ECS_ Questions and Answers__Amendment 0006.pdf

ECS Q&A

1. I kindly request additional information regarding the application process for the IDIQ support opportunity, including any required documentation or qualifications. I would be grateful if you could provide me with pertinent details on the evaluation criteria and timelines associated with the selection process.

Answer: Refer to Section L- Instructions, Conditions, and Notices to Offerors or Respondents, and Section M- Evaluation Factors for Award, for instructions on how to apply and documentation required, and evaluation criteria and timelines associated with the solicitation.

2. Can you please send me any additional details regarding this solicitation?

Answer: There are no additional details regarding the solicitation. Please refer to Question 1.

3. Regarding Solicitation #: 75P00124R00014 "Executive Consulting Services", is there any incumbent on this contract? If so, who is it?

Answer: Information regarding any incumbent will be provided at time of award to the successful offeror.

4. I have a few questions on the solicitation to procure executive and consultative, strategic planning, program management, and administrative support services for the Office of Civil Rights (OCR):

a. : Is this solicitation only for 8(a) cert companies?

Answer: Yes. The solicitation was issued as an 8(a) competition that is a total set-aside for 8(a) concerns.

b. Will addition information be provided on the requirements for the contract?

Answer: Please refer to Question 2.

5. Would you kindly confirm if this is an entirely new effort or is there an incumbent currently providing these services? If so, would you please provide the incumbent contract details?

Answer: Please refer to Question 3.

6. Can you clarify if this opportunity is full and open (unrestricted) or if 8A is set aside?

Answer: Please refer to Question 4(a).

7. Was this opportunity re-released due to a protest?

Answer: No. The previous solicitation,75P00123R00048, was cancelled as the Government's requirements have changed. Please refer to notice for the previous opportunity at Sam.gov Notice Solicitation 75P00123R00048.

8. We respectfully request clarification on this requirement. Suppose the intention is to gauge the overall capability of offerors to fulfill these roles. Might we suggest an alternative approach where offerors demonstrate their ability to recruit and manage personnel with the requisite qualifications rather than providing actual resumes at this stage?

Answer: No. The Offeror must provide the information requested in Section L.- Instructions, Conditions, and Notices to Offerors or Respondents

9. Is there an incumbent on this contract? If so, please provide the incumbent name, current contract number, Period of performance, value of the contract.

10. Is the contractor eligible to submit the State & Local or Commercial Past Performance?

Answer: Per Provision L.11 in the solicitation, past performance is not limited to contracting with the Federal Government.

11. What is the maximum ceiling value of the project?

Answer: Per Provision B.4, the IDIQ contract maximum for the entire period of performance, including any options, shall be for the placement of orders totaling a maximum of $36,846,300.00.

12. Key Personnel, please clarify if key personnel for resumes submission is just H.2 KEY PERSONNEL (Program Manager) or all of these positions per the RFP “Subsection C.4.1 –Senior Advisor Labor Categories in the Statement of Work”: Senior Advisor, Senior Analyst (Disability), Senior Advisor (HIPAA), Senior Advisor (Language Access), Executive Consultant/Program Manager, Statistician/Economist.

Answer: The Offeror will need to provide resumes for both H.2 Key Personnel (Program Manager) and Senior Advisory Level Personnel listed in Subsection C.4.1. Per Provision L.9, Factor 3, the Offeror’s proposal shall provide resumes for Key Personnel that will be assigned to the project in accordance with the qualifications listed in Subsection https://sam.gov/opp/49370e4084f64b99a9df1139ba03faaf/view

C.4.1in Subsection C.4.1 –Senior Advisor Labor Categories in the Statement of Work. In addition to the requirements of C.4.1, the Offeror shall demonstrate that the proposed Key Personnel has 5 years of experience in successfully managing projects of similar scope, size, complexity, and subject area.

13. Please clarify the lack of Seed Task Order hours allocated per labor category, workload data. J5_Pricing Scenario for Seed Task Order. J.4_Seed Task Order 1 does not have enough detailed information to gauge level of effort to bid. Without workload data or required hours by labor categories or historical hours, the government will not be able to conduct a proper price evaluation among bidders. Instructions say “Labor estimates shall be supported with breakdowns by individual tasks including the number of labor hours estimated for each proposed labor category by CLIN for the seed task order” but not enough data in the Seed Order to figure out level of effort.

Answer: Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement. The price proposal shall provide adequate detail to determine whether the proposed pricing is reasonable and realistic.

14. Labor Rate Pricing. Page 5 of the RFP shows a list of labor categories to bid rates by year. There are 28 labor categories. There is no instruction to actually complete and submit this table. Please clarify if perhaps that data will be submitted in the Business Volume.

Answer: Information regarding Offeror pricing can be found in Section L, Provision L.10.3 of the solicitation. Provision L.10.3 will be revised to clarify that Offerors shall complete and submit a copy of the labor pricing table in Section B, Provision B.5 for the Master IDIQ in its Business Proposal.

Also, per L.10.3, for the Seed Task Order, the Offeror shall complete Attachment J.5, Price Scenario Seed Task Order Excel Spreadsheet, and include the labor pricing table in the Business Proposal.

15. Seed Pricing, please clarify if seed task order bid rates should be based on the RFP labor categories but with discounts for the Seed Task Order pricing.

Answer: Yes. The pricing for the Seed Task Order should be based on the quoted pricing for Section B, Provision B.5.

16. In the Seed Task Order, two levels of Administrative Assistant are noted but in the RFP only one level is noted for that labor category, please clarify.

Answer: The two levels of Administrative Consultants were mislabeled in the SEED Task Order. The C.4.4.A-Admininistrative Assistant II should have been labeled to mirror C.4.5.F-Executive Assistant at the IDIQ level. Also, C.4.4.B- Administrative Assistant I should have been labeled to mirror C.4.5.G- Administrative Assistant. This was an error and will be corrected in a subsequent amendment to the solicitation.

17. Extension request, due to the questions submitted, we request a one (1) extension of the proposal due date since we need time to adjust based on the answers to questions, workload data, etc.

Answer: The Government will grant an extension of the response period via a subsequent amendment to the solicitation.

18. Size of Award: Since this is an Indefinite Delivery Indefinite Quantity (IDIQ) contact type based on tasks, would a new and small vendor be considered for some of the smaller task orders or is the preference to have larger vendors who can provide staff for larger tasks?

Answer: The solicitation was issued as an 8(a) competition that is a total set-aside for 8(a) concerns.

19. Past Performance Questionnaire: Can vendors with no past performance with government contracting still apply?

Answer: Past performance is not limited to contract with the Federal Government only.

Per Provision L.11, the Offerors will be evaluated on performance under existing contracts and performance on prior contracts.

20. Cost for Labor: Looking at page #3 for the solicitation (Time and material orders),

a. are you looking for the fixed hourly rate or the daily rate for each labor category?

Answer: The Offeror must submit the fully loaded hourly labor rate for each category. Per Section B, Provision B.5, under Time and Materials/Labor Hours, references fully loaded hourly rates (inclusive of wages, indirect costs such as fringe, overhead, general and administrative expenses, any other indirect costs for labor, and profit) for each category

b. Also, would the base year be 2024 and Option period #1 to #4 be subsequent years?

Answer: Yes. For proposal purposes the starting year is 2024.

21. What are the current contract numbers for the existing IDIQ? Referencing the final bullet of Factor 2 in the SOW: The Offeror shall provide a draft work plan and schedule for the implementation of the project. The plan shall demonstrate a clear and detailed timeline illustrating the plan for transitioning incumbent employees from the current staffing contract (if vetted and qualified by the offeror), what steps the offeror takes to expedite the federal security clearance process, the plan for supervising onboarding staff quickly using the Offeror’s place of work should a determination be made that a federal badge is not required, the ability to subcontract for work that is not immediately available in house, an understanding of the work to be completed, as well as time constraints under which the work must be completed.

Answer: See Question 3.

22. In determining our ability to respond, it would help me to know

a. if this is a single- or multiple-award IDIQ.

Answer: Per Section L, Provision L.3- Type of Contract, The Government contemplates a Single Award IDIQ where Firm Fixed Price, Time & Material, and Labor Hour task orders may be awarded.

b. Also, it would help me to know if there is an incumbent and, if so, what the previous or current contract value(s) were/are.

Answer: See Question 3.

23. Will a past performance from a teaming partner be acceptable if our company has not worked with HHS previously?

Answer: Yes. Per Provision L.11-Past Performance Instructions, Past performance references can be for the offeror, predecessor companies, key personnel who have relevant experience and/or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the acquisition. Also, please refer to Question 19.

24. There is a reference to an amendment 01 on page 105, L.10 of the RFP (See Below). Was that a typo or was there an amendment?

Answer: Yes. That was a typographical error and will be deleted in a subsequent amendment to the solicitation.

25. Is the incumbent contractor CHICKASAW BUSINESS SOLUTIONS, LLC under contract 75P00123D00008?

Answer: No. Please refer to Question 7.

26. Does the 30-page count include responding to the Seed Task Order?

Answer: Yes.

27. Are commitment letters required for both Key and Non-Key personnel?

Answer: Per clause L.9, Factor 3, The Offeror shall provide Letters of Commitment from Key Personnel confirming that proposed staff have availability to fulfill their proposed roles over the course of the project in its proposal. This section will be revised in a subsequent amendment to the solicitation.

28. Are there incumbent staff for Seed Task Order that would transition to the new contractor?

29. The only attachments accepted are transcripts, resumes, letters of commitment and HHS Section 508 VPAT but Factor II indicates we should provide both our quality assurance surveillance plan and risk management plan however the page limitations will not allow for a sufficient response without placing the full plans in the Appendix. Please advise so that fair evaluation is conducted.

Answer: Agreed. The Government will amend Section L, Provision L.9 of the solicitation to include Quality Assurance and Risk Management Plans as technical appendices which are not included in the page count.

30. How will remote/onsite work eligibility be determined?

Answer: Remote/onsite work will be determined by the Contracting Officer’s Representative (COR) in accordance with Section F, Provision F.3 of the solicitation

31. What is the estimated percentage of travel required and for what positions?

Answer: The Government anticipates that estimated travel at approximately less than 5% for this requirement.

32. In accordance with the guidelines provided, I am seeking clarification on the possibility of extending the page limit for the seed task order response. The current stipulation of a 30 double-spaced page limit seems to be restrictive for presenting a comprehensive proposal.

Answer: See Question 26.

33. The SF1449 lists the due date as 2/15 at 5:00 PM. The SAM notice and Section L.7 (page

98) lists the due date as 2/21 at 2:00 PM EST. Can the government confirm the due date is 2/21 at 2:00 PM EST?

Answer: The due date on the SAM notice and in the solicitation of clause L.7 was February 21, 2024, at 2:00 PM EST. However, based on a previous amendment the response period has been extended to April 10,2023.The SF1449 will be corrected in a subsequent amendment to the solicitation.

34. The government lists the minimum order as "$10,0000.00" - could the government provide the correct minimum order figure?

Answer: Yes. The correct minimum amount is $10,000. The Government will amend the solicitation Section B, Provision B.4 to correct the minimum from $10,0000 to the correct minimum of $10,000.00 in a subsequent amendment to the solicitation.

35. F2: Period of Performance (IDIQ) (p. 45) - Can the government provide an estimated contract start date?

Answer: Please refer to Question 20(b).

36. L10: Business Proposal Instructions (p. 103) - Is there a page limit for the business proposal?

Answer: The page limit for the Business Proposal is 15 pages. The solicitation will be revised in a subsequent amendment.

37. C.4 Task Areas (RFP and Seed T.O.) - The work requirements for Tasks 2 and 4 in the IDIQ and for the SEED are virtually identical. When preparing responses to the SEED Task Order, can we refer to that section rather than writing the same response in both sections?

38. C.4.1.E Executive Consultant/Program Manager - Would the government be willing to add a Program Manager LCAT at the IDIQ level and/or separate the Program Manager and Executive Consultant LCATs?

Answer: No. The Executive Consultant/Program Manager LCAT is sufficient for the Government’s need at this time.

39. Will the first task order will be funded?

Answer: Yes, the first task order will be funded.

40. C.4 Task Areas - The SEED Task Order requires support for Task 2 - Investigations.

However, there are not investigations LCATs included in the Task Order. We believe they are warranted based on the scope of work and deliverables. Can the government please add the appropriate investigations LCAT(s) to the SEED Task Order?

Answer: No. The labor categories provided are specific to the current needs for the Seed Task Order.

41. In Attachment J5 (Pricing Scenario), the government did not provide either the LCATS or anticipated hours for each LCAT for the SEED Task Order.

a. Can the government provide the hours by LCAT for us to use for pricing the SEED task order?

Answer: Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement.

b. In addition, when providing the LCATs and anticipated hours, can the government also add LCATs for a Executive Consultant/Program Manager hours and an Investigator to attachment J.5 (per our previous question)?

Answer: The Government will add a Program Manager LCAT to the attachment via an amendment to the solicitation. However, regarding anticipated hours, Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement.

42. Page 1 of the Seed Task Order 1 indicates a total of 13,550 hours will be used for the task order. Can the government confirm this is 13,500 hours for the base period, and an additional 13,550 hours for EACH of the four option years?

Answer: No. The 13,500 hours is for the Seed Task Order only. However, the level of effort for subsequent task orders will be based on current need at the time of award.

43. J.4 Seed T.O. 1, Reports/Deliverables and Delivery Schedule - The deliverables tables does not have entries for a 6th, 7th, or 11th deliverable. Can the government please confirm the entire list of deliverables and, if there are no additional deliverables, please update the numbers in the deliverables table?

Answer: This was an error in the numbering of the deliverables table. The Task Order 1 deliverables table has been revised correcting the numbering in the table.

44. Can we use the CPARs of our teaming partner? On page 106 of the RFP, the Government writes, “Past performance references can be for the offeror, predecessor companies, key personnel who have relevant experience and/or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the acquisition” Can the Government clarify teaming partners are included in this description.

Answer: Yes, teaming partners are acceptable and included in the language in Provision L.11.

45. Is it the Government's intention to remove Section L.5 and Section H.5 since this is a full and open?

Answer: No, Provisions L.5 and H.5 will not be removed from the solicitation. As stated previously, and per Provision L.5-Notice of 8(a) Set-Aside, this solicitation is a total set aside for 8(a) concerns. In accordance with FAR 19.804-6(a), 8(a) eligibility shall be determined by the Small Business Administration (SBA) in accordance with FAR 19.805.

Any quote that is submitted by a contractor that is not found eligible by SBA will not be eligible for award.

46. Please define the number and positions of senior advisory labor categories that the Government would like to receive resumes and Letters of Commitment (LOCs) as key personnel.

Answer: The Offeror should provide seven (7) LOC’s inclusive of six (6) Senior Advisory Labor Categories and one (1) Program Manager.

47. It states on page 103 that resumes shall be submitted for personnel designated as key.

Is it the Government's intent to receive Letters of Commitment (LOCs) along with resumes for the designated key personnel for the SEED Task Order?

48. For the SEED T.O., can an offeror assume that 13,550 hours are annual (12 months) performance hours?

Answer: See Answer to Question 42.

49. The technical proposal instructions state the document should be 30 pages.

a. Is the Seed Task Order technical response part of the 30-page limit, or is the Seed

Task Order response a separate document?

Answer: Yes. The technical response to the Seed Task Order will be counted in the 30-page limit.

b. If it is a separate document, what is the page limit and additional parameters for that document?

Answer: See Answer to 49(a).

50. Is there an existing case management tool?

Answer: Yes. HHS uses the Program Information Management System (PIMS) but not all Consultants will need to have access to the system.

51. What is your CRM technology?

Answer: CRM is not applicable to this requirement.

52. Are you proactively surveying HHS Staff to understand trends?

Answer: No.

53. What is the current data platform that you are using?

Answer: Content Server is the current platform used for case management.

54. May the Government please provide information as to the required volumes and number of pages for the SEED Task Order Response or is pricing only required?

Answer: See Question 49(a)

55. Is it necessary to submit past performance information for all labor categories?

Answer: No. Per Provision L.11, Past performance references can be for the offeror, predecessor companies, key personnel who have relevant experience and/or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the acquisition.

56. Does the funding specified in the Seed Task Order apply to all subsequent task orders, or is separate funding allocated for each task order?

Answer: No. The level of funding will be specific to the task order and Government requirements at the time.

57. Could you please provide information on the number of hours allocated for each labor category?

Answer: Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement.

58. Following the award, how many labor categories must be fielded?

Answer: This will be dependent on the requirements of individual task orders issued at the task order level. However, Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement.

59. Are any of the positions listed as remote?

Answer: Per Section F, Provision F.3, work will be performed at: 200 Independence Ave SW, Washington, DC 20201, unless the Contracting Officer’s Representative (COR) approves a request for an alternate site, such as via telework or at the contractor’s site.

60. When is the deadline for completing mandatory training following the contract award?

Answer: There is no specific deadline for completion of the mandatory security training.

However, Contractor personnel will not be allowed to access the HHS system without completing the clearance process and all mandatory security training.

61. C.5 - How frequently must employees receive OCR information security awareness, privacy, and records management training during the contract period?

Answer: Employees must complete OCR Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract.

a. Is the training available online, or are there in-person sessions?

Answer: Training will be conducted online.

b. Are there any assessments or tests included with the training modules?

Answer: Yes, there is an online assessment at the end of each module.

c. If so, how are these assessments structured, and what is the passing score?

Answer: The online assessment requires participants to attain a score of 75% to pass.

d. If an employee has already completed similar training, does that fulfill the contract requirements?

Answer: No. Contractor personnel must complete all required HHS security training.

e. What documentation or proof is needed for previously completed training?

Answer: See Answer to Question 61(d).

f. Are there any options for flexible training schedules, particularly in the event of unforeseen circumstances or tight deadlines?

Answer: No.

62. The RFP refers to key personnel being listed in Subsection C.4.1 –Senior Advisor Labor Categories in the Statement of Work. C.4.1 is not included in the Statement of Work, but labor categories are included in Statement of Work C.4.2.

a. Would you please confirm which labor categories are key specific to this task order? This question was submitted as there are LCATs that don't align with the Categories listed on Page 3 of the Solicitation.

Answer: The Offeror should provide seven Key Personnel and Senior Advisor Labor Categories inclusive of six (6) Senior Advisory Labor Categories under Provision C.4.1 and one (1) Program Manager under Provision H.2.

b. Document: J4 Seed Task Order

Page # 2, C.3 SCOPE (paragraph 2) "The contractor shall oversee its personnel in performance of this task order. The Government anticipates that no more than 2% of hours under task orders issued against this contract will be performed by the project manager, unless approved in advance by the COR."

Is the 2% project manager C.4.1.E - Executive Consultant/Program Manager the same as from page 3 on Solicitation or is this an additional LCAT "Project Manager" This LCAT was not listed in the Seed Task Order. Please clarify.

Answer: Yes, the Executive Consultant/Program Manager at C.4.1.E is the same LCAT as the 2% Program Manager. The LCAT is listed in the Seed Task Order as Program Manager.

63. Page 3 in the SOW Section C.4.1.B, should the Senior Analyst Disability be categorized as a Senior Advisor (Disability)?

Answer: Yes. Clause B.5, referencing C.4.1.B in the chart has been updated to Senior Advisor (Disability).

64. If any IDIQ Rates proposed reflect the cost basis of subcontractor labor, please confirm subcontractors shall provide supporting cost and pricing data for these labor categories to comply with the requirements of Section L.10.4(b)(2). Additionally, please provide instructions for subcontractors who wish to submit this cost and pricing data under a sealed package.

Answer: Confirmed. Per Section L, Provision L.10.4(b)(2), Direct labor rate. The Offeror must submit source-type supporting documentation for all proposed labor rates in the form of excerpts from recent payroll registers or paystubs, salary surveys, similar positions from active similar contracts or task orders, salary rate schedules, written offers of employment, employment agreements or contracts that clearly indicate the position, annual salary, and hourly rate for each position (include mapping if necessary).

Accordingly, if the source-type supporting documentation is based on subcontractor cost and pricing data, the Subcontractor shall provide supporting cost and pricing data for these labor categories to comply with the requirements of Section L, Provision L.10.4(b)(2).

Additionally, Subcontractors that wish to submit their cost and pricing data under seal, shall mark any such documentation in accordance with FAR 52.215-1(e) Restriction on disclosure and use of data.

65. Factor 3 Evaluation Criteria - The government is asking for a draft work plan that includes transitioning incumbent employees but then requiring significant resumes. This unfairly gives the advantage to the incumbent. Would the government please clarify which resumes are required?

Answer: See Answer to Question 12.

66.

a. Factor 3 Evaluation Criteria - The government references that only Key Personnel resumes are required except for in this section that details non-key personnel resumes and/or names are required. Please remove. Section H.10 references that only the Program Manager is key personnel.

b. Factor 3 evaluation criteria states, “The Offeror’s proposal shall provide resumes demonstrating the qualifications of proposed Key and Non-Key personnel to ensure such personnel, including any proposed subcontractors and consultants, have the appropriate range of relevant experience for the proposed work.” Would the government please clarify which resumes are required?

67. L.10.3 - The government mentions transitioning the current incumbent personnel but does not provide the estimated level of effort for the Seed Task order. Please provide to ensure the continuity that the government is requesting.

Answer: Per Attachment J.4, for purposes of responding to the solicitation, the Offeror should assume a total of 13,550 hours will be used for the task order.

Offerors are expected to make an independent assessment of the resources required to perform the tasks described in Section C. Offerors should use their own judgment based on their experience and approach to completion of this project to propose the price appropriate for the requirement.

68. Please provide the incumbent contract number(s). Is 75P00123P00048 correct?

Answer: No. The previous solicitation,75P00123R00048, was cancelled as the Government's requirements changed. Please refer to notice for the previous opportunity at www.sam.gov.

69. The government stated that the solicitation issued under 75P00123R00048 was canceled due to the government's changing needs; please elaborate more. Information is critical to offerors in pricing.

Answer: Please refer to Question 68. The Government’s current requirement is encapsulated in Section C of this solicitation.

70. L.10.5 - What volume should this disclosure be included in?

Answer: L.10.5, Disclosure of Lobbying Activities, should be included in the Business Proposal.

71. Your “Program goals and objectives” statement says: “The Contractor will support the Office for Civil Rights (OCR) in obtaining highly skilled executive consultants and management/administrative analysts.” Task Area 1 says that “The Contractor shall provide mission support services for policy analysis and provide recommendations and advice regarding the development and implementation of OCR’s mission.” Task Area 3 states that “The Contractor will provide expert advice regarding the quality of OCR’s outreach activities and media relations.”

a. Should we treat this solicitation as a staffing contract, wherein expert staff work onsite (or virtually) to provide staff support for OCR projects, or will this be a http://www.sam.gov/ consulting contract, where the contractor shall provide analysis and advice to

OCR?

Answer: The Government is not contemplating a staffing contract. Per the Section C, Scope of IDIQ, this requirement is to provide OCR support in consultative services, strategic planning, program management, administrative services and all related advisory activities required by OCR. Accordingly, the Government contemplates a consulting contract, where the contractor shall provide analysis and advice to OCR.

b. Is the purpose of this contract to provide expert advice to OCR on how OCR should carry out its work, or is the purpose of the contract to provide staff members who will use their expertise to support OCR and carry out the work?

For example, would a deliverable under Task Area 3 be to assess the quality of OCR’s outreach activities and media relations and provide advice via a written plan document (expert advice), or would the deliverable be to assess the quality of the outreach activities, then develop and carry out a plan under the direction of the COR to support OCR’s outreach activities (staff support)?

Answer: See Previous Answer.