HRSA OPTN Operations Contract Clinic Transcript.pdf

OPTN Operations Support IDIQ Contract Clinic Transcript

Operations Contract Clinic Transcript OPTN Modernization

February 21, 2024

Transcript

[Jimmy Hupalar] 13:00:54

Welcome to the HRSA contract clinic. For the Indefinite Delivery and Indefinite Quantity, Organ

Procurement and Transplantation Network Transition Operations Transition draft solicitation proposal process.

[Jimmy Hupalar] 13:01:10

My name is Jim Hupalar. I'll be the contracting officer for this procurement.

[Jimmy Hupalar] 13:01:14

And I would like to introduce Miss Naomi Inazawa. She'll be the contract specialist.

[Jimmy Hupalar] 13:01:20

The goal of this contract clinic is to meet with you, the vendors, who wish to learn more about the proposal process for the OPTN Operations Transition IDIQ.

[Jimmy Hupalar] 13:01:36

We hope by attending this contract clinic, you will better understand how to submit a proposal.

And furthermore, attending this contract clinic will ensure you are better equipped to decide whether or not it makes sense for your organization to submit a proposal for the OPTN

Operations Transition IDIQ.

[Jimmy Hupalar] 13:02:01

The format of this contract clinic will be to go over the sections of the Operations Transition

RFP.

[Jimmy Hupalar] 13:02:11

We hope, you know that there's a diverse number of experiences in the vendors who are attending now with different levels of experience and proposing for government contracts.

[Jimmy Hupalar] 13:02:26

By holding this contract clinic, we aim to get a better, we aim to get better proposals from vendors who are well suited and may not be familiar enough with the process to submit a proposal successfully. So, before I start, I want to go over some of the ground rules.

[Jimmy Hupalar] 13:02:48

The first one is number one, as I go through each section of the solicitation, I will set some time aside for questions relevant to that section.

[Jimmy Hupalar] 13:03:00

Number two, I cannot go over anything that violates procurement integrity. Any information shared by the government must not create an unfair competitive advantage. So, I may not be able to answer specific technical questions regarding the performance work statement.

[Jimmy Hupalar] 13:03:23

Number three, we want our sessions to be interactive and encourage you to ask questions as we move through the sections of the solicitations.

[Jimmy Hupalar] 13:03:35

But do keep in mind, our end goal with the allotted time we have is to spend time understanding sections L, titled Instructions, Conditions and Notices to offerors. And section M, titled Evaluation Factors for Award.

[Jimmy Hupalar] 13:03:54

Please use the Zoom Q&A function to submit your questions. To ensure we address as many questions as possible, please submit questions related to that section I'm currently discussing.

My staff will be monitoring, excuse me, my staff will be monitoring the Q&A function and will read the questions allowed to me at the end of each section.

[Jimmy Hupalar] 13:04:22

If time does not allow me to get to your question, please, resubmit them utilizing the vendor intake form under the link in SAM.gov. So, let's dive into the RFP at this time.

[Jimmy Hupalar] 13:04:43

So, the cover letter, you would notice in the cover letter, what's important about the cover letter? So, the RFP number, which is 75R60224R00008. The title of this RFP is OPTN Operations

Transition IDIQ.

[Jimmy Hupalar] 13:05:04

The first thing you will see is the cover letter, the solicitation number, and a notice ID on

SAM.gov.

[Jimmy Hupalar] 13:05:12

The NAICS code, that stands for the North American Industry Classification Code, it is important to note that this is a draft solicitation. And is subject to potential revisions, before the final version is posted on SAM.gov. Offerors and potential offerors are encouraged to monitor

SAM.gov for updates. HRSA is not currently accepting proposals based on this draft solicitation, but we have released the final draft, with the goal of giving offerors more time to familiarize yourself with the requirements of this solicitation.

[Jimmy Hupalar] 13:06:03

Details on where to submit questions about the draft solicitation can be found under Roman numeral 3 of the cover letter.

[Jimmy Hupalar] 13:06:14

Questions will be accepted until 12 o'clock PM Eastern Time on February 28.

[Jimmy Hupalar] 13:06:22

We encourage you to submit questions at any time before the deadline. You can submit questions multiple times. Please do not wait until the last moment.

[Jimmy Hupalar] 13:06:35

Roman numeral number 4 of the cover letter, notes that we will provide an additional period for questions after the final solicitation is posted or released.

[Jimmy Hupalar] 13:06:50

Roman numeral five also talks about the government will not cover any cost to prepare, in preparing a vendor's proposal, nor does it guarantee an award.

[Jimmy Hupalar] 13:07:04

Now there's some dates to familiarized yourself with, so phase one technical proposals are due no later than 12 o'clock PM Eastern Time on April 26. Phase 2, technical proposals are due at this time no later than 12 o'clock PM Eastern time, June 25.

[Jimmy Hupalar] 13:07:27

It is also your responsibility as a proposal offeror to obtain confirmation by the government of receipt of your proposal.

[Jimmy Hupalar] 13:07:40

Lastly, you must be registered and SAM.gov. Generally, it may take approximately 48 days to become registered, but delays do happen, so if you're not registered at this time, please do so as soon as possible.

[Jimmy Hupalar] 13:07:57

Before I move on to section A, do you have any questions?

[Sarah DePeri] 13:08:11

We do have a couple of questions in the chat. The first question is, “The audio may have glitched. Was there a comment about the NAICS that was made? If yes, could you please repeat that?”

[Patrick Dillon] 13:09:18

Jimmy, did you hear that question?

[Jimmy Hupalar] 13:10:15

Could you repeat the question one more time?

[Patrick Dillon] 13:10:20

Hey, the question is, “The audio may have glitched. Was there a comment about the NAICS that was made?” If yes, could you please repeat that? Is it anticipated that the NAICS may change?

[Jimmy Hupalar] 13:10:38

No. The NAICS code, once again, is the North American Industry Classification System and for this requirement is 541611.

[Jimmy Hupalar] 13:10:49

That's administrative management and general management consulting services.

[Jimmy Hupalar] 13:10:59

The next question please.

[Patrick Dillon] 13:11:08

This is a draft, so are the dates listed in section B still valid or subject to change?

[Jimmy Hupalar] 13:11:20

At this time, we don't know until we finalize the solicitation. So once again, you're right, this is a draft solicitation and is subject to change. So, when we post the final solicitation you know, we will provide a period of time for questions and answers. So, at this time, the NAICS code remains 541611.

[Sarah DePeri] 13:11:59

Hey, Jimmy, I have another question. Will a list of attendees of today's session be provided to the public? If so, where will it be located?

[Jimmy Hupalar] 13:12:17

So yes, there will be a list of attendees and it will be provided to the public, it will be posted on the OPTN Modernization site.

[Jimmy Hupalar] 13:12:40

Thank you. Are there any other questions regarding the cover page?

[Patrick Dillon] 13:12:48

Okay, Jimmy, we have another one, is there a timeline on when the final solicitation will be available?

[Jimmy Hupalar] 13:12:58

So, at this time, we're looking at the end of March 2024.

[Sarah DePeri] 13:13:13

And I have one final question for you. How long after the receipt of questions does the government anticipate answers will be provided to the public?

[Jimmy Hupalar] 13:13:25

So normally the government will review all the questions received then we will wait until the question and answering period ends, then we will post the questions and answers for the public to see on SAM.gov.

[Jimmy Hupalar] 13:13:49

So, once the period for the questions and answers ends, and the government is able to review all questions and provide an answer, we will post all questions and answers on SAM.gov.

[Jimmy Hupalar] 13:14:15

Okay, let me move on to section A of the RFP.

[Jimmy Hupalar] 13:14:21

So, to note, the block number 3, that's your solicitation number, block number 5, is when we actually posted this draft solicitation.

[Jimmy Hupalar] 13:14:36

It's important to note that this is a draft solicitation. I keep repeating myself, but I need to ensure that everybody understands this.

[Jimmy Hupalar] 13:14:44

It is subject to potential revisions before the final is posted on SAM.gov. We encourage all potential offerors to continually monitor SAM.gov.

[Jimmy Hupalar] 13:15:02

Now details on where to submit questions about a draft or this draft solicitation can be found under Roman numeral number 3 of the cover letter.

[Jimmy Hupalar] 13:15:13

And once again, questions will be accepted until 12 o'clock Eastern Time, February 28.

[Jimmy Hupalar] 13:15:23

Roman numeral number 4 of the cover letter notes that we will provide an additional period, once again, after final solicitation is released for questions and answer.

[Jimmy Hupalar] 13:15:36

Roman numeral number 5 of the cover letter states that, “The government will not cover any costs related to preparing and submitting a proposal nor does the government guarantee an award.”

[Jimmy Hupalar] 13:15:53

As of now, phase one, technical proposals are due 12 o'clock Eastern Time, April 26.

[Jimmy Hupalar] 13:16:01

And phase 2, technical proposals are due June 25 12 o'clock Eastern Time. Both proposals shall be submitted together.

[Jimmy Hupalar] 13:16:15

It is also, once again, your responsibility to ensure that you receive confirmation from the government of receipt of your proposal.

[Jimmy Hupalar] 13:16:25

You must be registered on SAM.gov.

[Jimmy Hupalar] 13:16:29

Okay, let's move on to section A of the solicitation.

[Jimmy Hupalar] 13:16:36

So, you'll see in block 3 is the solicitation number.

[Jimmy Hupalar] 13:16:45

You will see in block 7 is the contract's point of contact information.

[Jimmy Hupalar] 13:16:52

And note, vendors must complete upon submission of their proposal, blocks 15 A, 16, 17, and

18.

[Jimmy Hupalar] 13:17:03

Once again, vendors must complete, on this page, blocks 15 A, 16, 17, and 18. And the name and the title of the person authorized to sign and offer, that would be block 16 of this SF 33.

[Jimmy Hupalar] 13:17:27

Do you have any questions before I move on to section B?

[Jimmy Hupalar] 13:17:41

Okay, section B that's titled Supplies or Services and Price/Cost. This section identifies contract line items, billing information, it also lets you know what type of contract is being solicited. In this case, it's an IDIQ contract.

[Jimmy Hupalar] 13:18:00

An IDIQ is a type of contract that provides an indefinite quantity of goods or services to be delivered over a specified period.

[Jimmy Hupalar] 13:18:11

This will allow the government to order varying quantities of supplies or services as needed, up to a predetermined seeming amount, without having to renegotiate the terms of the contract.

For this particular IDIQ, task orders will be issued as a cost reimbursement or labor hour, time and material, or firm fixed price, or any combination thereof.

[Jimmy Hupalar] 13:18:41

Section B 2 1 refers to the IDIQ as having a prepaid tab, we call that a minimum dollar guarantee.

[Jimmy Hupalar] 13:18:56

And B 2 1 also notes that when the government needs to order services, we will issue a task order. Task orders will be fully funded at award, it may have option periods. So that, when we refer to the minimum dollar guarantee for this IDIQ, it's $2,500. That's guaranteed for life of the contract.

[Jimmy Hupalar] 13:19:24

Total costs for all task orders awarded shall not exceed the established ceiling amount. For this

IDIQ it's 450 million for all domains. It is estimated that the maximum ceiling for each domain are as follows, $30 million for domain 1, approximately $145 million for domain 2, $235 million for domain 3, and approximately $40 million for domain 4.

[Jimmy Hupalar] 13:20:09

Section B 2 2, titled Unloaded Labor Category Ceiling Rates. It's important to know that the

HHSAR clause, 352231-70 titled, Salary Rate Limitation, that states that contractors cannot bill the government more than an executive level 2 annual salary. And then, 2024, that's 221,900.

[Jimmy Hupalar] 13:20:43

B 2 2 also talks about the six-month extension. 52217-8, the government may require continued performance of services within the limits and the rate specified in the contract, the sixth-month extension.

[Jimmy Hupalar] 13:21:00

Therefore, it is important for you vendors to provide us pricing for those additional six months.

[Jimmy Hupalar] 13:21:10

For section B 3, please note number 4 titled, Indirect Cost and number 5, titled, Fixed Fee, indirect cost is established, negotiated indirect cost rate, the ceiling cost rate shall be used for the entire life of the contract. Unless a cognizant auditing agency establishes a lower rate.

[Jimmy Hupalar] 13:21:39

If you do not have an established negotiated cost rate agreement, please contact the National

Institute of Health, the Division of Financial Advisory Services and They will provide you some assistance.

[Jimmy Hupalar] 13:21:54

The fixed fee structure for the cost reimbursement and for firm fixed price type task orders, the fixed fee covers the contractor's expenses and profit, its state, it shall remain the same throughout the life of the contract.

[Jimmy Hupalar] 13:22:12

Do you have any questions in this section before I move on?

[Jimmy Hupalar] 13:22:24

So, let's move on to section C and D. I'm going to skip that section because they're self-explanatory.

[Jimmy Hupalar] 13:22:31

We're going to be moving on to section E. So, section E, titled, Inspection and Acceptance.

[Jimmy Hupalar] 13:22:37

I want to point out section E 2 and E 3 for you. Section E 2 includes clauses that the contracting officer representative will use to inspect the services you provide the government.

[Jimmy Hupalar] 13:22:52

E 3 talks about the Quality Assurance Surveillance Plan. We call that QASP. QASP is utilized by the government to monitor your performance under the contract.

[Jimmy Hupalar] 13:23:06

Are there any questions with section E?

[Jimmy Hupalar] 13:23:14

So, let's move on to section D, Packaging and Marketing. This explains how you would be expected to deliver, mark, and label your deliverables.

[Jimmy Hupalar] 13:23:30

Are there any questions in this section?

[Sarah DePeri] 13:23:35

Yes, Jimmy. We have a question that came up on the conflict of interest. I wanted to go ahead and ask that question now, it seems a couple of folks have asked the question. The conflict of interest portion was unclear specifically, are nonprofit offers permitted to submit proposals for both the OPTN Board of Directors Support IDIQ, and one of the domains of the OPTN

Operations IDIQ. If selected for both would HRSA make the determination on which IDIQ would be awarded or allow the offeror to decide?

[Jimmy Hupalar] 13:24:17

So, let me get back to you, once we have, once we get to that section. Let me get back to you.

[Jimmy Hupalar] 13:24:40

Does anybody have any questions in section D before I move on?

[Jimmy Hupalar] 13:24:54

So, section F, Deliveries or Performance. That discusses the deliverables, the peer performance, the place of performance, and the observed federal holidays.

[Jimmy Hupalar] 13:25:06

So, vendors need to pay attention to section F 4, which states that 508 compliances will be required at the task order level. HHS guidance regarding the accessibility of documents can be found within this section of the solicitation.

[Jimmy Hupalar] 13:25:26

It's important to know that all offerors are familiar with the clauses listed in section F 6.

[Jimmy Hupalar] 13:25:35

In case there's a need for the government to stop work, or should you experience a government delay.

[Jimmy Hupalar] 13:25:49

Does anybody have any questions in section F before I move on to section G?

[Jimmy Hupalar] 13:25:59

Okay, section G titled Contract Administration Data. Section G goes over how the contract will be administered. The contractor's representative will be assigned at the time of award and information will be updated at that time.

[Jimmy Hupalar] 13:26:17

Section G speaks to the identified course responsibilities. Under the contract, section G 3 lists the list of restrictions on the course authority and responsibilities.

[Jimmy Hupalar] 13:26:34

In section G 4, we talk about key personnel. The government has designated the project manager for this parent IDIQ as essential.

[Jimmy Hupalar] 13:26:46

In addition to the information already noted, please note section 7 and section 8, provides information on how task orders will be issued.

[Jimmy Hupalar] 13:26:59

So, section G 9, provides guidance on how the government invoice processing platform and how contractors should submit their invoice.

[Jimmy Hupalar] 13:27:14

Are there any questions on section G before I move on to section H?

[Jimmy Hupalar] 13:27:32

So, section H is titled Special Contract Requirements Information. This provides information on a wide variety of contract specific terms.

[Jimmy Hupalar] 13:27:44

So, I want to point out something very important under H 1, Minimum Eligibility Requirements, so the offeror that receives a contract under the OPTN Board Support IDIQ contract cannot be a prime contractor or subcontractor under the OPTN Operations contract.

[Jimmy Hupalar] 13:28:17

That poses a conflict of interest, so let me say that one more time. An offeror or vendor that receives OPTN Board Support IDIQ contract cannot be a prime contractor or a subcontractor under any OPTN contract which includes OPTN Operations.

[Jimmy Hupalar] 13:28:46

So, section H 2 goes over to organizational conflict of interest, or a pre award and post award.

[Jimmy Hupalar] 13:28:58

So, that question that, that vendor had asked me, previously, the Operations Transition solicitations are full and open to all entities. However, a non-profit that is awarded the Board

Support contract, once again, cannot be awarded under any OPTN contract to include OPTN

Operations contract.

[Jimmy Hupalar] 13:29:32

Before I move on to section I, do you have any questions on section H, please?

[Sarah DePeri] 13:29:45

Hey, Jimmy, there's a follow up question to what you just said. What if you are a subcontractor versus prime on the Board Support contract, can you still participate in the Operations IDIQ?

[Jimmy Hupalar] 13:29:59

Oh no, you cannot be a subcontractor on the OPTN Board Support contract and be a contractor prime or sub on the OPTN Operations contract.

[Jimmy Hupalar] 13:30:14

Thank you for asking that question.

[Sarah DePeri] 13:30:17

Okay, and then there's another follow up to that as well. It's clear that both contracts cannot be held at the same time, which means the same company cannot be awarded to both, but can we bid for both as the proposal submission timeline is the same?

[Jimmy Hupalar] 13:30:36

Yes, you could bid for both. However, I do have to say that you may be taking a risk, okay? That if you're awarded the Board Support contract, right? And you wanted to bid on the OPTN, one of the domains, you know, if you're awarded the OPTN Board IDIQ contract as a vendor you cannot, once again, you cannot hold any contracts under the OPTN Operations, prime or sub.

So that would be a risk on your part.

[Jimmy Hupalar] 13:31:24

So, before I move on to section I, I'm going to give you a chance. Do you have any more questions on section H, or do I need to clarify?

[Sarah DePeri] 13:31:43

Jimmy, there is one extra question that came up with the conflict of interest, asking whether or not both contracts, the Board contracts and the Operations contract, if the award notification timelines are the same?

[Jimmy Hupalar] 13:31:33

Yes, yes. The notification timeline are the same, yes.

[Jimmy Hupalar] 13:32:15

Okay, let me move on to section I that's titled Contract Clauses. In this section we incorporate all the relevant parts of the federal acquisition regulation and HHS acquisition regulation clauses.

[Jimmy Hupalar] 13:32:31

Section I 1 provides a reference to all contractors on where to locate the full text version of the clauses listed within the solicitation.

[Jimmy Hupalar] 13:32:48

So, I want to note, some very important clauses. So FAR clause, 52249-6, that's titled Termination and that's for cost reimbursement, FAR clause 252249-8 that's default for fixed price supply and services.

[Jimmy Hupalar] 13:33:09

These clauses are important to be familiar with. Just in case there's a non-performance.

[Jimmy Hupalar] 13:33:16

FAR clause, 52249-2 termination for convenience, fixed price and this clause is also important just in case the government may have to terminate the contract because there's no longer a need for services.

[Jimmy Hupalar] 13:33:33

52243-1 changes fixed price and 52243-3 changes cost reimbursement and 52 FAR clause

52243-3 changes for time and material or labor hour.

[Jimmy Hupalar] 13:33:53

And there's also clause 52.233-1, titled Disputes. Please be familiar with those clauses. Other clauses to take note are. 52232-20 that's titled Limitation of Costs.

[Jimmy Hupalar] 13:34:13

So, under a cost reimbursement task order, it's important for the vendor to notify the contracting officer if you had incurred 75% of the contract awarded amount.

[Jimmy Hupalar] 13:34:27

There's 52216-18 that's ordering. The dates to be filled out at the time of the award in this clause will set the time frame that the government would issue the task order under this

[Jimmy Hupalar] 13:34:44

FAR clause 52217-9 option to extend the term of the contract, the government will use this clause when we exercise an option period.

[Jimmy Hupalar] 13:34:56

This contract will be, will have 12-month option periods. The government will send what we call the Letter of Intent to the contractor at the very least 30 days before the contract expires.

[Jimmy Hupalar] 13:35:14

There's the HHSAR Clause, 352.239-73, and -74.

[Jimmy Hupalar] 13:35:21

That's section 508, Rehabilitation Act of 1973, as amended by the Workforce Investment Act of

1998, in architectural and transportation barrier compliance board electronic and information accessibility standards. All that requires, that when a federal agency develop, procure, or maintain, or use electronic and information technology. Federal employees with disabilities have access to or used information and data that's comparable to the access, used by federal employees who are not individuals with disability. Unless the undue burden will be imposed on to the agency.

[Jimmy Hupalar] 13:36:12

508 also requires individuals with disabilities, who are members of the public seeking information or services from the federal agency have access to and use the information and data that is comparable to that provided to the public who are not individuals with disabilities.

Unless once again, it poses the undue burden to the agency.

[Jimmy Hupalar] 13:36:41

Do you have any questions in this section before I move on?

[Sarah DePeri] 13:36:46

Jimmy, I have one question. Can you provide a list of key clauses in the chat?

[Jimmy Hupalar] 13:36:57

Oh, the key clauses were outlined in actually section I.

[Jimmy Hupalar] 13:37:05

So, the question was, you wanted me to put it in the chat? The actual key clauses?

[Sarah DePeri] 13:37:12

It just was asking if it could be provided in the chat.

[Jimmy Hupalar] 13:37:17

No, no, it'd be too cumbersome for me to do that.

[Jimmy Hupalar] 13:37:23

You know, but, so it’s important to know all the clauses are applicable in section I.

[Jimmy Hupalar] 13:37:30

They're all relevant to this actual solicitation, all right? Are there any further questions in section I?

[Jimmy Hupalar] 13:38:02

So, section J titled List of Attachments, that contains attachment number, the title, and the number of pages for each attachment.

[Jimmy Hupalar] 13:38:14

Pretty self-explanatory. Do you have any questions regarding section J?

[Jimmy Hupalar] 13:38:27

So, section K titled, Representation, Certification, and Other Statements of the Offeror. Section

K contains elements that the contractor must certify to when submitting a proposal. These certifications should already be documented in your SAM.gov registration.

[Jimmy Hupalar] 13:38:51

So, of note, the following sections, in clauses must be completed by the offeror upon proposal submission.

[Jimmy Hupalar] 13:39:05

So, section K 1, you must fill out the name of the organization, signature of authorized individual and date, type name of authorized individual, your tax ID number, and the government no longer uses the DUNS number, we use a UER number and that will be updated in the final solicitation.

[Jimmy Hupalar] 13:39:30

So, you must complete K 1.

[Jimmy Hupalar] 13:39:42

So, let me note, some of the clauses that are pretty important in this section, FAR clause

52.209-7, information regarding responsibility matters.

[Jimmy Hupalar] 13:40:01

FAR clause 52.230-1 titled Cost Accounting, Standards, Notification and Certification. This clause is important because it requires a disclosure statement along with the name of the cognizant ACO or federal official that certify your cost accounting.

[Jimmy Hupalar] 13:40:34

FAR clause 52.230-7, that's proposal disclosure cost accounting practice.

[Jimmy Hupalar] 13:40:44

And section K 3, Section K 3, responsible official who can negotiate and receive notification of an improper invoice and answer any questions regarding that invoice.

[Jimmy Hupalar] 13:41:04

So, you must complete K 3 upon proposal submission.

[Jimmy Hupalar] 13:41:15

Are there any questions in this section, please?

[Jimmy Hupalar] 13:41:30

Okay, let's move on to section L that's titled Instructions, Conditions, and Notices to Offeror.

[Jimmy Hupalar] 13:41:42

Okay. L 1 2, your attention is directed to the requirements for the prior experience, technical, past performance, and business proposal information to be submitted in accordance with the following instructions. Establishing a minimal acceptable requirements for the format content of your proposal.

[Jimmy Hupalar] 13:42:07

Failure to submit a complete proposal at the time the proposals are due may result in the exclusion of your proposal from further consideration for the government for the award of a

[Jimmy Hupalar] 13:42:24

Please read section L carefully.

[Jimmy Hupalar] 13:42:29

Section L denotes how you should prepare and format your proposals, and what volumes are due.

[Jimmy Hupalar] 13:42:38

Section L 1 6, offerors who intend to keep certain data or information of their proposals confidential and prevent its public disclosure and only limit its use to the federal government for evaluation purposes should clearly mark your proposal in accordance with FAR 52215-1 E.

L.1.7, RFP does not commit the government to pay for any costs for the preparation and submission of your proposal.

[Jimmy Hupalar] 13:43:25

The contracting officer is the only individual that can legally commit the government.

[Jimmy Hupalar] 13:43:34

L 1.8, any exceptions to the terms and conditions regarding this RFP should be noted in your proposal. Please note the specific volume, page number, and paragraph of such exceptions.

Those exceptions should be noted in volume one of your proposal.

[Jimmy Hupalar] 13:44:05

Caution, a proposal that fails to comply with or takes it exception to a material term of the solicitation will be considered unacceptable, it may not form a basis of the award.

[Jimmy Hupalar] 13:44:27

So, L 1.9, the technical proposal and business proposal volumes/information shall be submitted separately and clearly label your proposal should include 5 volumes.

[Jimmy Hupalar] 13:44:46

Okay, let me repeat that again. So, the technical business proposal volumes and information should be separate and clearly labeled.

[Jimmy Hupalar] 13:44:57

Your proposal should contain 5 volumes.

[Jimmy Hupalar] 13:45:03

L 1.10, offerors may form teaming arrangements as outlined in 9.6.

[Jimmy Hupalar] 13:45:18

Team meeting arrangements, if formed should be noted in volume one of your technical proposal and once submitted, they cannot be modified or altered throughout the procurement process. Let me say that again. So teaming arrangements if anticipated or formed must be submitted in volume one of your technical proposal, once submitted cannot be modified or altered throughout the procurement process.

[Jimmy Hupalar] 13:45:55

L 1.11, so this solicitation will consist of 2 phases.

[Jimmy Hupalar] 13:46:05

Phase one titled, Advisory Down Select Prior Experience Summary. And phase 2, titled Technical

Proposal and Business Proposal and Past Performance.

[Jimmy Hupalar] 13:46:23

So, in phase one, Advisory Down Select Prior Experience, volume one, must be submitted in accordance with section L 3 of this RFP.

[Jimmy Hupalar] 13:46:37

A separate and distinct volume one shall be submitted by the offeror for each proposed domain.

[Jimmy Hupalar] 13:46:48

So let me say that one more time, and a little bit clearer. In phase one, Advisory Down Select

Prior Experience Summary, volume one, must be submitted in accordance with section L 3, and you should submit a volume one for each proposed domain.

[Jimmy Hupalar] 13:47:12

Base 2, technical proposal, has 2 components.

[Jimmy Hupalar] 13:47:18

Volume 2 Administrative and Contract management Approach, and volume 3, Domain

Technical Proposal.

[Jimmy Hupalar] 13:47:29

Offerors submit these volumes in accordance with section L 4 of the RFP.

[Jimmy Hupalar] 13:47:38

So, we're in phase 2. The government will assess the technical proposal and assign a confidence rating in accordance with the criteria set for in section M.

[Jimmy Hupalar] 13:47:54

So, offerors shall submit a single volume 2 as part of the offerors proposal. For each domain that offerors intends to submit a proposal, they must submit or provide a separate volume 3. If offerors are proposing multiple domains, they shall prepare individual volume 3 for each domain specific technical proposal.

[Jimmy Hupalar] 13:48:24

Volume 3 shall clearly be labeled and applicable to that domain.

[Jimmy Hupalar] 13:48:32

So, this is important, let me say that one more time. Offeror shall submit a single volume 2 as part of the offerors proposal. So, volume 2 is titled Administrative and Contract Management

Approach, 1 volume 2.

[Jimmy Hupalar] 13:48:49

The offerors intend, for each domain that the offerors intend to submit a proposal they must provide a separate volume 3.

[Jimmy Hupalar] 13:49:01

And volume 3 is Domain Technical Proposal. If an offerors proposing multiple domains, they shall prepare an individual volume 3 for each domain specific technical proposal.

[Jimmy Hupalar] 13:49:19

Volume 3 should be clearly labeled.

[Jimmy Hupalar] 13:49:24

Let’s move on to L 1 14. Please pay close attention to the due dates.

[Jimmy Hupalar] 13:49:34

Please pay close attention to the due dates in this table.

[Jimmy Hupalar] 13:49:42

L 1 15, again, I want to reiterate, vendors can submit questions anytime up to 12 o'clock eastern time on February 28. Please don't wait until the last moment, and you're permitted to submit multiple questions and multiple times.

[Jimmy Hupalar] 13:50:07

So as stated earlier, your proposal will contain 5 volumes.

[Jimmy Hupalar] 13:50:18

Next page, please.

[Jimmy Hupalar] 13:50:22

So, your 5 volumes, volume number one is Prior Experience Summary.

[Jimmy Hupalar] 13:50:29

Volume number 2 is Administrative and Contract Management Approach. Volume 3 is Domain

Technical Proposal.

[Jimmy Hupalar] 13:50:40

And volume 4, Past Performance, and volume 5, Business Proposal.

[Jimmy Hupalar] 13:50:51

So, L 3, phase one, Advisory Down Select, Prior Experience. Offerors shall submit prior experience summaries, along with related case study artifacts for evaluation and addressing each domain for which they see a contract for.

[Jimmy Hupalar] 13:51:19

If proposing a teaming arrangement, it must be submitted in volume one, again, of your proposal. And once again, once submitted, the teaming arrangements cannot be altered throughout the procurement process.

[Jimmy Hupalar] 13:51:37

Please note that the offerors shall use attachment G of the solicitation, titled Prior Experience

Summary Template, to complete and submit their summaries for phase one, volume one Prior

Experience Summary, shall not exceed 5 pages per domain. Once again, volume one, Prior

Experience Summary shall not exceed 5 pages per domain. There are no page limits for artifacts.

[Jimmy Hupalar] 13:52:17

Each prior experience summary shall demonstrate the recent experience as defined within the last 3 years to the date of the solicitation posting.

[Jimmy Hupalar] 13:52:31

Once again, each Prior Experience Summary shall demonstrate recent experience defined as within the last 3 years of the solicitation posting, the date of the solicitation posting.

[Jimmy Hupalar] 13:52:50

So Prior Experience Summary may encompass work completed for the federal government and for commercial clients. So, your Prior Experience Summary can include work completed for the federal government and commercial clients.

[Jimmy Hupalar] 13:53:11

So, artifacts as part of their Prior Experience Summary, offerors shall submit artifacts to provide additional evidence of their ability to fulfill the requirements outlined in a performance work statement.

[Jimmy Hupalar] 13:53:32

Artifacts can be submitted in various formats, including text files, PDF, document, image files, along with other formats.

[Jimmy Hupalar] 13:53:50

So let me move on to L 3 8, to be considered responsive to this solicitation, Prior Experience

Summary should address the following domain specific technical factors. Once again, to be considered responsive, the Prior Experience Summaries must address the following domain-specific technical factors.

[Jimmy Hupalar] 13:54:17

Under domain one, it's transformation services.

[Jimmy Hupalar] 13:54:23

Under domain 2 it’s OPTN operations.

[Jimmy Hupalar] 13:54:29

Under domain 3, it’s data. Domain 4 that's communication (web and education materials).

[Jimmy Hupalar] 13:54:46

Under L 4, phase 2, technical proposal for volumes 2 and 3, the technical proposal shall now contain references to, once again, price or cost.

[Jimmy Hupalar] 13:55:01

However, resource information as labor hours and categories and materials and subcontracting team arrangements may be included.

[Jimmy Hupalar] 13:55:09

The technical proposal has 2 volumes, technical proposal has 2 volumes. Offerors shall submit a single complete Volume 2, administrative and contract management approach. Volume 2 shall not exceed 15 pages, excluding appendices. All pages exceeding 15 will not be read or evaluated.

[Jimmy Hupalar] 13:55:44

In addition, offerors shall submit volume 3, Domain Technical Proposal for each domain they intend to submit a proposal for.

[Jimmy Hupalar] 13:55:55

Each domain technical proposal shall be clearly labeled. Volume 3 and the domain technical proposal number, each technical proposal shall not exceed 25 pages for each domain, excluding appendices.

[Jimmy Hupalar] 13:56:17

So technical proposals shall not exceed 25 pages for each domain, excluding appendices.

[Jimmy Hupalar] 13:56:29

So, let's move on to L 4 3. In order for the government to establish uniformity, and to facilitate our evaluation of your proposals, offerors shall submit the technical proposal, organized in the following sections. So, I'm at L 4 3. So, your proposal should be organized in the following sections, volume 2 titled Administrative and Contract Management Approach, factor A is an approach to domain fulfillment and continuous improvement.

[Jimmy Hupalar] 13:57:14

Factor B is multi-vendor collaboration, and factor C is stakeholders' engagement and communications.

[Jimmy Hupalar] 13:57:29

Volume 3, domain technical proposal, domain one. The back through one A, should be an organized, research approach. In fact, one B, evaluation approach, and volume 3, domain technical proposal, domain one. Once again, factor one A is a research approach, and factor one B's the evaluation approach.

[Jimmy Hupalar] 13:58:05

Volume 3, domain technical proposal, domain 2 that's factor 2A, it should be logistics and administrative support to be collaboration and document platform. 2C is operational support services, 2D is membership compliance and monitoring and enforcement to ease collaborative budget oversight and financial management. And 2F is supporting policy development and coordinating implementation.

[Jimmy Hupalar] 13:58:38

And finally, 2G is quality, enhancement, and operations approach.

[Jimmy Hupalar] 13:58:46

Volume 3 domain, number 3. Factor 3A is matching systems.

[Jimmy Hupalar] 13:58:57

3B is data security and privacy. Back to 3C is incident report and analysis. 3D is data oversight and quality Management.

[Jimmy Hupalar] 13:59:12

Factor 3E is data collection within regulations, factor 3F is data failover and continuity.

[Jimmy Hupalar] 13:59:21

And 3G is algorithm maintenance and policy responsiveness. And finally, 3H is continuous 24/7 support.

[Jimmy Hupalar] 13:59:36

So, domain 3, or volume 3 is domain technical proposal. Domain 4, you should organize your proposal as such, factor 4A is communications approach. 4B is website management. 4C is technical infrastructure, 4D is education and content creation, 4F is public relations and media campaigns, and 4G is media issue tracking and management, and 4H is branding management.

[Jimmy Hupalar] 14:00:22

Okay, let's move on to L 4.1 volume 2, administrative and contract management.

[Jimmy Hupalar] 14:00:29

So, volume 2, administrative contract management approach.

[Jimmy Hupalar] 14:00:35

So, the vendors shall include a general plan outlining the overall approach to managing the

IDIQ. This is required regardless of the domain that you can submit a proposal too.

[Jimmy Hupalar] 14:00:58

So, the following technical factors must be addressed in volume 2, factor A, approach to task order fulfillment and continuous improvement, factor B is multi vendors collaboration, and factors C is stakeholders, engagement and communications.

[Jimmy Hupalar] 14:01:28

So, let me recap your volume 2 administrative and contract management approach is required and you should address those 3 factors, A, B, and C.

[Jimmy Hupalar] 14:01:47

Okay, L 4, number 2, volume 3. So, domain technical proposal is to be considered for an award.

The offeror must include volume 3, domain technical proposal, the offerors may also propose more than one domain.

[Jimmy Hupalar] 14:02:14

Each proposed domain requires a separate volume 3 submission. Let me repeat that again, each proposed domain requires a separate volume 3 submission.

[Jimmy Hupalar] 14:02:33

So, L 4 2.1 technical factors, for domain one, transformation services.

[Jimmy Hupalar] 14:02:45

So, the first technical factor is 1A research approach.

[Jimmy Hupalar] 14:02:53

Once again, factor 1B, evaluation approach.

[Jimmy Hupalar] 14:03:05

So, let's move on to L 4 2.2 technical factor for domain 2, the OPTN operations.

[Jimmy Hupalar] 14:03:14

So, the technical factors for domain 2, factor 2A logistics and administrative support.

[Jimmy Hupalar] 14:03:28

Factor 2B is collaboration and document platform.

[Jimmy Hupalar] 14:03:34

Factor 2C is operational support services, factor 2D is membership compliance and monitoring enforcement, factor 2E is collaborative budget oversight and management financial management, and factor 2F is supporting policy development and coordinating implementation. In fact, 2G is quality enhancement and operational approach. Those are the technical factors that need to be addressed, if proposing for Domain 2.

[Jimmy Hupalar] 14:04:21

Domain 4, L 4.2.3 is the technical factors for domain 3, titled Organ Allocation and Distribution

Matching System Information, Technology, and Data.

[Jimmy Hupalar] 14:04:43

These are the following technical factors that must be addressed if you intend to submit a proposal and volume 3 factor 3A is matching systems, factor 3B is data security and privacy, factor 3C is incident report and analysis, 3D is data oversight and quality management, factor

3E is data collection within regulations, 3F is system failover and continuity, and 3G is algorithm maintenance and policy responsiveness. 3H is continuous 24/7 support.

[Jimmy Hupalar] 14:05:36

Once again, if you intend to propose for domain 3, you must address the aforementioned technical factors.

[Jimmy Hupalar] 14:05:49

L.4.2.4 technical factors for domains number 4, titled Communications.

[Jimmy Hupalar] 14:06:02

Factor 4A communication approach, factor 4B is website management, factor 4C is the technical infrastructure, and 4D is education, content creation.

[Jimmy Hupalar] 14:06:23

Factor 4E is public relations and media campaigns.

[Jimmy Hupalar] 14:06:30

And 4F is media issue tracking and management, and 4G is branding management.

[Jimmy Hupalar] 14:06:40

So once again, if you want to submit a proposal for domain 4, titled Communications, you need to address the aforementioned factors, technical factors.

[Jimmy Hupalar] 14:06:56

So, turn your attention to L 5, past performance.

[Jimmy Hupalar] 14:07:01

Vendors are asked to submit 3 past performance references for the technical proposals.

[Jimmy Hupalar] 14:07:09

An offeror needs to submit prime or the subcontractor work for relevant work completed within the last 3 years.

[Jimmy Hupalar] 14:07:20

Offerors without a record of past performance, the offeror will not be evaluated favorably or unfavorably on past performance.

[Jimmy Hupalar] 14:07:33

You must use attachments for this solicitation. The attachments should be completed by your client if you're going to be using the past performance questionnaire.

[Jimmy Hupalar] 14:07:54

Turn your attention to L 6, volume 5, titled Business Proposals. Offerors shall submit a separate and complete volume 5 business proposal for each domain they wish to be considered for. Let me say that one more time, offerors shall submit a separate and compact volume 5, for each domain they wish to be considered for. Each volume 5 should be clearly labeled if they wish to be considered for new domain specific labor category rates. Use attachments titled LCAT, pricing template.

[Jimmy Hupalar] 14:08:52

Proposed labor rates are evaluated and determined reasonable and will be used to establish the ceiling rates for all task orders.

[Jimmy Hupalar] 14:09:05

So no, at the task order level offerors may propose other labor categories not currently listed on the contract. So let me stay that clearly, at the task ordered level, the offerors may propose other labor categories not currently on the contract. If they deem necessary to complete the scope of work, your cost proposal for this IDIQ will include the fully loaded rates with a breakdown of that rate.

[Jimmy Hupalar] 14:09:50

This includes your fringe, your overhead, your G&A, fee, and any applicable discount.

[Jimmy Hupalar] 14:09:57

You intend to offer the government all labor categories you're proposing to perform work under cost proposals, fully supported by cost or pricing data in sufficient detail to allow us to conduct a complete analysis to establish that the proposals are fair and reasonable.

[Jimmy Hupalar] 14:10:25

So, labor categories that contain a breakout of the estimated onboarding rate, unburdened wage rate, fringe and overhead rates in general, and administrative rates.

[Jimmy Hupalar] 14:10:41

Labor estimates hourly rates shall be shown in the dates and periods to which the rates increase should also be shown.

[Jimmy Hupalar] 14:10:52

So, you have to let the government know under a particular labor category and rate when your organization increases that rate due to a promotion or a cost-of-living increase to verify hourly rates, to verify our rate rates, we ask all offerors provide the government copies of actual payrolls for those in the individuals identified in a as direct labor. Once again, for and in order for us to validate the actual, hourly proposed hourly rates, we ask you to provide actual copies of the payroll.

[Jimmy Hupalar] 14:11:35

For those individuals that we identified as direct labor under this contract, under joint ventures, LLCs or teaming arrangements.

[Jimmy Hupalar] 14:11:50

All vendors shall provide a full and complete cost proposal and financial information for each of the following participating firms, a copy of their negotiated indirect rate agreement.

[Jimmy Hupalar] 14:12:06

So once again, under joint events, joint ventures, LLCs and teaming arrangements, we asked the vendors to provide a full and complete cost and financial information of the participating firms, a copy of their current negotiated indirect rate agreement.

[Jimmy Hupalar] 14:12:31

We ask all proposals to the solicitation be valid for 180 days.

[Jimmy Hupalar] 14:12:44

So, service contract act doesn't apply under the parent IDIQ. So, the service contract act does not apply under the parent IDIQ.

[Jimmy Hupalar] 14:12:58

However, the Service Contract Act may apply under a task order issued under this parent IDIQ, depending on the proposed labor categories. So please note that the service contract act may apply at the task order level depending on the proposed labor categories.

[Jimmy Hupalar] 14:13:24

Now L 12 speaks of a sample task order, you’ll notice that it says reserve. Right now, we don't have, we haven't finalized that sample task order.

[Jimmy Hupalar] 14:13:35

However, when we release the final solicitation, we will include the final, sample task order.

[Jimmy Hupalar] 14:13:49

So, the sample task order will give you an idea of what the actual work requires. And know you are required to submit a proposal for the sample task order.

[Jimmy Hupalar] 14:14:08

You are required to submit a price proposal for the sample task order.

[Jimmy Hupalar] 14:14:19

Okay, that was a long section L. Are there any questions regarding section L?

[Gina Dillon] 14:14:29

Jimmy, there are quite a few section L questions.

[Jimmy Hupalar] 14:14:32

Okay, can you hang on a second? Let me take a break and get some water.

[Gina Dillon] 14:14:35

I can. Tell me when you're ready and I'll start.

[Jimmy Hupalar] 14:14:40

Okay, I'm going to take a 5 min break. It's 2:14. So how's about 2:19-2:20?

[Jimmy Hupalar] 14:14:48

2:20, we'll resume. We're taking a short break.

[Jimmy Hupalar] 14:21:15

Can you hear me?

[Sarah DePeri] 14:21:19

Yes, we can hear you, Jimmy.

[Jimmy Hupalar] 14:21:22

Okay, thank you. So, I understand that we have a lot of questions in section L. And we haven't gotten to section M, and I want to let everyone know that if I don't get to your question in section L, please submit your questions as outlined in the draft solicitation and we will provide an answer for all vendors.

[Jimmy Hupalar] 14:21:53

To repeat, I understand that there was a lot of questions in section L. If we do not get to your question in the time allotted, we will answer your questions. Please resubmit your questions as outlined in the solicitation and we will answer your questions.

[Jimmy Hupalar] 14:22:14

For everyone to see, ask the questions and we will provide an answer. All right, I understand the importance of section L instructions to offerors and section M.

[Jimmy Hupalar] 14:22:26

I just want you to know that, you know, we have a lot of questions in them.

[Jimmy Hupalar] 14:22:37

If I'm not able to get to those questions, we will answer those questions in writing. All right, so the first question.

[Gina Dillon] 14:22:46

Can you hear me, Jimmy? Okay, first question. How many days prior to the due date of volume one phase one will the final solicitation be released?

[Jimmy Hupalar] 14:22:57

So, the final solicitation will be released all at once.

[Gina Dillon] 14:23:07

Do we need to submit all areas of the IDIQ, or can we just respond to a single area?

[Jimmy Hupalar] 14:23:14

Yes, you can select one or multiple domains, it's up to you as an organization.

[Jimmy Hupalar] 14:23:21

So yes, you can select, you know, one single domain area or single area.

[Gina Dillon] 14:23:32

Can you please clarify if the offerors have to have negotiated rates specifically with NIH?

[Jimmy Hupalar] 14:23:40

Okay, I'm sorry if I was not clear on that. No, it doesn't. Your negotiated indirect rates do not have to be with NIH. It could be with another federal agency, entity normally like, Department of Defense uses, DCAA Defense Auditing Agency, Department of Interior Department of Labor may use another Federal entity. It's just important to know that a federal entity had come into your organization, reviewed your cost accounting system and negotiated in direct labor rate agreement with you.

[Gina Dillon] 14:24:23

Will the BPA be required with the proposal or is this for the contract?

[Jimmy Hupalar] 14:24:29

For the BPA it will be required with a proposal for the contract.

[Gina Dillon] 14:24:40

Will key personnel qualifications be included in the evaluation criteria?

[Jimmy Hupalar] 14:24:46

Oh yes, please see the requirements under section M of this solicitation. So once again, please see the requirements under section M.

[Jimmy Hupalar] 14:24:58

Which outlines the qualifications of key personnel. Now please hang on a second. I want to add to that now.

[Jimmy Hupalar] 14:25:07

Please know that each task order may have a different key personnel required depending on the scope of work under that task order.

[Gina Dillon] 14:25:27

Will a vendor lose points or in any way be disadvantaged by applying for both Board and

Operations?

[Jimmy Hupalar] 14:25:36

No, but you can only be awarded one. You can't be a contractor under both, so no, the initial answer would be no. But you can only be awarded the Board Contract or not in another contract under the Operations, but you cannot be a contractor prime or sub under both.

[Gina Dillon] 14:26:13

Please confirm that any graphics in the technical volumes are not included in the overall page count.

[Jimmy Hupalar] 14:26:20

That is correct.

[Gina Dillon] 14:26:23

How quickly will the government provide advisory notification after phase one has ended?

[Jimmy Hupalar] 14:26:30

Approximately mid-May. So, I say that because it really depends on when we actually post the final solicitation.

[Gina Dillon] 14:26:43

Regarding phase one instructions, would you please identify how many prior experiences are…