A10 Sources Sought Notice_Admin Support_Draft.pdf

Washington Headquarters Services/Acquisition Directorate (WHS/AD) Sources Sought Notice/Request for Information

Document Type: Sources Sought Number: HQ003425 SNA030320251530

Project Title: Administrative, Acquisition, Financial Management, Professional, and Program Management Support Services

Sources Sought Post Date: 4 March 2025

Response Date: 4 April 2025

Anticipated NAICS Code: 541611 – Administrative Management and General Management Consulting Services

Anticipated Product Service Code: R499 – Support – Professional: Other

Contracting Office Address: Washington Headquarters Services, Acquisition Directorate, 4800 Mark Center Drive, Suite 09F09, Alexandria, VA 22350-3400

INTRODUCTION/BACKGROUND: Washington Headquarters Services/Acquisition Directorate (WHS/AD) is issuing this Sources Sought Notice (SSN) on behalf of the WHS Facilities Services Directorate (FSD). This is NOT a solicitation for proposals, proposal abstracts, or quotations. This SSN is for market research purposes ONLY and shall not be construed as a Request for Proposal (RFP)/Request for Quote (RFQ) or as an obligation on the part of the requestor to acquire any products or services. WHS/AD is performing market research to determine the availability, interest, and capability of potential firms to provide services as outlined in the attached Draft Performance Work Statement (PWS).

The Government encourages responses from all interested sources, including small business and socioeconomic concerns. Small businesses are defined based on the size standard associated with the NAICS code. For more information, visit: https://www.sba.gov/document/support-table-size-standards, and check size status using the SBA Size Standards Tool:

https://www.sba.gov/federal-contracting/contracting-guide/size-standards/size-standards-tool.

The Contracting Officer (KO) must determine if there is a reasonable expectation of obtaining offers from two or more responsible small business concerns that are competitive in terms of market prices, quality, and delivery in accordance with FAR 19.502-2(b) and FAR 19.203.

When responding as a small business, please also include any capabilities that would be performed through teaming arrangements (i.e., subcontracting and/or joint ventures). The KO will use the responses received from this notice to determine the appropriate acquisition strategy.

If an RFP/RFQ is issued, it will be issued by the appropriate Government Contracting Office and posted to the appropriate Government Point of Entry (GPE). The Government will not pay for any information provided nor will it reimburse any costs associated with preparation and https://www.sba.gov/document/support-table-size-standards https://www.sba.gov/document/support-table-size-standards https://www.sba.gov/federal-contracting/contracting-guide/size-standards/size-standards-tool submission of responses. All information provided is for Government planning purposes only. If proprietary information is provided, please mark as such.

Anticipated Contract Award Date: September 2025

Anticipated Contract Start Date: November 2025

Targeted Period of Performance (POP): The estimated POP includes a 12-month Base Period with four 12-month Option Periods.

Scope:

This contract will support all of the FSD operations, streamlining the support service functions across the directorate. The scope of this effort includes management and leadership support under five (5) functional areas:

• Administrative Support

• Acquisition Support

• Financial Management Support

• Professional Support

• Program Management Support

Location: The work associated with this effort is anticipated to be performed at the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant (HRP), the Mark Center and other Government facilities within the National Capital Region (NCR).

Security Requirements:

All Submissions must include verifiable information about its firm’s ability to comply with the security requirements for this effort. Firms must have an active Secret Facility Clearance.

Applicable personnel must have active Secret Security Clearances. WHS/AD does not sponsor any clearances.

Sources Sought Notice Guidelines:

This sources sought is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this notice will not be returned. Vendors will not be notified of the result of this review. This sources sought notice is for market research purposes only.

The Government shall not reimburse the costs of preparing responses to this request for information. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.

All interested firms having the experience, skills and capabilities necessary to perform the required services as outlined in this notice and the attached draft PWS are requested to provide a capability statement addressing the specifications attached and provide responses to the above questions. Responses shall not exceed seven (7) pages maximum. Each page shall be 8 ½ x 11 inches, double-spaced, no smaller than 10-point font, with one (1) inch margin requirements.

Font size and spacing for tables and charts are excluded. Font type and sizing must be legible.

All responses should be submitted via e-mail to Ms. Stacy Alleyne at stacy.n.alleyne.ctr @mail.mil and Ms. Stormy Anthony at stormy.l.anthony.civ@mail.mil no later than 11:00 AM EST on 03 April, 2025. The email subject line should be titled “FSD Administrative and Professional Support Services.” Please no phone calls. Only attach MS Word/Excel compatible files or Adobe Acrobat PDF files in electronic correspondence. WHS will not acknowledge receipt of responses to this Sources Sought. No hard copy or facsimile submissions will be accepted. Cover letters and extraneous materials (brochures, etc.) will not be considered.

A. Capability Statement Requirements:

1. Please answer the following questions in your capability statement:

A brief two to-three-page synopsis of similar work performed and addressing the ability to provide qualified staff capable of fulfill the areas of subject matter expertise.

2. Please provide specific examples of prior efforts same and/or similar to the Administrative and Professional Support Services requirement, as outlined in the attached Draft PWS:

Draft PWS Section 5.1. Administrative Support Services: Please provide your experience and examples within the past 3 years where the contractor provided administrative support that:

• Supported meetings, correspondence, and gathering background information to support senior officials’ attendance at meetings.

• Maintained the calendars of office personnel, coordinated the daily activities, and travel schedules of attendees of high profile meetings

• Prepared formal, official correspondence based on drafts from senior level personnel.

• Assisted in preparing required reports and presentations.

• Interfaced with the public including the greeting of high-level officials.

• Coordinated office administrative functions including office administration, office space management, scheduling office events and ordering supplies.

• Prepared travel authorizations, travel orders and vouchers for designated leadership.

Draft PWS Section 5.2. Acquisition Support Services. Please provide your experience and examples within the past 3 years where the contractor provided acquisition support that:

mailto:stacy.n.alleyne.ctr%20@mail.mil mailto:stacy.n.alleyne.ctr%20@mail.mil mailto:stormy.l.anthony.civ@mail.mil

• Assisted in preparing pre-award PWS, Statements of Work (SOW), Statements of

Objective (SOO), and other requirements documents.

• Researching and drafted specifications and standards, including developing performance measures, providing consultation and recommendations.

• Coordinated requirements documents and developing evaluation criteria.

• Assisted in conducting market research to identify potential sources and contract vehicles.

• Performed market surveys and prepare written documentation of market research and document small business capability analysis.

• Advised and made recommendations to the Government regarding requirements for all elements in acquisition planning.

• Performed market research on existing Government wide contracts and evaluate different approaches acquire sources for acquisition plan support.

• Assisted in monitoring contractor performance to include schedules and milestones.

• Aided in forecasting future requirements as well as assisting leadership in making budgetary decisions and developing upcoming requirements.

Draft PWS Section 5.3. Financial Management Services. Please provide your experience and examples within the past 3 years where the contractor provided support that:

• Provided strategic resource management analysis and the planning, programming, budgeting, executing, (PPBE) and tracking of data.

• Maintained the status of approved, deferred, and released funds and provide appropriate tracking documentation.

• Provide funding, forecasting, programming, budget information, execution status and funds reconciliation information.

• Maintained cognizance program funds, and provide financial information and obligation/expenditure graphs for senior leadership review.

• Maintain accurate audit trails to separately track, record, and report the status of each funding document to ensure proper use of funds (active, expired, and cancelled).

• Prepared financial documents in coordination with leadership in performance of budget execution or justification.

• Drafted information for data calls to higher organizations.

Draft PWS Section 5.4. Professional Support Services: Please provide your experience and examples within the past 3 years where the contractor provided support that:

• Drafted internal policies, reports, briefings and other content for management consumption.

• Provided subject matter expertise in Government’s programs and activities; agency missions, policies, and objectives; management principles and processes.

• Provided management and analytical skills, judgment of administrative or program principles, concepts, policies, and objectives.

• Performed analysis and provided advice to management on the evaluation of the effectiveness of higher – senior level programs or projects and operations.

• Presented analyses to leadership via illustration/graphics support that requires visual display/presentations/aids, including videos

Draft PWS Section 5.5. Program Management Support Services: Please provide your experience and examples within the past 3 years where the contractor provided program management support that:

• Provided management and oversight of all activities performed by Contractor personnel, including subcontractors/teaming partners.

• Coordinated with the COR to maintain satisfactory performance and to resolve issues pertaining to Government-Contractor procedures.

• Planned and directed work activity for Contractor personnel to ensure an efficient and effective workforce.

• Worked with the Government in developing strategic and technical plans to promote the Government’s mission.

• Provided expertise and program support of Government activities with regard to procurements, schedules (technical and administrative), technical risk, user impact, and technology/system transfer efforts.

• Developed program plans, schedule, milestones, and monitor technical progress against performance objectives and budget.

• Supported all activities involved with the production of briefings, reports and with the preparation of communications documents.

3. Subcontracting Information: Are you interested in performing as the prime or a subcontractor?

• Identify which, if any, task areas you will utilize small business teaming partners and/or subcontractors; and, include the estimated percentage for Small Business subcontracting opportunities for each task area.

• Identify if any potential teaming partners/subcontractors are “Similarly Situated Entities.” (See FAR 19.001)

4. Security Clearance: Respondents must provide evidence of an active Secret Facility Clearance. If the firm does not hold the required facility clearance, the firm should indicate that no facility clearance is currently held, and include a statement for how your firm will meet the clearance requirement within the timeframes of this notice.

5. To assist the government in its assessment of capabilities, it is highly recommended that firms include as much of the following information in responses as possible:

• Contract type (FFP, CPFF, etc.)

• Contract award amount

• Contract number

• Period of Performance (PoP); and,

• Point of Contact, phone number, and email addresses of individuals who can verify the demonstrated capabilities identified in the responses.

B. Administrative Information: In addition to demonstrating your experience by answering the capabilities requirements above, interested sources should include the following in their capability statements:

1. Company Name and Address.

2. Company Point of Contact, Phone number and email.

3. SAM.gov Unique Entity Identifier and/or CAGE Code.

4. The company must identify if they are a small business under NAICS Code 541611 and small business concerns must identify their socioeconomic categories as defined in FAR Part 19 (example: Small Business, 8(a) Certified Small Business, HUBZone Small Business, Service-Disabled Veteran-Owned Small Business, Woman-Owned Small Business and Economically Disadvantaged Women-owned Small Business).

C. Supplemental Information:

1. Identify if your company has any pre-existing contract vehicles related to the scope of this requirement and provide the contract number for similar services. Responses may be used to determine whether a Government-wide acquisition contract (GWAC) can be used (Examples GSA MAS; OASIS; etc.).

2. Recommended NAICS codes for this effort with justification. Responses may be used to develop and/or determine which NAICS.

3. Please highlight any information missing from the PWS that would provide a better understanding of the effort desired.

4. Please highlight any information that is potentially restrictive to small business as listed in the draft PWS.

5. Please indicate how much time your firm would need to prepare a response to an RFP.

6. Would your firm need a transition period? If yes, how long? e.g.: 15 days / 30 days.

*** The Supplemental Information Section will not count toward the page limit.***

Scope: