations, concurrently." If the size, scope, and complexity (multiple task orders, multiple locations, multiple document repositories or file rooms) of a contract are relevant, may the Offeror cite a contract with 5 or less concurrent task orders? | No. | |
| 108 | Solicitation Instructions | Proposal Submittal Due Date; pg. 55 | On pg. 55, the proposal submittal date is February 6, 2020 at 2 pm ET. On Attachment E, Past Performance Questionnaire, the due date is February 6, 2020, 3 pm ET. If questionnaires are not received by FDA until 3 pm will they be considered late? | An extension is granted until February 11, 2020, at 2:00 pm Eastern time. The solicitation documents have been updated. | |
| 109 | Solicitation Instructions | Sub-Factor 1 - Instructions, p.58 of 91 | The instructions state the Offeror is to address "its demonstrated capabilities to satisfy the complete range of technical requirements ... " This element is not in the Subfactor 1 - Evaluation Criteria. How will FDA evaluate the Offeror's capabilities? | Subfactor 1 has it's own evaluation criteria listed underneath the instructions - the Government will evaluate accordingly. | |
| 110 | Attachment B | 5.1 Reports/Deliverables; pg. 24 | Per Attachment B, the Quality Control Plan is required to be submitted as part of the Offeror's Technical Proposal. The proposal instructions do not identify where the Quality Control Plan should be provided or how it will be evaluated. Will FDA please clarify? | No QCP is required, this is a sample task order. | |
| 111 | Attachment B | 5.1 Reports/Deliverables; pg. 24 | Per Attachment B, the Quality Control Plan (QCP) is required to be submitted as part of the Offeror's Technical Proposal. The Quality Control Plan will require significant page count. Will FDA please exempt the QCP from the overall page count and allow it to be included as an Appendix to Proposal Volume 2? | No QCP is required, this is a sample task order. | |
| 112 | Solicitation | 1.3.2 21st Century Electronic Based Records … | Would FDA please confirm that the reference to Section D.4 should be Section 2.4 on pg. 40 and the reference to Section D.5 should be 2.5 on pg. 42? | Yes, this has been updated on the Amendment document. | |
| 113 | Solicitation | 1.15 IDIQ Labor Categories and Minimum Qualifications, Pg. 20 | Would FDA accept a degree in Business Management/Administration to meet the post-secondary education requirements? | Yes. | |
| 114 | Attachment E | Past Performance Questionnaire | The questionnaire staets the following: "The U.S. Food and Drug Administration intends to award a Blanket Purchase Agreement (BPA) with a performance period of 12 months, with four (4) 12-month options, to obtain Talent Acquisition Recruitment Services for the Food and Drug Administration (FDA) to support the execution of its mission to protect public health and its employees. The objective of the BPA is to establish a vehicle to provide qualified Executive, Senior, and Mid-Level Clinical and Non-Clinical candidates for any CDRH staffing requirements." | ||
| Would FDA please confirm it is acceptable for the Offeror to delete this statement from the questionnaire prior to sending to our customer? | Attachment E has been updated. | ||||
| 115 | Solicitation instructions | 27; 65 | The page limitations for Volume 2 - Relevant Experience are "not to exceed 5 pages per project" are we correct in assuming that Attachment H - Relevant Experience Form is excluded from this page limitation? | The page limitation for Volume 2 is 40 pages. The Relevant Experience Form (Attachment F) is included in the Volume 2 page count. | |
| 116 | Solicitation instructions | 27; 71 | General Formatting Instructions - This section states that "Resumes are required to be submitted for the all Key Personnel designated on the base BPA." However, clause HHSAR 352.237-75 Key Personnel (December 18, 2015) on page 61 of 75 states that Key Personnel are: "To be identified in BPA Orders placed against the BPA." Please confirm that there are no BPA level Key Personnel, and if there are please clarify what Labor Category(ies) are key at the BPA level and which volume and section you would like their resume(s) to be included in. | Not sure what document is being referenced, but Key Personnel at the IDIQ level must be included according to the instructions. | |
| 117 | Solicitation instructions | 27; 67 | The government defines "size" and "scope" as the following: |
The ”size” and “scope” are defined as:
Size: Organizations that demonstrate their relevant organizational experience managing a contract $75,000,000 in value or higher, 20 or more orders per year.
Scope: Organizations demonstrating their experience providing IT Lifecycle support from the Initiation to Operations and Maintenance phase for at least 50 applications / systems under a single contract.
Given that this contract is 8 (a) and the majority of contractors who have managed contracts of this size and scope will have sized out of 8 (a) status would the government change the requirements to allow for one contract of this size and scope that can come from prime or subcontractor. The contract values have been updated within the solicitation.
There is no reference to 20 or more orders per year within the solicitation or to Organizations demonstrating their experience providing IT Lifecycle support from the Initiation to Operations and Maintenance phase for at least 50 applications / systems under a single contract. This is not an IT contract.
118 Solicitation instructions All The RFP document does not have a numerical listing for headings following Section 5.0 Period of Performance.
| Would you continue numbering all headings for reference and compliance matrix purposes? | No. | |||
| 119 | Solicitation instructions | Page 8 of 91 | In the Set-Aside Notice, the Government is requiring offeror's to have an active registration in SAM with completed representations and certifications, by the close of the solicitation. However, the new SBA rules on approving JV entities at 13 CFR Section 124.513(e) only requires SBA to approve prior to award of an 8(a) contract and will update SAM to designate a joint venture as 8(a) after approval. |
| Given this requirement, would the Government include an exception for new JV entities so not to exclude them from bidding on this opportunity? If not, would the Government accept a signed letter from SBA acknowledging an Offeror's status as 8(a) in lieu of having our 8(a) status updated in SAM? | Yes. The solicitation has been updated accordingly to allow for this exception. | |||
| 120 | Solicitation instructions | Page 8 of 91 | Under the Notice of NAICS/Set-Aside section, FDA is requiring that all Offerors have an active SAM.gov profile with the appropriate certifications by the close date of the solicitation. We have a SBA-approved Mentor-Protégé JV entity. In our case, our SBA Office (Baltimore) has told us that they will not designate the entity's 8(a) status until an award is pending. We are told this is their standard protocol. |
| Given our situation, where our record doesn't display the 8(a) status because of a technicality (and the likelihood other SBA offices could have the same protocol), would the government revise the language requiring this certification from time of solicitation close date to time of award? | Yes. See response to Question 119. |
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