Questions_and_Answers_AG-3187-S-14-0005_18_Nov_2014.pdf

AG-3187-S-14-0005

Human Resource Information Technology Support Services

Q&A

Questions and Answers

Q1. In lieu of Past Performance questionnaires, will the government consider accepting

CPARs, which would also be outside of page count?

A1. If a recent, within 3 three years, CPARs report provides sufficient detail and includes current contact information, it may be used in place of the Past Performance Questionnaire.

Q2. Is there a minimum # of past performance references that must come from the prime versus a subcontractor? (e.g., can 2 of the 3 past performance references be from a qualified sub?)

A2. There is not a minimum of past performance references that must come from the prime verses sub. However, the prime will be solely responsible for the successful performance of the contract and will be the single point of contact for addressing performance on the contract with the Government. At least 50 percent of the effort must be accomplished by the prime contractor due to the limitations on subcontracting.

The Government only has privity of contract with the prime. Teaming arrangements are a viable and important part of Government contracting as they often create complementary arrangements to best meet the needs of the Governments requirement when the prime does not have a core competency or the bandwidth to support some aspect of the requirement. However, when determining best value of an offeror, it makes sense that establishing the capability and quality of the prime contractor is more important than establishing the same on the proposed subcontractors.

Q3. In lieu of mail delivery of the hard copy submission, will the Government accept hand delivery of proposals at the Albuquerque Office? If so, is there any special instructions for such a delivery?

A3. Yes, the hard copy submission may be submitted in person to the same address that the mailed copies are submitted.

Q4. Reference: IDIQ PWS, Pgs 2-3, Sections 4.1, 4.1.1. Are there tools in place already being used for WBS, Resource Management, Risks, etc. and if so, please let provide the tools in use?

A4. Microsoft Project, Visio, Word, Excel and Access, Powerpoint

Q5. Reference: IDIQ PWS, Pg.7, Section 4.7. Does 4.7 refer solely to the management of the testing process with the existing vendors being responsible for executing the tests?

A5. No. A task order will be awarded at times for validation and verification using this contract.

Q&A

Q6. Reference: Task Order – 2.0, 1. This initiative appears to only require post implementation support at this time or will this vendor be deploying this system?

A6. No.

Q7. Task Order – 2.0, 3. Has the Development platform been decided and if yes, what is the software being used?

A7. No.

Q8. Reference: Contract Ceiling, Page 4; Section M, Award Considerations, Pages 37 and 38;

IDIQ PWS, Page 1, Background, paragraph 2. The Government is anticipating awarding one to three IDIQ contracts under this RFP. A large portion of the Forest Service effort is contained in Task Order 1. Please provide an estimated projection of the use of this contract vehicle by other USDA agencies.

A8. We do not have any span of control over the other agencies or their use of this contract and do not know if or how much they may use it.

Q9. Reference: Part I, Section H6, Item 11, pages 11 and 12. This RFP indicates this contract involves the management of software implementation, where the development and coding of software is carried out by other vendors. Please clarify the extent to which the Government expects this Contractor to have expertise in the secure coding skills cited here. As we interpret the scope of work, this contractor will not be coding.

A9. No programming development or coding will be done using this contract.

Q10. Reference: Section M, Award Considerations, page 37, paragraph 2. What considerations in evaluating the responses to this particular RFP might lead the Government to conduct discussions prior to award?

A10. If the Government is not able to determine the Best Value proposal(s) based on the initial proposals submitted it may establish a competitive range and hold discussions with the highest rated offerors and permit them to submit a proposal revision.

Q11. Reference: IDIQ PWS, page 6, paragraph 4.5.8. Our assumption is that the role of the

Contractor in the Conference Room Pilot Scenario will be to work closely with the Government to design the required scenario, to provide logistics, and to facilitate, and that the scenario response and demonstration will be provided by the vendor whose software products are being piloted. Is that a correct assumption?

A11. Yes.

Q12. Reference: IDIQ PWS, page 9, paragraph 4.12.1. Are the FS HRIS applications a major investment requiring the preparation of an OMB 300? If not, please clarify the type of documentation required in the current USDA CPIC process.

A12. No. Capital Planning Investment Control (CPIC) documentation required is determined by the scope of the project.

Q&A

Q13. Reference: PWS Task Order 1, page 1, paragraph 2.0. What support responsibilities does the Government anticipate the contractor having with respect to the 7 HRIS applications that have already been implemented?

A13. Capital Planning Investment Control (CPIC) Documentation, Project Management, Advisory support, assistance with facilitating UAT and working sessions.

Q14. Reference: PWS Task Order 1, page 3, Task 2, first paragraph. Please clarify which two of the five tools listed in 2.0 Background have documentation existing that will only need to be updated.

A14. It’s a fluid environment and we don’t have a response that will be applicable at the beginning of performance of this contract.

Q15. Reference: PWS Task Order 1, page 3, Task 3, first paragraph. All of the 5 initiatives covered in Section 2.0, Background, appear to have completed their requirements phase. Please clarify which of the stated requirements design services 4.3.1 through

4.3.7 are still needed for each of these 5 initiatives.

A15. None currently.

Q16. PWS Task Order 1, page 3, Task 3, first paragraph. Please provide a copy of current, relevant FS guidance covering application systems development.

A16. Capitol Plan Investment Control, see guidance at:

http://www.ocio.usda.gov/about-ocio/governance-and-strategic-investment-gsi

Q17. Reference: PWS Task Order 1, page 4, Task 5, 4.5.2. How does the Government anticipate the Contractor working with the application support desk to answer questions from users of the deployed systems? It appears that the Contractor is responsible for questions regarding processes and SOP’s only, and that resolution of technical performance will be out of scope. Is that a correct interpretation?

A17. Yes.

Q18. Reference: PWS Task Order 1, Page 8, 8.0 Period of Performance. What is the anticipated Contractor Start Date?

A18. It is currently 05 January 2015 but will need to be extended out since we do not anticipate having the contract awarded in time for this start date. It will likely be extended into Feb 2015 but the date is not known at this time.

Q19. Reference RFP pg. 32. We understand the government requires 3 past performances and the references are very specific to cover the Section M evaluation criteria in addition to showing depth and breadth of experience. We understand the summaries are to be included in the page count but questionnaires are not part of page count. With the government extending the page count to 26 pages with amendment 1, http://www.ocio.usda.gov/about-ocio/governance-and-strategic-investment-gsi

Q&A would the government allow or consider more than 3 past performances and changing the language on page 32 of 38 to say “the Offeror shall provide a minimum of (3) Past Performance summaries that best comply with the description above not to exceed 4 (or 5) total past performances. The past performance summaries are still to be within page count as defined on page 31 of the PWS.”

A19. The Government reserves the right to obtain past performance from several sources beyond what is provided in the solicitation. An offeror may submit additional past performance questionnaires if they would like to. All submittals must be current or recent and be relevant to be considered.

Q20. Task Order, Section 8.0, Pg. 8-10. This section states that the “Anticipated Contractor

Start Date: 01 Aug 2014”. Since this date has pasted, please provide the revised estimated start date.

A20. It is 05 January 2015 but will need to be extended out since we do not anticipate having the contract awarded in time for this start date. It will likely be extended into Feb 2015 but the date is not known at this time.

Q21. Task Order Sample Pricing. Does the government have labor category definitions they would like us to use when determining our pricing? If so, can you please provide those?

A21. The following is only a guide and is not mandated:

Q22. What is (Are) the current locations of the incumbent work force.

A22. All contractors are at their contractor provided facilities which are located mainly in

Washington D.C. and Albuquerque. There overall workforce is spread throughout the U.S. and travel may be requested at times. Approximately 80 percent of the effort is accomplished at the contractor’s facilities and the remainder of the effort is performed on-site at Government facilities while the contractor is on travel if they do not have personnel that are local to the Government facilities where there presence is required.

If the contractor personnel are within 50 miles of the meeting location, no travel costs are paid.

Labor Categories Description

Category Years of Experience Level

Manager i 10+ Partner, Director

Manager II 10+ Senior Manager

Manager III 7+ Manager

Consultant I 5+ Senior Consultant

Consultant II 3+ Consultant

Consultant III 2+ Consultant

Analyst I 2+ Senior Analyst

Analyst II 1+ Analyst

Analyst III 0+ Analyst

Q23. What value/importance does the Government place on the retention of the existing personnel?

A23. The Government has received excellent support from the current contractors supporting this effort. However, retention of the existing workforce is not an evaluation factor or subfactor under the solicitation. The incumbent workforce will be provided the contact information of the contractor(s) selected for award under this solicitation.

Q24. What “other” Certifications will the Forest Service accept pertaining to your requirement for “Global Information Assurance Certificate?”

A24. CISSP, CISM, and CISA are all acceptable alternatives.

Q25. Will the government provide skill set criteria for the positions listed?

A25. See A21.

Q26. Past Performance reference “to provide services in multiple locations” Please explain what additional services are to be provided to additional locations.

A26. Services noted in the PWS.

Q27. Please clarify the government’s reference to ‘Sample Task Order Pricing’. (is the PWS for a real, or sample, task?)

A27. The PWS for Task Order 0001 is an actual Task Order. The pricing is a sample for comparison purposes in the source selection.

Q28. Please clarify / provide the position descriptions and/or skill requirements for each of the three (3) Manager, Consultant, and Analyst positions. (see also Schedule B).

A28. The differing levels should relate to the knowledge and experience accumulated by the individuals classified based on similar work in government PMO environments. Forest Service does not dictate the requisite number of years of education and/or experience.

An offeror should propose individuals for these positions based on their own internal experience and policies.

Q29. Please confirm that work will primarily be performed at the contractor’s facility, in light of the clause at AGAR 452.237-74, Key Personnel, which identifies an ‘Onsite Project Manager’ (page 17).

A29. Project Manager is located at the contractor’s site. Most work can be done by teleworking at contractor’s facility.

Q30. AGAR 452.224-70. The clause title is provided but there is no text (page 17).

A30. In accordance with FAR 52.252-1, many clauses are included by reference. The full text may be obtained at www.arnet.gov/far/ or http://farsite.hill.af.mil/

Q31. Reserved http://www.arnet.gov/far/

Q&A

A31. Reserved

Q32. FAR 52.222-42. Please clarify the inclusion of this clause as the government does not appear to have provided the Employee Class or their associated wages. (page 23) A32. FAR 52.222-42 is not applicable to this contract since the service contract act does not apply. The check mark has been removed and will not be included in the award.

Q33. FAR 52.204-7. The clause title is provided but there is no text (page 26) A33 In accordance with FAR 52.252-1, many clauses are included by reference. The full text may be obtained at www.arnet.gov/far/ or http://farsite.hill.af.mil/

Q34. FAR 52.212-1. The clause title is provided but there is no text (page 28).

A34. In accordance with FAR 52.252-1, many clauses are included by reference. The full text may be obtained at www.arnet.gov/far/ or http://farsite.hill.af.mil/

Q35. AGAR 452.215.71. Are the two (2) hard copies of the technical and business proposals due at the same time as the electronic copy? (pages 29, 30) A35. Yes, the due date is the same for each.

Q36. (c)(1) Price Proposal – please clarify the reference to the ‘sample task’. Does the government intend to have offerors quote a ‘sample task’, or a real task that the government will award?

A36. The Task Order is an actual task order. The pricing for the task order was listed as Sample Task Order Pricing as the actual labor mix, number of hours, and funds available may be different than that listed in the Task Order Pricing Table. However, the table is representative of the resources that may be required to support the actual Task Order 1.

Q37. Please clarify the intent of ‘sample task order pricing’ (page 35) (vs. Task Order 1 PWS, Attachment 2) A37. The intention of the sample task order pricing is to create a level playing field for arriving at the Total Evaluated Price for price comparison purposes. Since the Government was not able to define the requirements of the task order in a manner in which it could be firm fixed priced, the Task Order pricing table will provide a Total Evaluated Price based on a representative level of effort.

Q38. Reserved.

A38. Reserved.

Q39. IDIQ PWS. 4.5.6 – Please clarify reference to ‘vendors’. Who are the ‘vendors’? (see also 4.6.2, 4.6.5, 4.7.3, 4.7.5, 4.7.6 for similar need for clarification by the government) A39. It is other contractors supporting HRIT efforts. Current and Future Vendors who provide development, enhancement and implement applications.

Q40. 4.6 – It would appear that 4.6.2 thru 4.6.5 might be Design steps (4.5) that would need to be completed prior to the Build phase (4.6). Please clarify.

A40. Vendors on this contract will validate and verify design documentation. The steps noted are correct.

Q41. 4.8 – It would appear that 4.8.2 might be a Test phase item (4.7) that would need to be completed prior to the Deployment phase. Please clarify.

A41. Yes.

Q42. 4.9.3 – Please clarify reference to ‘vendor’.

A42. Current and Future Vendors who develope, enhance and implement applications.

Q43. 4.9.4 – How big is the pool to be surveyed? All 40,000 users as noted in TO1 PWS?

A43. This will be determined based on the project.

Q44. 4.11.4 – Please clarify reference to ‘vendor’.

A44. Vendor in this respect is the incumbent contractors.

Q45. Will the government identify the ‘vendors’ and ‘developers’ identified in the table in Section 2.0?

A45. They may vary over time but include GDC Integration Inc, ORIGAMI Risk LLC and IHS Corporation Compliance Suite

Q46. Please clarify the requirement for submitting resumes, as AGAR 452.237-74 identifies an ‘onsite project manager’ and ‘lead technical staff’. Is this intended to be for all new employees, only ‘key’ employees, or whom?

A46. All new employees including Key Personnel. There are no on-site project managers at Government facilities required. The managers would be located at the contractor’s site.

Q47. PWS Section M pg 32 of 38 Item #9 states the contractor shall provide 2 POC's in the Past Performance Questionnaire but the Attachment 3 only has space for one POC. Can you please clarify?

A47. Please provide two POC’s in the summary if you have them. Often it includes the CO and the COR. Only one questionnaire and POC is required for the Past Performance Questionnaire.

Q48. Request an extension of the proposal due date.

A48. Proposal due date was extended to 03 Dec 2014. An amendment would be issued if it were extended again but there is no intension to extend it again at this time.

Q49. Can the Government describe any systems that are currently in place (or in development) that are likely to provide or consume data from any systems that will be

Q&A solicitation? Are there any other systems at Forest Service that will or may require integration with HR technology implementations resulting from this solicitation?

A49. None at this time.

Q50. Can the Government provide examples of the types of products, systems, and communications that they have tested for 508 compliance in the past?

A50. Time and Attendance, Safety and Health/Workers Compensation, Single Sign On and

Labor Employee Relations System.

Q51. The solicitation refers to Web-Based Training Modules. Can the government describe any web-based training modules that have been designed in the past, including the system or function they focused on, as well as the platform used for development?

Also, is Forest Service using an LMS or other training repository that any web-training modules would be deployed or integrate with? The solicitation refers to AgLearn, what platform is that system built on?

A51. Plateau

Q52. Do the Past Performance Questionnaires have to be for the same projects for which the Past Performance Summaries are provided in the proposal?

A52. The most relevant projects should be used in both. They don’t have to be the same but there is some risk in providing a summary without establishing quality from an unbiased person via the PPQ.

Q53. Could the government consider excluding the Past Performance Summaries from the Page Count to allow us to respond to the information requested in detail. There is a lot of information requested. The Past Performance Summaries sub-factor is 1/2 a page. To respond to each element and provide adequate detail for evaluation will require at a minimum 2.5 pages per summary, this uses 7.5 pages of the 26 page allowance.

A53. In order to provide efficiency in the evaluations, the Past Performance summaries will be included in the page limitation.

Q54. Are the hours provided in the Excel s/s sample hours or is the Government asking us to use the provided hours as the basis for pricing Task Order 1?

A54. Use the provided hours in the spread sheet. It is a sample of what could be anticipated under task order 0001. This is a labor hour task order that does not have enough definition to meaningfully evaluate separately priced proposals.

Q55. Is it acceptable to provide a different labor mix than what is identified in the 3_Sample_Task_Order_Pricing_Spreadsheet?

A55. No. The labor mix must be used to permit a meaningful comparison of the proposed labor rates.

Q&A

Q56. If the rates/hours in 3_Sample_Task_Order_Pricing_Spreadsheet are a "scenario" to evaluate price reasonableness, where and how can the Offeror propose their staffing mix and associated pricing for Task Order 1.

A56. Due to the amount of unknowns in Task Order 1, the level of effort cannot be reasonably estimated for the purposes of comparing the separate offerors proposed labor mix and pricing. The challenge to the Government is that all variations from the separate offerors may be valid based on the assumptions offerors have made and thus they would not be an adequate discriminator of the various proposals for selecting the awardee(s).

Q57. Can the government please clarify the relative importance? Does the text imply that Price is more important than the Technical Factors? Is this evaluation based on "Best Value" or "Lowest Price Technically Acceptable"?

A57. The Non-Price Factors are approximately equal in importance to each other. Non-Price Factors (Technical Capabilities and Past Performance) when combined are approximately equal in importance to Price in the award decision. All subfactors are approximately equal in importance to each other. This is a Best Value source selection.

Q58. What is the period of performance for Task Order 1?

A58. It is anticipated that some support under Task Order 1 may be required for the duration of the contract.

Q59. Reference 4.12 Task Area 12. How many "Major" and "Non-Major" investments are in the portfolio? What is the total budget to be managed? How many new procurements does the government anticipate each year? How many modifications does the government anticipate each year? How many option renewals does the government anticipate each year?

A59. All investments are non-major. A rough order of magnitude for total budget managed is $16M per year. The number of new procurements, modifications, and options is not known at this time.

Q60. How many total vendors are supporting the work that will be supported through Task Order 1?

A60. Two.

Q61. TO PWS Page 8, How many applications are being implemented in FY2015? Were the five applications targeted for implementation in FY2014 deployed as planned?

A61. Currently there are four applications planned for implementation in FY2015.

Q62. Reference: TO PWS para 4.3.7. Can the Government explain the purpose of the Conference Room Pilot?

A62. A document that details the logistics for the demonstration, meeting place, description of the business case and remaining topics that will be addressed.

Q63. Can the government clarify who is considered Key Personnel for Task Order 1?

A63. The offeror should propose individuals to be designated as “Key Personnel” who will be assigned to the Task Order who bring unique qualifications or experience to the government, e.g., Project Manager and Advisory Support Manager.

Q64. Reserved A64. Reserved

Q65. TO PWS page 4, Task 4. Can the government clarify the reference to "sub-phase of testing" under User Acceptance Testing?

A65. Ability to conduct unit and load testing during the user acceptance phase.

Q66. TO PWS Page 1, Background. What application(s) comprise the HR Information Systems

(HRIS)?

A66. In general, the HRIS consists of HRIS Portal; Time & Attendance application; User authentication; Employee/Manager Self-Service; Call Center/Help desk support; and 52 Workflow tool. HRIS also refers to toolsets that support other non-Core HR functions such as Employee Relations/Labor Relations, Workforce Planning, classification/staffing and new employee onboarding; Performance Management; and Safety & Health incident reporting/Workers’ Compensation case management. It does not include Employee Learning Management as this function is operated by the Department (AgLearn).

Q67. TO PWS, para 4.1.5. Can the government explain the Special Status Report for detailed technical progress and issues?

A67. The Special Status Report refers to a “separate” status report that is not the “project” status report. This report will encompass “technical” issues and progress to include Technical Design, System Integration, Interface Development and all testing performed to support the technical build of systems.

Q68. Reference: SubFactor 1. Does the government require the compensation package of both the prime and the sub contractor's or just the prime?

A68. The prime’s compensation package is the most important. To the magnitude that the effort proposed in the technical approach is accomplished by a sub, the compensation information will become increasingly important. For example, If 5 percent of the effort, not important, if 45 percent it becomes important.

Q69. Are all 14 task areas currently being supported by vendors at Forest Service? Can the government provide the contract numbers for the incumbents currently providing these services?

A69. The effort under Solicitation AG-3187-D-14-0005 is unique and not just a re-compete of other existing contracts. The Government reorganized the contracting requirements of

Q&A its contracts under HRM and this solicitation is a result. However, the 14 task areas are currently being supported by AG-3187-D-09-0011, Concurrent Technologies and AG-3187-D-09-0256, Deloitte Consulting.

Q70. Is FS using any Requirements Management software?

A70. Currently Microsoft Office products are being used.

Q71. Will the government allow smaller than 12-pt font for Tables in addition to figures/graphs?

A71. Yes, concise, small tables may have smaller font. Our old eyes must be able to clearly read the tables and a proposal may be determined non-responsive if excessive use of tables is used to circumvent the page limitations.

Q72. The Government states that Cover Pages, Tables of Contents, Resumes, and Past Performances Questionnaires are not included in the overall page count. We would like to provide a 'Compliance Matrix' to help maximize efficiency and minimize time for proposal evaluations. We respectfully request that a table for compliance be allowed as uncounted in the page count.

A72. A Compliance Matrix table may be included as part of the Table of Contents and will not be included in the page count. Clearly label it as Compliance Matrix.

Q73. Reference: Task Order 1 PWS Section 4.10 - "Train leaders to support change management by providing tools/guidance needed to support and implement changes across the HRM organization." Can the Forest Service please provide any approximate information it currently has on anticipated numbers of users, current roles or organizational alignment, and user locations?

A73. This will be provided with the requirements to award future task orders on this contract.

Q74. Reference: Task Order 1 PWS Section 4.11 - "Meet with Government stakeholders to define training needs for role-based training." Can the Forest Service please provide any approximate information it currently has on anticipated numbers of users, current roles or organizational alignment, and user locations?

A74. This will be provided with the requirements to award future task orders on this contract.

Q75. Reference: Task Order 1 PWS Section 4.11 - "Meet with Government stakeholders to define training needs for role-based training." Training completion metrics were not mentioned in the training section. Does the Forest Service anticipate a need for training completion statistics/reporting?

A75. Yes.

Q76. Reference: Task Order 1 PWS Section 4.11 - "Meet with Government stakeholders to define training needs for role-based training." Does the Forest Service have a Learning Management System (LMS)? If so, which one?

Q&A

A76. Plateau (Aglearn)

Q77. In Block 10, we note that the Size Standard associated with NAICS is identified as $25.5M. The SBA has published updated size standards, as of July of 2014, and we believe the appropriate size standard is $27.5M. Please confirm.

A77. The correct size standard is $27.5M. The Size standard is automatically populated by the contract writing program and is outdated.

Q78. Are copies of the submitted Past Performance Questionnaires to be included in the Technical Proposal submission?

A78. No, the PPQ’s should be submitted by the evaluator/customer who received the services. However, the Past Performance Summaries shall be included in the Technical Proposal.

Q79. Can the government clarify whether the fully burdened labor rates are "ceiling" rates, and whether the offeror can propose discounted rates for performance of Task Order 1?

If we understand the intent of the IDIQ contract, the government expects competition at the task order level.

A79. Yes, the fully burdened rates are ceiling rates. Discounted rates may be proposed on the IDIQ Schedule B pricing (page 3 and 4 of the solicitation). Those same rates shall be used to price the task order so that the task order pricing is representative for the competition of the IDIQ. Further discounted labor rates may be proposed on future task orders for the awardee(s) of the IDIQ(s).

Q80. Does the government anticipate the need for additional labor categories for execution of future tasks order issued under the IDIQ? If so, can the government provide those labor category titles and descriptions?

A80. All work must be accomplished using the labor categories identified in the IDIQ. If identified as a critical need during the administration of the contract(s), additional labor categories may be added so long they do not change the nature and scope of the contract. However, this critical need is not anticipated to arise.

Q81. Reference: TO PWS page 4 of 10, Task 4-This covers only UAT which is normally the near final phase of testing after system, integration and all the other testing is done. Please clarify you only want this to cover UAT?

A81. Issue Management or Strategy Development you are referring to. Both Issue Management and Strategy Development are to be conducted throughout the entire project schedule – not just UAT.

Q82. Can a retired employee be a reference for a past performance? I know we missed the dead line, but I would appreciate if you get give an answer on a general Forest Service policy on the references.

Q&A

A82. Yes, a retired employee who oversaw the performance of the offerors contract may be a reference for past performance if you have their current contact information and they are willing to complete and submit the questionnaire.

Q83. We acknowledge that the due date for the proposal has been extended from 11/20 to

12/3. Has the due date for the PPQ also been extended or it still due on 11/19/14?

A83. Yes, the PPQ’s due date is the same as the overall proposal.

Q84. Can we send the hard copy after the due date or we should submit both electronic and hard copy by the due date?

A84. No, both the electronic copy and the hard copy of the solicitation are due on the due date stated in the solicitation and subsequent amendments.

Q85. On RFP page 29, what do they mean by "signed offer (Sections A through K of the solicitation package)"?

A85. Page 1 of the solicitation, SF 1449, should be signed and the Section K, Representations and Certifications should be completed.