Questions and Answers PRE-SOLICITATION.doc

USDA/RURAL HOUSING SERVICE

AG-31ME-S-10-0009

TECHNICAL & MANAGEMENT ASSISTANCE

1. The Period of Performance is listed as one base year plus one six-month option period. We wanted to see if, in fact, that is correct, as it is substantially different from all previous awards and solicitations, which called for a base year and four option years. Carrying out T&MA contract deliverables requires substantial planning, scheduling, skilled personnel, and management. The scope of work for this pre-solicitation also includes the added deliverables of outreach meetings, training/workshops, and national conferences. Effective management of T&MA services requires the potential for more and longer option periods. A year and six months will be up in no time. We recommend the standard base year and four option years, which provides USDA and the government with the most options and alternatives going forward. Should USDA want to make contract changes along the way, it can choose not to exercise an option year or it can use the contract modification process. Planning to have another solicitation process within 18 months may not be in the best interest of the program.

Comment: The period of performance SHALL NOT exceed 18 months to include all options and applicable extensions. The current period of performance as stated in the pre-solicitation shall remain unchanged.

2. C.1 Background. Lists 106 grantees. We believe 116 to be correct (please clarify).

Response: There are currently106 grantees. There may be more grants but each grantee is counted only once.

3. C.9.e.1 and C.9.e.4 Inquires and Outreach Meetings. While we are excited about the prospect of outreaching to create interest in the 523 program, this effort must be coupled with a set-aside of 523 grant funds for new grantees. Without a program directive and funding, serious organizations may not consider it. Will there be funding for new grantees?

Response: Funding will be available for new grantees, to be provided as needed.

4 C.11.e.3 Technical Assistance to Prepare Application. Our question is whether this includes not only TA to a pre-development grantee in the preparation of a TA grant application, but also TA to prepare refunding applications for existing grantees. We believe it should include refunding applications as well.

Response: Technical assistance would include re-funding applications should the grantee need it.

5. C.12.a General Requirements. The range of minimum and maximum grantees per region needs to be adjusted given the substantial (25%) reduction in grantees nationwide over the past few years. All regions have experienced reductions in grantees perhaps due to inadequate 523 funding levels as well as the current economic recession. Some regions are right at or are already below the minimum grantees. We recommend the minimum per region be reduced 25% in keeping with the overall grantee reduction. This would result in a minimum of 11 for Region 1, 22 for Region 2, 11 for Region III, and 41 for Region IV. This move is appropriate also because the recession is not over and the housing market has yet to rebound.

Response: The solicitation will reflect that the minimum number of grantees shall be adjusted down. Based upon current number of grantees per regions the minimum would be:

Region 1 – 13;

Region 2 – 19;

Region 3 – 11;

Region 4 – 43.

6.

C. 13.e.1 and C.13.e.2 Training/Workshops and National Conferences. We cannot tell if one contractor is expected to be chosen to conduct the national conference or if each of the four contractors will coordinate together to deliver the conference. The way this is written, it could be assumed that each contractor will deliver a regional workshop during the base year and a national conference would be required during the six-month option period, for which there would not be sufficient time. Is there additional clarity to add?

Comment: Disregard this paragraph (Training/Workshops and National Conferences) this will be taken out of the resulting solicitation.

7.

C. 14 Grantee Training Handbooks. RHS may want to note that Grantee Training Handbooks already exist. We assume that this refers to updates, modifications, or changes required due to new regulations, directives, etc. Will this be handled through a separate solicitation since there is no description or detail?

Comment: Disregard this paragraph (Grantee Training Handbooks) this will be taken out of the resulting solicitation.

8.

C.17 c Payment Procedures. It is unclear why “c” is necessary indicating that prior approval for equipment, supplies, software, etc., is now required. This has never been the understanding or practice under previous firm fixed price contracts. We believe these approvals are not necessary as we have been told since operating a firm fixed price contract that it is to the benefit of the government to not micro-manage the monthly expenditures. Contractors need the ability to upgrade equipment, software, and programs as needed and within contract costs without having to go through an additional approval process.

Response: Approvals are NOT required.

9. C.9.e.4 -Outreach Meetings: Limiting the number of meetings to 2 per year for 10 States or less, only affects Region 1. How much difference is there between 9 States and 11 States?

Response: No changes will be made to this section.

10. C.12.e.3 - Attend Quarterly Meetings and Site Visit - Please clarify. Site visits when quarterly review meetings are not held or contractor attendance is not required.

Response: Two of the four quarterly meetings are to be held at grantees site. Contractor is required to attend quarterly meetings unless RD advises in writing that attendance is not required. If contractor is not required to attend quarterly meetings then they must make at least four site visits to grantee’s office.

11. C.12.e.5 -Technical management Assistance for Implementing remedies for High Risk Designation: Plan due with in (30) calendar days. Is this referring to the High Risk Assessment or the Grantee’s Work-Out Plan? If Work Out Plan, it is submitted by Grantee, not Contractor. Please clarify?

Response: High risk assessment due within 30 days of State Director notification of possible high risk along with proposed remedies.

12. C.13.e.1 - Training/Workshops: What is meant by provided on-site? (does this mean the contractor's site or at the Government location-please clarify)

Response: Onsite has been changed to reflect: those training/workshops shall be performed at the Contractor’s Site, Government Space (if available) or elsewhere as mutually agreed upon by both parties.

13. C.13.e.2 - National Conferences: Who will be responsible for the National Conference? Does it need to be included in the solicitation response? Is it a collaborate effort of all contractors, or added as a line item in our individual proposals. Will this be bid separately?

Comment: This section has been removed and will not be part of the resulting solicitation.

14. Have been unable to locate information as to the location of current Grantee Organizations for Region 4: Western Region. Is there a document or website you can point me to that has this information?

Response: The RFP identifies the number of grantees per state, however, the organization names are not a part of the RFP and we cannot provide that information.

Synopsis/Pre-Solicitation Questions and Answers