Attachment 04 - Questions and Answers - 12.18.24.pdf

Transition Assistance Program (TAP) Data and Administrative Clerk

FA460025Q0010

Q1: Is there an incumbent for this solicitation?

The previous contract was held by PHENOM LLC.

Q2: Where is the government leaning towards this role being remote?

This role is mostly in-person. Telework is situational only; down/family days, CAF days, base closures, etc.

Q3: What's the targeted budget for this solicitation?

This question cannot be answered.

Q4: Do we need to be a cleared facility organization to submit a response? Does the candidate need to have a secret or above clearance?

The individual does not need a prior clearance. They will go through the clearance process in the onboarding.

Q5: Do we need to submit a resume along with our response? If not, will it be preferred?

A resume is not required with the response. There is no preference for resume at submission either. A resume is only required at least 10 days prior to employee start date.

Q6: Is this role 100% onsite, hybrid, or remote?

This is an onsite, in-person position. Telework is situational only; down/family days, CAF days, base closures, etc.

Q7: Does the candidate need to have TAP experience?

Per the PWS – Section 3.1 – the individual is required to have either one year experience with the TAP program or one year experience working in a military environment.

Q8: Is this is a follow-on requirement or a new contract? If it is a follow on contract, could you please provide the incumbent contract number and the awarded price?

The previous contract was awarded under FA460020P0076 for a total contract value of $118,214.40.

Q9: Does the contractor employee(s) needs to travel to attend training/seminar overseas? If so, who will cover the cost(s)? How many days the training will be (e.g. how many days in a year)?

No, all training will be on location.

Q10: Please confirm what are the provided Government Furnished Equipment (GFE) to support for this role (e.g. workspace, office, desk, telephone, etc.)

GFE: Workspace, desk, computer, office supplies (paper, pens, etc.), telephone

Q11: Reference Supplies or Services & Prices or Costs table. The direct productive labor hours (DPLH) for SCA positions are typically 1856 hours rather than 2080. This is after the application of required SCA leave (vacation (80), holiday (88) and sick (56)). We suggest the government change the quantity in the tables to match the actual DPLH that will be provided. Otherwise, the quoted price will be inflated.

The labor hours will remain 2080 for the contract unit pricing

Q12: The instructions state “The offeror shall submit one electronic copy of the completed solicitation. The offeror shall fill out the solicitation completely and submit a signed copy.” An SF 1449 was not provided with the solicitation. What specific documents does the government want the offeror to complete and sign?

The offeror does not need to electronically sign the solicitation document. Offerors shall either fill out the CLIN table in the solicitation to submit their pricing information or submit their pricing in another format that matches the CLIN structure outlined in the solicitation document. Additionally, offerors may fill out the representations and certifications section of the solicitation document.

Q13: Reps and certs are available through SAM.gov. Will the government consider removing the requirement to provide the Volume IV Fill Ins Clauses/Provisions?

The government will accept a current record of representations and certifications on SAM.gov in lieu of filling out the reps and certs clause in the solicitation document.

Q14: Is there a page limit for the past performance volume?

Per the Instructions to Offerors section of the solicitation, “Offerors shall submit a document between 2-4 pages in a word or pdf format showing the offeror can meet the technical criteria listed in the PWS.”

Q15: Do we need to include all of the below sections in a single proposal Volume or we should submit separate files for these? (1. Price Quotation; 2. Technical Approach; 3. Past Performance; 4.

Fill-In Clauses/Provisions)

The government has not specified. Offerors may submit as separate volumes or as a single volume.

Q16: The RFP states that “a. Offerors shall submit a document between 2-4 pages in a Word or PDF format showing offeror can meet the technical criteria listed in the PWS.” However, we couldn’t find the technical Criteria in the PWS. Please clarify what the government is looking for in this section.

Technical criteria can be found throughout the PWS. Offerors shall submit a document showing they can meet the services and requirements requested in the PWS.

Q17: Which is the best WD Guide Occupation Code?

The government has identified one two potential WD codes for use in this requirement:

1. 01020

2. 01311

Q18: Is the contractor providing a background check of potential employee as part of the proposal? Or is the question "Are you able to pass a background check" sufficient?

The potential employee will undergo a background check for security clearance purposes before beginning work on base.

Q19: Since this project has changed to the NAICS Category to 561110 and the ceiling amount to $12.5 million. Did this project ever go out for Source Sought and try to see if an 8(a) or HUBZone could do this effort under these new qualifications?

No, a sources sought notice was not issued for this requirement after the NAICS code changed.

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Q20: In the COMBINED SYNOPSIS/SOLICITATION under "Supplies or Services & Prices or Costs" mentions QUANTY 2,080 hours for each ITEM. But in the PERFORMANCE WORK STATEMENT under section 2.1.2 states "If ordered, provides substitute/temporary coverage for planned or unplanned absences within the placement requirements of the PWS. Minimizes turnover at less than or equal to 25% with a retention program to reduce unfilled positions and impact to the Government". Also, in section 2.1.7 Replacement Staff. The M&FR will determine if temporary/substitute work force is required. To be fair and so everyone is pricing the same number of hours. Question: How many additional hours would we be expected to price for? If the government requires a backup person than the 2,080 hours needs to be revised.

No additional hours need to be priced. Only price for the 2,080 hours.

Q21: In the COMBINED SYNOPSIS/SOLICITATION in section APPLICABLE LABOR LAWS it mentions to See Attachment 02 – SCA WD 2015-5005. Question: Can the government please provide Attachment 02.

This has been attached in Amendment 00001.

Q22: In the COMBINED SYNOPSIS/SOLICITATION in section 1. Price Quotation: The offeror shall submit one electronic copy of the completed solicitation. The offeror shall fill out the solicitation completely and submit a signed copy. Question: A). Does the government want to see all 40 pages or only the sections, Supplies or Services & Prices or Costs and Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2024)? B). Are there any other sections that the government would like us to fill out?

The offeror does not need to electronically sign the solicitation document. Offerors shall either fill out the CLIN table in the solicitation to submit their pricing information or submit their pricing in another format that matches the CLIN structure outlined in the solicitation document. Additionally, offerors may fill out the representations and certifications section of the solicitation document. The government will also accept a current record of reps and certs on the offeror’s SAM.gov profile in lieu of filling out the reps and certs clause in the solicitation.

Q23: In the PERFORMANCE WORK STATEMENT under section 2.4.1 Privacy Act and HIPAA Training.

The Contractor shall ensure that its entire staff, including subcontractors and consultants that perform work on this Contract receive training on the Privacy Act, HIPAA, and the federal regulations on confidentiality of alcohol and drug abuse patient records, 42 CFR Part 2. Refer to FAR 52.224-3 regarding specific requirements for Privacy Training appropriate to the Contractor’s scope of involvement with PHI and its regulatory responsibilities as either a Covered Entity, or Business Associate. The Contractor shall ensure all employees and subcontractors supply a certificate of all training completion to the Contracting Officer’s Representative (COR) within 30 calendar days of being assigned and on an annual basis based on the trainee’s birth month thereafter. Question: A). Is this a government supplied training and certification for the contractors? B.) In the section 3.1 EDUCATION AND TRAINING REQUIREMENTS there is no mention of the HIPAA certification. C). In the APPENDIX 2 - TAP Administrative and Data Clerk at the M&FR job description there is no mention of the HIPAA requirement.

Only the individual(s) who will be handling Personally Identifiable Information (PII) needs to complete the trainings listed.

Q24: Does the prime contractor have to obtain a Facility Security Clearance (FCL)?

The prime contractor does not need to obtain a Facility Security Clearance (FCL).

Q25: Will the government provide a GFE (computer) for contractor employee to perform job duties?

GFE: Workspace, desk, computer, office supplies (paper, pens, etc.), telephone

Q26: Will the government conduct a security background check on contractor employee to obtain (PCL) security clearance?

Yes.

Q27: Is the TAP Administrative and Data Entry position available also for telework or hybrid?

No, this is an in-person position.

Q28: Can the prime contractor hire 1099 subcontractor employee for the position?

Q29: What, if any, were the challenges with the previous contract?

No answer.

Q30: Could you please clarify what tools and materials need to be provided?

Tools and materials provided by the contractor will be the personnel. The government will provide workspace, desk, computer, office supplies (paper, pens, etc.), telephone

Q31: Can the Government confirm the place of performance for the TAP Administrative and Data Clerk is Offutt AFB (NE), in the Military and Family Readiness (M&FR) Center?

Q32: Since this solicitation is a follow-on to an ongoing contract, can the Government provide the SCA Occupation Code and Title that is being used for the current contract?

There is not an ongoing contract, only a previous contract. Wage Determination is addressed in question 17 of this document.

Q33: Since this contract will be entered into after January 30, 2022; can the Government confirm that Executive Order 14026 applies, which establishes a minimum pay of $17.20 per hour excluding Health & Welfare?

Yes, Executive Order 14026 applies.

Q34: Can the Government confirm that HEALTH & WELFARE EO 13706 ($4.93 per hour) applies to this bid? If not this HEALTH & WELFARE, then which H&W rate does apply?

Yes, Executive Order 13706 applies.

Q35: Under Section 2. Technical Approach, could M&FR please clarify if the 2–4-page limit applies only to point (a), or to both points (a) and (b)?

The page limit applies to both (a) and (b).

Q36: Under Section 2. Technical Approach, could M&FR please clarify if the page limit is 4 pages for point (a) and 4 pages for point (b), for a total of 8 pages for this section?

A total of 4 pages for point (a) and (b).

Q37: Under Technical Approach Part B, where it is mentioned that "The offeror shall demonstrate their eventual job candidate will meet all of the position requirements listed in the PWS," should we attach a sample resume of the required personnel under this section or any other information that needs to be addressed here?

A sample resume may be attached. Any documentation to adequately support that eventual job candidate will meet the position requirements listed in the PWS will be accepted.

Q38: Under Technical Approach Part B, where it is mentioned that "The offeror shall demonstrate their eventual job candidate will meet all of the position requirements listed in the PWS," Could M&FR please clarify if vendors have to provide their recruitment approach or assessment process to suffice this point? If not, could M&FR please clarify what they expect vendors to provide to suffice this section?

A recruitment approach or assessment process may be submitted. Any documentation to adequately support that eventual job candidate will meet the position requirements listed in the PWS will be accepted.

Q39: Can firms provide past performance from commercial clients?

Q40: Under section Fill-In Clauses/Provisions, could M&FR please specify which documents vendors have to include in this section?

Offeror may fill out the reps and certs clause in the solicitation document and return a copy.

Offeror may also refer to a current version of their reps and certs on SAM.gov to fulfill this requirement.

Q41: Is there an incumbent contractor employee in the “TAP Administrative & Data Clerk” position currently?

There is not currently an incumbent contractor in place.

Q42: What is the annual budget for this contract?

Q43: The RFQ lists service hours as 2080. However, the contractor position would require leave hours under the Service Contract Act (SCA) that are non billable. Should all vendors therefore bid at 1912 hours, which accounts for 11 federal holidays and 10 vacation days that are not billable?

Offerors shall price for 2,080 hours.

Q44: What is the preferred DOL SCA Wage Determination Occupation Code for the contract position?

The government has identified one two potential WD codes for use in this requirement:

1. 01020

2. 01311

Q45: Can the government please confirm that the awardee must pay/provide the assigned personnel the SCA-prescribed $4.98 H&W wage rate in accordance with the governing Wage Determination?

Yes.

Q46: Does Executive Order (EO) 14026 apply to this contract so that vendors must pay the assigned contractor employee an hourly wage of $17.20 if it is higher than the hourly wage associated with the appropriate Occupation Code (OC)? EO 14026 stipulates that contractors must pay the higher of the two rates.

Yes, E.O. 14026 applies.

Q47: Due to the length of an average candidate resume and the page limit for the "Technical Approach", may resume(s) be included as an appendix that doesn't count against the page limit?

Yes, the contracting office will allow for offerors to submit a resume and not have it count against the technical approach page limit.

Q48: Is this a new contract, or is it a recompete? If it is an existing contract, could you please share the contract number and provide details about the incumbent contractor?

There is not a current existing contract. Details about the past contract are listed in above questions.

Q49: Will the government provide any insights into the challenges faced or lessons learned from the current or previous performance of this effort?

No answer.

Q50: What is the anticipated duration of the transition period for the selected contractor to onboard and commence operations smoothly?

It takes around 2 weeks between the M&FR center receiving the individual’s name until they have been cleared to begin work. Onboarding and training will then begin as part of normal hours.

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Q51: Could you please provide the size of the previous contract, including the scope and value, to help us better understand the scale of this effort?

The previous contract was awarded under FA460020P0076 for a total contract value of $118,214.40.

Q52: Referring to Amendment 1 Q&A, The previous contract was held by PHENOM LLC. Are incumbents eligible to re – bid this?

Yes, past contract holders incumbents are eligible to re-bid as long as they are a small business under the NAICS code in the solicitation and registered in SAM.gov.

Q53: Could you please let us know if travel is required for this position? If so, who would be responsible for covering the associated costs?

No travel is required for this position.

Q54: What is the anticipated award date?

Cannot answer at this time.

Q55: What is the proposal validity?

Question is unclear.

Q56: Can we replace the candidate after the award?

Yes.

Q57: Will the Government please clarify whether resumes are required as part of the RFP submission? Will resumes count against the 2-4 page requirement for Technical Capability section?

A resume is not required at time of submission. The government will consider a resume submitted separate from the 2-4 page count for technical capability.

Q58: In Section 2.1.6 of the Performance Work Statement, the government states that the ‘list shall be validated and signed by the company’s Facility Security Officer (FSO)’, is a company eligible to bid without having a FSO on staff?

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Q59: Can you confirm whether the Pricing CLINS Worksheet is the only requirement for the price submission, or is a detailed price proposal also needed? Additionally, is this considered the “electronic copy of the solicitation”?

Filling out the Pricing CLINS Worksheet will satisfy the price submission requirement. This will be considered filling out the electronic copy of the solicitation.

Q60: Can you confirm the total max page count, including coversheet, executive summary, price quotation, technical approach (2-4 pgs) and past performance (max 3 pages).

There is no established overall page count.

Q61: What have been the most common performance complaints or pain points for TAP administrative support?

Q62: Will system-specific training and onboarding be provided for TAP platforms?

Q63: Will the Government compensate for the orientation period, or must the contractor account for it in the proposed pricing?

The orientation period will be part of the 2,080 total hours.

Q64: Are there any recurring training requirements (e.g., HIPAA, Privacy Act) beyond initial onboarding that contractors should price into the proposal?

No. All training will be handled by the M&FR center on-site.

Q65: On Page 12 of 40, it states in accordance with 52.222-42, the statement of wage determination it shows two different wages listed (01020 & 01311). However it seems this requirement is 1 FTE? Would the government please confirm which Labor category is equivalent, both are different, and are different levels? Market research shows that 01020 is the better more equivalent rate, is this accurate?

The government has determined that 01020 is the only applicable wage determination for this requirement.

Q66: Would the government please confirm if EO 14055 is applicable to this requirement? If so, the answer to #1 is very important.

Executive Order 14055 is NOT applicable to this requirement as this is not a follow-on contract.

Q67: Would the government please confirm if FAR 15.305(a)(2)(iv) is applicable to this requirement? If so, please include this clause in the solicitation and update section L.

Per the Evaluation criteria, past performance is a requirement: “In order for the Government to have a reasonable expectation that the offeror will successfully perform the required effort, the offeror must demonstrate that they have provided administrative and data clerk personnel services previously.” This acquisition is being solicited in accordance with FAR Part 12, which outlines the use of past performance in 12.206. Offerors may submit relevant past performance from outside the government market. Additionally, the government will accept past performance history of the job candidate.

Q68: Would the government consider modifying the CLN table to make the quantity ‘month’ and unit as 12, this allows easier invoicing upon award.

The unit of measure will remain hours.

Q69: What is the expected start date of this contract upon award?

3-4 weeks after contract award.