Questions with Responses_RFP_75P00124R00051_QA.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- 75P00124R00051
About this file
This document is a set of questions and responses related to a Request for Proposals (RFP) for Integrated Personnel and Payroll (IPP) Services for Officers of the Commissioned Corps (CC) of the U.S. Public Health Service (USPHS), Solicitation Number 75P00124R00051.
The key details are:
- The RFP seeks a vendor to provide operations and maintenance of an existing IT data, payroll, and personnel processing system, which interfaces with other HR systems and the U.S. Treasury.
- The new contractor is expected to assume full operations on January 1, 2025, with a 60-day transition period after contract award.
- The RFP covers a base year with up to 4 option years. All new functions will be policy mandated, with no separate CLIN for non-policy mandated enhancements.
- The government expects the vendor to have the agility to process personnel and payroll, but does not currently have any government staff performing these functions. The vendor will be required to meet various security, compliance, and Service Level Agreement requirements.
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Sheet2
| # | Question | Document | Reference | CCHQ Response |
| 1 | The RFP's Scope of Work (Section 5) refers to "seeking a vendor to provide operations and maintenance of..." However, there are several sections that allude to new development. What is the government's expectation of the awarded vendor regarding development? Is the awarded vendor responsible to complete development to integrate existing functions? Is the awarded vendor responsible to develop and integrate new functions not currently in production? If there is new development expected, has the government determined a time frame and is the new contractor expected to include the pricing for this new development in the response to this RFP? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Entire document | Tasks listed in the RFP are based on congressionally mandated requirements. Any development will be driven by congressionally mandated policy updates. |
| 2 | Can the Agency consider extending the due date by two weeks. | Entire document | The 2 week extension may be considered based upon the number of responses and/or similar inquiries leading up to the solicitation close date. | |
| 3 | It is our understanding from the description that HHS requires an integrated personnel and payroll system. In addition to the Personnel Processing functions listed in this section, will the existing Commissioned Corps' Applicant Enrollment System (AES), Applicant Tracking System (ATS), and/or Commissioned Officers' Effectiveness Report (COER) HR systems be included in the integrated payroll and personnel system (IPP)? Or, will these systems remain separate and outside of this procurement? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 3, B.1 BRIEF DESCRIPTION OF SERVICES | The OASH enterprise architecture does not change the functions or inhibit the system needs in this solicitation. |
| 4 | Are there any other existing systems, other than the ones identified in the question above, that are to be integrated with the payroll and personnel system. | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 3, B.1 BRIEF DESCRIPTION OF SERVICES | No, at this time the IT ecosystem will remain the same. |
| 5 | Should option year(s) be granted to the awarded vendor, what services does the Government anticipate receiving for the additional "Transition-In Services" CLINs 2001, 3001, 4001? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 3, B.5 CONSIDERATION AND PAYMENT, Option Period 1 table and subsequent option period tables. | The additional Transition In Services CLINs are erroneous and will be removed from the contract post award. |
| 6 | Will all "new" functions provided by the awarded vendor be "Policy Mandated"? If not, will the government consider a separate CLIN for non-policy mandated enhancements? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 3, section B.5 CONSIDERATION AND PAYMENT | Yes, all "new" functions provided by the awarded vendor will be Policy Mandated and this is written within the scope of the firm-fixed contract. There will be no separate CLIN for non-policy mandated enhancements. |
| 7 | Please explain the Government's expected timeline related to Contract Award and action plan. The RFP states, "....train the new supplier staff to assume daily operations and maintenance by January 1, 2025. The new supplier’s transition plan shall outline the supplier’s methods and means to provide adequate coverage to ensure uninterrupted service.....for completion within 60 days post contract award". These two sentences appear to be in conflict. Please explain if the new contractor is assuming full operations on January 1, 2025 or sixty days later on March 1, 2025. | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 5, section 2.1.1 | The new contractor will assume "full-operation" January 1, 2025. |
| 8 | The RFP states that "...outstanding / accepted assessment by the government will be transferred for completion by the incoming contractor." What assessments are the government currently performing? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 6, section 2.2.2 | Refer to Appendix A Service Level Agreement |
| 9 | The RFP identifies several positions (i.e.: in section 2.3.2) but does not indicate the current positions and levels of effort that are currently being used to maintain functions. How many staff are currently being used to cover the functions and what are their roles/positions? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 6, section 2.3.2 | None, there is no transition in progress therefore there are no staff assigned |
| 10 | Of the positions referenced in section 2.3.2, please identify which are considered "key positions"? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 6, section 2.3.2 | All positions are key positions but not limited to those listed in 2.3.2 |
| 11 | Does the Government, or the outgoing contractor, currently maintain an ATO for the Secure File Transfer Protocol (SFTP) data server referenced in section 2.3.3 of the RFP? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 6, section 2.3.3 | Yes |
| 12 | Is the outgoing contractor currently providing all of the services listed in section 2.4? If not, please indicate what services are not currently being provided by the current contractor, and whether that service is to be integrated as of January 1, 2025 or at a later date. | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 6, section 2.4 | Yes |
| 13 | Section 3, subsection 3.11 identifies a key technical transition requirement and proposal element of "potential teaming or subcontracting arrangements supporting, a 4–8-week transition window, base year and up to 4 option year periods." Please provide clarification regarding section 3.11 requirements regarding teaming and subcontracting arrangements. Are teaming or subcontracting arrangements expected to be "potential", mandatory, or not required? Are they required for 4-8 weeks during option year periods, or for entire option year periods? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 7, section 3.11 | The Government is asking that the vendor provide any potential teaming or subcontracting arrangements that will support the 4–8-week Transition In period, base year and/or option year periods; however, as stated any potential sub-contractor arrangements cannot be directed by the government and it depends upon the project plan and the vendor's disrection regarding teaming or subcontracting arrangements to meet the requirements. |
| 14 | Section 3.7 of the RFP refers to HHS specific risk management process standards. Can HHS provide - or refer to - its documentation concerning the process? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 7, section 3.7 | The government expects required risk management standards that complies with HHS risk management standards, which can be found in Section 23.1.11.13 |
| 15 | One of the success factors identified in section 3.8.1 is the operational status of ALL critical functions to process personnel and payroll. Are there any critical functions currently performed by government staff that are required to process personnel and payroll that are expected to be transferred to the new contractor? If so, please identify these functions. | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 7, section 3.8.1.1 | None at this time, but the agility in personnel and payroll processing is expected of the vendor. |
| 16 | Transition Period: Can you provide more details on the specific roles and responsibilities expected from the incoming contractor during the transition period? | Page 7, Section C.1 | As outlined in the transition out CLIN. The government cannot determine the expertise the vendor will need to complete the transition period tasks. | |
| 17 | Transition Period: What level of access will the incoming contractor have to the existing systems and data during the transition? | Page 7, Section C.2.1 | The contractor will have the level appropriate to complete the transition tasks. | |
| 18 | Collaboration with Outgoing Contractor: What is the expected level of cooperation from the outgoing contractor? | Page 7, Section C.2.2 | As outlined in the transition out period CLIN | |
| 19 | Knowledge Transfer: What is the process for ensuring a smooth knowledge transfer between contractors? | Page 7, Section C.2.2.2 | Expectation is for the vendors to collaborate and develop knowledge transition processes to meet the requirements | |
| 20 | Section 3.19 discusses the migration of the existing system to the cloud. Can the Government specify what components / modules of the program do not currently exist in the cloud? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 8, section 3.19 | The legacy system exists in the cloud. |
| 21 | In section 5 (Scope of Work) the RFP lists 'and Retiree on the payroll and personnel system," yet there is no CLIN for Retiree payroll. What is the Government's expectation with respect to retiree payroll and personel processing? Is providing a system that integrates the processing of payroll for retired Commissioned Corps officers part of this procurement? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | page 8, section 5 | No, the existing system will not be replaced and poviding a system that integrates the processing of payroll for retired Commissioned Corps officers is not part of this procurement. |
| 22 | Collaboration with Outgoing Contractor: Are there any specific processes or protocols that should be followed during the transition? | Page 8, Section C.2.3 | Normal transition in and transition out planning is expected. | |
| 23 | Scope of Work: Can you provide more details on the scope and frequency of regular system maintenance and updates? | Page 9, Section C.4 | Depends upon vendors ability to manage the system. Normal systems maintenance updates are expected in accordance with the system requirements. | |
| 24 | Scope of Work: What are the expected response times for helpdesk support? | Page 9, Section C.4 | Refer to section 24.6 and Appendix A (SLA) Service Level Agreement for more clarity | |
| 25 | Section 6, BACKGROUND, paragraph 1 of the RFP states, "Payroll services are currently provided [by] in-house human resources (HR) personnel of U.S. Public Health Service (USPHS) Commissioned Corps Headquarters (CCHQ) using a cloud-based software system". Is the purpose of this procurement to replace only the system and services provided by the outgoing vendor, or does it include functions currently being performed by USPHS staff? If the new contractor is expected to provide services currently being performed by USPHS staff, please elaborate on those services. How many government personnel within IT Services or CCHQ are involved in the provisioning of personnel services? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 10, section 6 BACKGROUND | The purpose of the RFP solicitation is to continue the services and systems currently in place but does not include replacing any USPHS staff. At this time a minimum of 20+ government personnel. |
| 26 | The RFP states, "The Offeror shall continue to provide a consolidated solution for the USPHS Commissioned Corps…..". Are all the services listed in section 8 already consolidated? If not, please identify the services that are not currently consolidated, what system(s) those services operate on currently, and the time frame the government expects for completion of the integration with personnel and payroll (IPP) system. | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 11, section 8 | The services required to meet the congressionallly mandated policy changes - credentialing, immunization tracking, promotion management, evalusts, and security clearnce - are listed as part of the system requirements . However, these services are not currently consolidated. The timeframe for implementing these changes is dependent upon the vendors expertise and understanding of the requirements. |
| 27 | System Requirements: Are there any specific software or hardware requirements that the contractor needs to meet? | Page 11, Section C.7 | Please refer to RFP listing all required systems | |
| 28 | The last sentence in section 7, CURRENT SYSTEM OVERVIEW, on page 11 states that the system has interfaces in to numerous internal and external data systems. Does the listing of systems in section 18, EXTERNAL INTERFACES to the CURRENT PAYROLL ENVIRONMENT, beginning on page 29 identify ALL external system interfaces? Is there a listing of ALL internal interfaces that are not controlled by the current vendor? What is the timeline for the awarded contractor to take over the current internal and external interfaces? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 11, section 7 CURRENT SYSTEM OVERVIEW | Yes, all external systems are listed in section 18 of the RFP. There are internal interfaces that are not controlled by the current vendor. These will be discussed with the awarded vendor. |
| 29 | Training Requirements: Are there any specific government-provided training sessions the contractor’s staff must attend? | Page 15, Section C.13 | The general contractor training requirements are outlined in section 22.2 and 22.3 of the RFP and the Government reserves the right to add any mandated governmental trainings (i.e. Security, Cyber Security, System Access) required for the contractor to maintain an ATO, the IPP solution/sytem and access. | |
| 30 | System Requirements: Can you provide more details on the cloud migration strategy and the role the contractor will play in this? | Page 15, Section C.19 | N/A. | |
| 31 | Contingency Planning: Are there any specific disaster recovery requirements the contractor needs to meet? | Page 17, Section C.13.3.6 | Please refer to RFP for all contingency planning questions | |
| 32 | Service Level Agreements (SLAs): Can you provide more details on the performance metrics and SLAs that the contractor must meet? | Page 18, Section C.16 | Appendix A provides the SLA factors that are components of the required SLA agreement with the government. Government will work with vendor to determine performance metrics that must be met. | |
| 33 | Service Level Agreements (SLAs): How will performance be measured and reported? | Page 18, Section C.16 | To be determined by the government | |
| 34 | Key Performance Indicators (KPIs):What are the key performance indicators (KPIs) that will be used to evaluate the contractor’s performance? | Page 18, Section C.16 | Downtime, system accessibility, system availability, Incident response time, Meantime to repair, meantime between failures, first call resolution etc. | |
| 35 | Key Performance Indicators (KPIs): How frequently will performance reviews be conducted? | Page 18, Section C.16 | To be determined by the government | |
| 36 | Communication and Reporting: What are the preferred communication channels between the contractor and government stakeholders? | Page 18, Section C.16 | Email, face-to-face meetings, TEAMS, Zoom, Reports, and PMR | |
| 37 | Note this text from paragraph L.6 "There is not currently funding committed for this contract. We do expect that funding will be available; however, a contract will not be awarded until and unless funds become available." Given that the Transition activities begin on November 1, 2024, when does the Government anticipate a definitive determination on funding? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | page 184, paragraph L.6 FUNDING | Funding will be available at the time of contract award. |
| 38 | Communication and Reporting: Are there any specific reporting formats or templates the contractor needs to use? | Page 20, Section C.18 | To be determined by the government | |
| 39 | Security and Compliance: What specific security certifications and standards must the contractor adhere to? | Page 22, Section C.11.2 | All standard security protocol requirements are noted in the RFP solicitation. | |
| 40 | Security and Compliance: Are there any ongoing or upcoming audits the contractor needs to be aware of? | Page 22, Section C.11.3 | None are scheduled at this time but that is subject to change based on the Governments need and per the requirements within the RFP, the vendor will assist and/or provide audit assistance/support. | |
| 41 | The last sentence in section 13.3.4, Test Site, on page 28 identifies a dependency between the test site and a "Cold Site". Is there an expectation that physical assets will need to be relocated from the test site to the cold site to operationalize the cold site? | RFP file: 75P00124R00051 - Integrated Personnel and Payroll Services Solicitation | Page 28, section 13.3.4 Test Site | Vendor will determine how to manage their Continuity of Operations (COOP) site. |
File details come from the government source that posted it. Updated .