Industry_Day_Q&A.docx

Question & Answers from Industry Day Technical & Management Assistance (T&MA) Services

The T&MA industry day was held on Friday, June 2, 2017. The following are the Questions and Answers:

Industry Question 1: There is new terminology for this procurement versus the former T&MA contracts. Can you explain it? How do you plan to change the pricing?

Government Response 1: Performance Based Services describe and communicate measurable outcomes rather than direct performance processes. It is structured around defining a service requirement in terms of performance objectives and providing contractors the latitude to determine how to meet those objectives. The Quality Assurance Surveillance Plan (QASP) is a Government-developed surveillance process document that is applied to Performance Based Contracting. The QASP is used to manage contractor performance assessment by ensuring that systematic quality assurance methods are utilized to validate that the contractor's quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS) and details how, when and by whom the Government will survey, observe, test, sample, evaluate, and document contractor performance results to determine whether the contractor has met the required standards for each objective in the PWS.

On the current contract, there is monthly pricing for a firm-fixed price amount. On a future contract, the unit of measure may change to a single unit such as “each” to allow pricing per application or per conference, etc. For a services Indefinite Delivery-Indefinite Quantity (IDIQ), there will be task orders. The funding will be on each task order issued.

Industry Question 2: Currently funding is placed on the contract regardless of the fluctuation in work. Why is this changing?

Government Response 2:

The goal is to have flexibility in the funding based on the activity expected during a specified time period. We know that there is variation in the activity each month and throughout the year.

Industry Question 3: We agree that there is uncertainty for workload but we need to be prepared to provide support. Pricing has been done regardless of a mid or high volume. Billing schedule was done on a monthly basis. The total price did not change. We may do a monthly action, but bill quarterly. It appears that we will be compensated less.

Government Response 3:

We will look at the Contract Line Item Number (CLIN) structures, but we want to pay for actual work being done. We are considering a CLIN for administrative costs to support staff costs whether the applications are being processed or not. The administrative line could cover your direct costs. We can look at a total for the year such as a year-long CLIN on the task order. We will issue a draft RFP and based on responses, we can review and may adjust the CLIN structure accordingly. We welcome your feedback.

Industry Question 4: Can you provide clarification on the Quality Control?

Government Response 4: We monitor the deliverables to determine if the contractor is meeting the requirement. For example, if a report is due on the 5th of the month and the contractor is late a few times, then the contractor is not meeting the standards. The standard, the measures, and the associated penalties will be listed in the Quality Assurance Surveillance Plan.

Industry Question 5: Where do we direct any questions?

Government Response 5: Please contact your Contracting Officer. The contracting officer will consult with the program office as needed.

Industry Question 6: What is the time for the draft RFP? When should we expect the solicitation?

Government Response 6: The target dates are as follows: the draft will be issued by the end of FY17, the final RFP will be issued in the 1st quarter FY18, and the award will be made in 2nd quarter FY18.

Industry Question 7: If we have many inquiries, we perform and bill monthly. If an item is not used that month, are we not allowed to bill for it?

Government Response 7: Instead of a fixed price per month, the goal is to price each item separately and pay for those items that were performed. The CLIN for administrative services could be allowed to bill for the staff and employees.

Industry Question 8: We use a base salary to cover employees. Costs are static. We will have to look at staffing over 5-10 years due to fluctuation in workload.

Government Response 8: Thank you for your comment. We may find that costs are fixed regardless of volume of applications. When we issue the draft RFP with CLIN structure, provide feedback to proposed structure.

Industry Question 9: Are labor category positions required?

Government Response 9: The government may list some key personnel. The titles of the positions are suggestions since actual titles may vary within your organization.

Industry Question 10: How large are the regions?

Government Response 10: Each region contains the states that are within that region.

Industry Question 11: What is the difference between the IDIQ and the current contract?

Government Response 11: An IDIQ is a type of contract that provides for an indefinite quantity of supplies or services during a fixed period of time. An IDIQ “master” or “umbrella” contract provides for the procurement of an indefinite quantity of supplies and/or services throughout a specified period of performance. Quantity limits may be stated as number of units or as dollar values. Work is authorized on the task order and each order contains the funding.

The existing contract is a FFP contract which contained a Statement of Work and the funding was on the contract.

Industry Question 12: Will there an opportunity for price adjustments or renegotiation?

Government Response 12: We anticipate at firm-fixed price contract which does not permit pricing adjustments or renegotiation of rates.

Industry Question 13: Will the task orders change?

Government Response 13: Each task order will list the work that needs to be performed and contain a funding amount, CLINS, and a period of performance.

Industry Question 14: How would we maintain the trained staff if we are only paying them per item? Our employees are trained and skilled in training, marketing, management, and loans for self-help programs. There are not a lot of people that have these skill sets. Contractor labor or hiring on as needed basis would not permit us to be responsive to the performance timelines. We would need a means to have full-time employees.

Government Response 14: We are considering a CLIN for administrative costs to support costs whether the applications are being processed or not. The administrative line could cover your direct costs. We can look at a total for the year such as a year-long CLIN on the task order. We will issue a draft RFP and based on responses, we can review and may adjust the CLIN structure accordingly. We welcome your feedback.

Industry Question 15: I understand that there are fixed and variable levels. Costs are fixed even if there are no high risk applications.

Government Response 15: Thank you for that feedback. Your comment is noted.

Industry Question 16: A five-year base IDIQ is a positive since it allows for planning for 5 years. My strategic plan is based on 3 years. Otherwise, I have to add costs on the proposal for the unknown. An escalation rate is ok but would there be a minimum/maximum number of grantees?

Government Response 16: Yes, escalation rates are typically proposed for market conditions. An excessive number of grantees is unlikely. The number of grantees and the associated task orders would be issued based on the requirement and if funding is available. The overall program is limited by the levels of funding.

Industry Question 17: National and Regional Conferences could work well for task orders.

Government Response 17: Thank you for that feedback. Your comment is noted.

Industry Question 18: Would the government consider multiple awards per region especially if the tasks are high risk. It would also allow for more competition.

Government Response 18: The government anticipates one contract award per region. Typically, market research has revealed that the housing non-profit organizations specialize in a particular region. In addition, multiple award contracts would require a fair opportunity process to compete each task order. The Government believes that a multiple award is not in the best interest of the Government. The increased administrative process on the Government and the non-profit organizations would increase costs and not produce additional benefit.

Industry Question 19: What is the difference between a PWS and SOW? Will we provide a plan for the requirement?

Government Response 19: The primary difference between a statement of work (SOW) and performance work statement (PWS) is that an SOW is written in terms to direct the contractor specifically how to do the job, whereas, a PWS is written incorporating measurable standards that informs the contractor of the outcomes.

No, the government will provide the PWS.

Industry Question 20: Will you issue task orders against the basic contract? Will the line items will be listed on the order?

Government Response 20: Yes and yes.

Industry Question 21: How often will a task order be issued?

Government Response 21: It will vary. It could be weekly, monthly, quarterly, or yearly. As soon as the government knows its requirements, it will issue an order while being efficient in the ordering process. When the government determines requirements that will span a long time frame, it can and will usually issue that requirement on one order although the order’s period of performance may span over months.

Industry Question 22: How do we ramp up to accommodate workload and set staffing plans?

Government Response 22: The number of grantees which are listed per region could help you determine staffing needs.