SES III Final RFP QAs 10.07.20 V1.pdf

Questions and Answers for Final RFP SES III, 80GSFC20R0019 Note: The questions/comments that were produced in this document where typed as they were submitted.

October 7, 2020 # Final RFP Reference Comment/Question/Vendor Recommendation Government Response

1. L.28

The instructions state that, “Significant Subcontractors for the Cost Volume and/or Past Performance Volume may submit their required proposal information separately using the instructions in this provision.” Can the Government please confirm that significant subcontractors may also submit total compensation plan (TCP) information directly to the Government in accordance with the instructions in L.28?

Yes, significant subcontractors may also submit total compensation plan (TCP) information directly to the government in accordance with L.28.

2. Cover Letter, page 1;

L.30(b)(12), page 113

The Cover Letter states the anticipated effective date is August 3, 2021. This conflicts with the Phase-In Plan section of the Cost Volume instructions, which states phase-in is expected to begin on or about February 1, 2021. With a 60-day phase-in, the anticipated start date would be April 1, 2021.

Would the government clarify the anticipated Period of Performance to be used for pricing purposes?

The anticipated effective date is August 3, 2021.

The phase-in date is corrected in the amended final

RFP.

3. Enclosure CC, page 4 and 5

The Grand Total on both the Onsite and Offsite tables do not match the sum of all the individual lines.

Presumably, this is due to rounding in the native Excel version.

Would the government please correct the Grant total values on each table?

The variances are due to rounding as accurately assumed in the inquiry. The GPM has been updated and while the Grand Totals did not change, a few of the hours within the table were adjusted.

4. Exhibit 3; L.30(a), page 103; L.30(b)(6), Exhibit 3 indicates Significant Subcontractors are required to complete the template. However, L.30(a) and L.30(b)(6), do not include Exhibit 3 as a requirement for Significant Subcontractors.

Since hours are proposed at the prime level on Exhibit 1A, do Significant Subcontractors need to submit Exhibit 3?

No, Exhibit 3 is only applicable to the Primes.

October 7, 2020

5. L.29(c), Subfactor

B.10, page 101 The prime and significant subcontractors are required to submit a Total Compensation Plan (TCP) within the Mission Suitability Volume, but the TCP contains proprietary information that subcontractors should submit directly to the government via LFT.

Will the government allow significant subcontractors to submit their TCP directly to the government via LFT!

Yes, the government will allow significant subcontractors to submit their TCP directly to the government via LFT.

6. L.26(a)(4), page 90 The RFP states the format for proposals shall parallel the format of the evaluation factors contained in Section L of the solicitation.

Because Section L does not contain evaluation factors, would the government remove the words “of the evaluation factors” from the referenced sentence?

Yes, an amendment will revise the language accordingly.

7. L.26(b)(1), page 91 According to the Proposal Content and Page Limitations table, the SOW Compliance Matrix, Total Compensation Plan, Phase-in Plan, QAP, and List of Acronyms are excluded from page count. The Phase-in Plan is located in the middle of Factor B – Management Plan, making it difficult to exclude from page count.

Would the government allow Offerors to reference an attachment or appendix for the Phase-in Plan so it will not be included in the page count for the Management Plan?

Yes, while it’s not required you are welcome to do so.

8. L.26 (b)(2) pg. 92 Requirements indicate excel exhibits are in 9-12 ARIAL and text is in Times New Roman. No font is designated for diagrams, tables, artwork.

Will the government allow ARIAL 10 pt. for diagrams, tables, and artwork?

Yes, the government will allow Arial 10 pt. for diagrams, tables, and artwork.

October 7, 2020

9. L.29 (c)B.9 Position

Qualifications Section B.9 of the Mission Suitability Instructions by Subfactor indicates the position qualifications are provided as part of the cost volume.

For the purposes of technical evaluation, may the offeror also provide a duplicate copy of the position descriptions with the tech volume as an attachment not included page count?

Yes

10. L.30(b)(4), page 109, first paragraph, 2nd sentence from the end

The sentence begins “When completing this Exhibit 2B….”

Should the reference in this sentence be “Exhibit 2A”?

Yes, the reference should be Exhibit 2A. This will be corrected in the amendment.

11. I.99 1852.204-75, pg

Offerors are required to have a Top Secret facility clearance by the due date for receipt of proposals.

For purposes of obtaining office space in the Greenbelt, MD area, will classified work be required to be performed at the offsite contractor facility?

Classified work is expected to be performed in government provided facilities.

12. Question 11 above and multiple RFP references to Offsite labor

In light of the current environment with Covid-19

Assuming that the answer to question 11 above is that offsite work will be unclassified, and in an effort to control the cost of facilities and fluctuations in offsite staff, does the government have issue with a portion of the offsite telecommuting from their homes?

COVID-19 is a temporary change in the environmental worksite flexibilities due to the international pandemic and the response to contain the spread. With that being stated, worksite determination for telework should be based on active corporate policies.

13. L.31(a) pg. 115 The discussion indicates an affiliated company’s past performance can be used “being otherwise proposed as a subcontractor on this effort”.

Please confirm the offeror may provide the experience or past performance of a parent or affiliated or predecessor company if the offeror’s proposal demonstrates that the resources of the parent or

Yes, the offeror may submit.

October 7, 2020 affiliate or predecessor will affect the performance of the Offeror.

14. Enclosure CC, pages 2-5 and 7-8

Four levels of “Computer Engineer/Computer Scientist Intern” position descriptions are provided in Enclosure CC, but no hours are specified for the same positions on pages 2-5.

Are any hours expected for the intern positions?

1 hour has been added to the GPM for each intern position. Adjustments were made to the other category(s) so that the Grand Total remained the same.

15. L.29(c), Subfactor B, B.2, page 99

“The proposal shall describe the nature and extent of the work to be performed by each significant subcontractor, including split of responsibilities and the potential percentages of work to be performed.”

Non-significant subcontractors are excluded from this requirement, which means complete coverage of the SOW will not be shown. It is not clear how to represent complete coverage (i.e. the split of work across the entire contract).

For example, Significant Sub A has an overall 20% workshare for the entire contract, but only 10% in SOW

2.3. Non-Significant Sub B has an overall 10% workshare

for the entire contract, but 90% in SOW 2.3.

Do we show the overall contract workshare for the Significant Subcontractor or the Significant Subcontractor’s workshare for each area of the SOW?

At a minimum, the RFP requires overall workshare percentages and the split of responsibilities related to the prime Offeror and each significant subcontractor. The Offeror is encouraged to provide additional information, including non-significant subcontractor overall work percentage and more detailed percentage of workshare split at the SOW level if it would be helpful. However, non-significant subcontractors are not included in the past performance evaluation.

16. L.31(a), page 115 The RFP states the “Offeror shall provide an estimated value and percentage of work to be performed on this contract by the Prime Offeror and each significant subcontractor. Indicate the primary functions (SOW, etc.) to be performed by the Prime Offeror and each

The references will be evaluated for relevancy against the proposed SOW areas to be performed by the prime and significant subcontractors. The Offeror is encouraged to provide additional information, including non-significant

October 7, 2020 proposed significant subcontractor.” Non-significant subcontractors are excluded from this requirement.

Do we have to show that all the SOW areas are covered by the prime and significant subcontractor’s past performance references?

subcontractor overall work percentage and more detailed percentage of workshare split at the SOW level if it would be helpful. However, non-significant subcontractors are not included in the past performance evaluation.

17. L.30(b)(5), page 110;

GPM Exhibit 2B

The last sentence in this section states that “for Exhibits 2B and 2D, all Offerors shall note that all Management and Administrative (M&A) labor categories shall be proposed using Offsite rates.” Exhibits 2B and 2D, however, have sections for Offerors to propose Onsite Management labor and Offsite Administrative labor.

Is Management labor to be proposed as Onsite?

No, all Management and Administration (M&A) labor categories shall be proposed Offsite rates. An amendment will be provided to correct Exhibits 2B and 2D.

18. L.31 (a), page 114 “Prime Offeror’s shall furnish the information requested below for all of your most recent contracts (completed and ongoing) for similar efforts….”

Given the limit of 35 pages, would the government remove the word “all”?

Offerors shall provide the information requested for all of your most recent contracts for “similar efforts” which shall not exceed the 35 page limit.

19. L.31(a), page 115 “The Offeror shall provide the following information on all past/current contract references that meet the above criteria for the Prime Offeror and each significant subcontractor.” By requiring a minimum average annual cost/fee incurred of at least 10%, the number of potential past performance references for prime and significant subcontractors could be extensive.

Given the limit of 35 pages, would the government remove the word “all”?

Offerors shall provide the information requested for all of your most recent contracts for “similar efforts” which shall not exceed the 35 page limit.

October 7, 2020

20. Reference Enclosure

CC, Direct labor Categories/Hours Tables:

There are many labor categories that are allocated fewer than 10 hours; often only 1 hour. For example, Network Engineer Sr is allocated 1 hour in CY1-CY3, increasing to 2 hours in CY4-CY5. For these labor categories with the unusual allocations, is hours the correct unit of measure?

Each major labor category is structured using a career ladder approach with variation of growth from junior to senior levels for personnel. The variations are associated with the experience and/or education level of personnel. In order for offerors to use a labor category with maximum flexibility within the skill range over the period of performance, a minimum of one labor hour must be defined. The government is anticipating that offerors will have personnel that will fall within the ranged defined within the GPM. This method will allow the offerors to optimize the labor categories to meet government requirements.

21. Reference Enclosure CC, Direct Labor Categories/Hours Tables:

The Grand Totals listed at the bottom of each contract year don't always equal the sum of labor category hours. How should we reconcile the differences?

The variances are due to rounding. The GPM has been updated and while the Grand Totals did not adjusted so that it totals correctly.

22. Reference Cost Volume Exhibits:

Currently when the Exhibits are exported to Excel, the tabs are labeled Tab 1, Tab 2, etc. Does the government have a desired naming convention for the tab labels in the Excel workbooks?

No, the government does not have a desired naming convention for the tabs in the Excel workbooks.

23. Reference Cost Volume Exhibits:

Would the government provide the Exhibits as native Excel workbooks instead of requiring the offeror to export the PDF Exhibits to Excel? This would ensure consistency in formatting between proposals.

No, the government will only provide PDF Exhibits.

24. Reference RFP Section L.30 Cost Volume, Subsection (b)(12), p.

113:

The RFP states “Exhibits 8 and 8A shall be used to state the proposed price for the phase-in, which is expected to commence on or about February 1, 2021.” However, the SES III Cover letter states that the contract start is anticipated to be August 3, 2021. Which of these

Phase in is anticipated to start on June 4, 2021, which is amended in the RFP.

October 7, 2020 contract start dates is correct? Will phase-in still be 60 days?

25. Reference RFP Section L.31 Past Performance Volume, Subsection (a), p. 116.

The RFP states the following: “Nature of award: initial or follow-on. If initial, indicate whether award was preceded by a Government, customer, or Offeror financed study.” Would the Government please elaborate on what comprises a “financed study”?

Financed means was the study paid for or reimbursed by the Government/Customer or the Offeror using its own funds.

26. Reference RFP Section L.31 Past Performance Volume, Subsection (a), p. 116

The RFP states the following: “Statement of contract past safety performance and a record of your company’s OSHA recordable injuries and illnesses for the past 3 years.” Is the Government requesting that the offeror provide a record of our company’s OSHA recordable injuries and illnesses for the past 3 years for the company as a whole or broken out by contract?

The government would like to see it by each reference contract.

27. Section B.5, pg 14 para, B.5(b)

The section requires the Contractor's proposed approach/pricing of representative task set forth in its proposal for award of this contract shall be used as reference by the Contracting Officer in negotiating tasks with the Contractor which are issued under this contract. How are the bidders to address this requirement of Section B.5 in a manner that would be compliant?

Offerors should provide detailed response to requirements in Section L of the RFP which will provide Government with data needed in B.5 of the RFP.

28. Section L.26, pg 91 para, (b)(1)

Given the amount of detailed information required in response to the Scenarios, will the government please increase the number of pages in the Mission Suitability volume to 85?

The government feels the page limit set for Mission Suitability is appropriate and allows for ample detail in the response; therefore, no additional pages will be added.

29. Section L.30(b)(3), pg 107 para 1

The Prime Offeror shall include in Exhibits 1A, 1B and 1C for all Subcontractors expected to perform under this contract. This language can lead to confusion.

Please confirm that the intent is to include data from all subcontractors as opposed to having these exhibits for each sub contractor. (the word "for" is what is leading to this confusion)

The word “for” is a typo which will be deleted.

October 7, 2020

30. Section L.30(b)(10), pg 112 para 1 "NOTE: If a Small Business Administration Joint Venture (JV) or other Prime Offeror teaming arrangement is proposed, the actual expenses for the prior three years of both entities that comprise the JV or teaming arrangement must be provided in this exhibit; this portion cannot be left blank." JV entities often consider their individual indirect rates/expense to be proprietary. Please confirm that JV entities can meet this RFP requirement by providing the three years of actual expenses in the individual JV entity sealed submission. This would ensure the Government has the prior three years of information for each JV entity.

JV entities can meet this requirement by providing the three years of actual expenses in a sealed submission to the government.

31. Section L.30(b)(10) pg 112 para 1

Exhibit 6A instructions stipulate that this exhibit cannot be left blank and that must provide three years of actual historical expenses for three years prior to the period of performance. In cases where an entity may not have such historical data AND the form cannot be left blank, what entries should the entity make into this exhibit?

Offerors shall provide an explanation if they do not have actual historical expenses.

32. Section L.30(b)(10) pg 112 para 7

Exhibit 6B instructions stipulate that this exhibit cannot be left blank and that must provide three years of actual historical expenses for three years prior to the period of performance. In cases where an entity may not have such historical data AND the form cannot be left blank, what entries should the entity make into this exhibit?

Offerors shall provide an explanation if they do not have actual historical expenses.

33. Cover Letter &Section L.30, 9b)(12) pg 1 & 113 para 4 & (b)(12)

RFP cover letter states, "The anticipated contract award date is June 4, 2021, with an August 3, 2021 contract effective date. A 60-day Phase-in period will be conducted, under a separate contract or purchase order, prior to the effective date of the contract.”

Section L.30, item (12) states: “Exhibits 8 and 8A shall be used to state the proposed price for the phase-in, The phase in start date will be June 4, 2021.

October 7, 2020 which is expected to commence on or about February 1, 2021.” Please clarify the start date for the phase-in.

34. Encl CC There are currently four labor categories with descriptions in Enclosure CC which do not appear in the GPM hours lists for Onsite or Offsite. These are the four internship positions. Section L.30(b)4 of the RFP states that offers must only provide rates for categories which have hours in the GPM.

1 hour has been added to the GPM for each intern position. Adjustments were made to the other category(s) so that the Grand Total remained the same.

35. Encl CC The totals for the hours for Onsite CY 3, Onsite CY5, and Offsite All CYs do not match the sum of the individual labor category hours as displayed in the PDF enclosure.

Please update the Enclosure CC Total GPM hours to eliminate this discrepancy.

The variances are due to rounding. The GPM has been updated and while the Grand Totals did not adjusted so that it totals correctly.

36. Encl CC &Encl DD Neither Enclosure CC nor Enclosure DD indicate which, if any, positions/labor categories are non-exempt.

Please clarify which, if any, positions/labor categories are non-exempt.

Typically only executive, supervisory, or professional positions are exempt positions.

37. Exhibits 2-11 Offeror team members are required to submit information in response to the exhibit requirements that may be deemed proprietary, confidential and sensitive. Since it is not possible to submit sealed packages to the Government, how should these exhibits and associated data be provided in a manner that ensures confidentiality? If there is a means to submit this electronically, please provide guidance for submission.

Proprietary cost information may be submitted electronically to the Contracting Officer in accordance with Provision L.28.

38. Reference SOW 2.3.2 Ground Software Development

Does this include leading and fully staffing the development of a mission operations center (MOC) and all MOC elements from project inception through handover after spacecraft launch? Does this include specifically staffing the Flight Operations Team? Does this include purchasing and setting up ground system (MOC) hardware?

Leading the development of a MOC from inception to launch is typically performed by the government. Providing the applicable skillset and/or personnel to augment the government’s leadership efforts in this area is expected by the offeror. Some functional areas and/or services of a MOC will be potentially complimentary to other engineering contracts at GSFC and adjusted on a

October 7, 2020 project by project basis. This is inclusive of purchasing and hardware setup.

39. L.30 (a) RFP Page 103, L.30 states “Non-Significant Subcontractors shall complete and submit Exhibit 2C and, if applicable, Exhibits 2D, 10A and 10B, which should be included with the Prime Offeror's Price/Cost Volume proposal. However, Non-Significant Subcontractors may submit Exhibits 2C, 2D, 10A and 10B, if deemed proprietary cost data, under separate cover directly to the Government no later than the date and time specified in the instructions for receipt of proposals for this RFP.

Then RFP Page 104 states “In order to establish the reasonableness and realism of the proposed costs, and the extent to which costs reflect performance addressed in the Mission Suitability Volume proposal, each Offeror, including proposed significant and non-significant subcontractors, shall submit the required other than certified cost or pricing data (exhibits and supporting narrative) set forth in this provision. These data requirements differ by prime offeror, significant subcontractors, and non-significant subcontractors, as indicated in Section (b) below.

Question: Can the government confirm whether Non- Significant Subcontractors are required to submit a supporting narrative in addition to Exhibits 2C, 2D, 10A and 10B?

Yes

40. L.30 (b) (1) L.30 (b) (7)

The asteric at the bottom of RFP Page 91 states “*Prime Offeror and all Significant Subcontractors (page limitation is for the total component (Prime and Significant Subcontractors).

Yes

October 7, 2020 RFP Page 111 states: “Describe how subcontracts were estimated and how determined reasonable. Please note if you have experience with the proposed subcontractor(s), if utilized. For any significant subcontract that has a potential estimated value in excess of the threshold stated in Section (a) instructions above, BOEs must be provided by that significant subcontract following the above specified format and shall comply with the BOE page limitations set forth in the “Proposal Preparation—General Instructions” provision of this RFP.

Question: If the significant subcontractor’s BOE is not considered proprietary, can it be included in the Prime’s BOE for ease of evaluation?

41. L.30 (a) RFP Page 110 states "For Exhibits 2B and 2D, all Offerors shall note that all Management and Administrative labor categories shall be proposed using Offsite rates." However, Exhibits 2B and 2D include 'Onsite Management' and 'Offsite Administrative' Places of Performance.

Question: Can the Government confirm (1) all Management and Administration labor costs should be proposed as offsite rates and (2) remove any reference to 'Onsite' in Exhibits 2B and 2D ?

Management and Administration (M&A) labor categories shall be proposed as Offsite rates. An amendment will be provided to correct Exhibits 2B and 2D.

42. L.26 (b) (2) RFP states "Text in Diagrams, schedules, charts, tables, artwork and photographs shall be no smaller than 10 point."

Question: Can the Government confirm that text in callout boxes (i.e., single cell tables/text boxes) may be 10 point?

Yes, the government will allow size 10 font for text in callout boxes (i.e., single cell tables/text boxes) may be 10 point.

October 7, 2020

43. Mandatory Requirements – Facility Security Clearance, DD254 – Top Secret. It is understood that TOP SECRET FCL is important and enhances the ability of contractors to support the customer. However, this requirement is prohibitive to many small business and disadvantaged contractors (SB, HUBZONE and 8(a)) interested in proposing for this work and will limit competition. It is assumed that the resources allocated to this contract will have an active Top secret clearance, at time of contract engagement, and that the work will be conducted at government facility, therefore, the government should increase competition by allowing initiation of Top Secret Facility Clearance and processing at time of award rather than at time of proposal submittal. In other solicitations the government modified its requirement and instructed that “Prime contractor shall provide either a DD 254 or a narrative evidencing the ability to obtain a facility clearance, in accordance with Section L; The same applies to all subcontractors.” Will the government consider amending the mandatory requirements to incorporate language that will enable a wider range of opportunity to participate to disadvantaged small businesses for this effort?

No, the government will not amend the current requirement.

44. Would the Government please provide the labor categories, an estimated level of effort inclusive of hours and FTEs for this scope of work. If not, would the Government please provide the historical labor categories and level of effort?

The government has provided this information in Enclosures CC and DD.