QA - INDUSTRY BRIEF.doc

HEL-JTO BAA 09-RD-03

INDUSTRY BRIEF – 29 JUN 09 – 4 PM – NEWTON, MA

QUESTIONS & ANSWERS

Q: Technical Topic Area 6 indicates three (3) points of contact. Please explain.

A: All three (3) agency points of contact are furnished to request GFE facilities/equipments/targets, etc.

Q: In Walt’s (Fink) presentation, the Planned Funding for the Technical Topic Areas does not match the fiscal year amounts shown in the BAA.

A: The Planned Funding is for the first year of technical effort (Task Order 0001). The actual funding for the Task Order 0001 may be furnished incrementally. Therefore funding may also be furnished from FY11 appropriation.

Q: Program Management should not be listed as a task?

A: Program Management should not be listed as a separate task. It is an element of each technical task and should be included with the technical effort for that task.

Q: Sections not completed in the Online Representations & Certifications Application (ORCA) – due with White Paper or Full Proposal?

A: Sections of ORCA not completed on-line shall be submitted in accordance with the Full Proposal instructions, if a Full Proposal is requested by the Contracting Officer.

Q: If a contractor plans to use equipment from another DOD project, should this be identified?

A: Yes, identify the equipment and that there will be no cost to the HEL-JTO project if awarded.

Q: Could the contract structure of Task Order first year and second year be considered a Basic contract with an Option?

A: No. There is no guarantee of a second task order. Also, due to the nature of this type of research and development, the actual work proposed for a second year may vary greatly from that originally envisioned at the time of White Paper and Full Proposal and therefore is not suitable to a priced option contract.

Q: How is the eligibility of a foreign firm to propose on this effort determined? Should the technical point of contact for the topic area of interest be contacted? What information is required to determine eligibility of a foreign firm to participate in the HEL-JTO BAA?

A. Contact the Contracting Officer, Linda Buix, for information regarding eligibility. The technical point of contact should be contacted to determine if there is interest in the proposed effort.

Q: How did the previous BAA process work out – white papers/proposals/awards?

A: White Papers received – over 200; Oral Presentations – over 50; Contract awards - 37; Follow-on Task Orders – 27

Q: BAA states period of performance at 48 months. How does this relate to the second task order?

A: The ordering period for the contract is from contract award (estimated Feb 2010) through Feb 2012. This allows for award of a second task order, if selected. It also provides for issuance of other task orders that may be identified for the specific topic/sub-topic area. The 48 months allow for technical completion of task orders awarded by the end of the ordering period, as well as delivery of final documentation and any potential period of performance extensions.

Q: Can the technical task proposal be for less than a 12 month technical effort?

A: Yes. If less than a 12 month technical effort is proposed, the period of performance and the pricing should reflect a start date that allows for technical completion by approximately 16 Feb 2010. This allows a company to be at essentially the same level of completion for the Nov/Dec timeframe review and second task proposal. In addition, it allows a contractor to retain the technical staff assigned to the effort for the potential follow-on task order with no gap.

Q: Are the annual review and the follow-on task orders related?

A: No. They are not related. The annual review presentation is required whether or not a second task order is awarded. It will also apply to any follow-on task order(s). This is your opportunity to tell the industry what you have accomplished.

Q: Explain the number of trips.

A: The first task order requires two (2) trips: (1) near the end of 2010 (Nov or Dec). This trip is to Albuquerque, NM and is essentially an end of program review with a second year proposal to be presented; (2) The second trip is the annual review to be held in May (2011 for the first task order). This is a mandatory review whether or not a second task order is awarded and the contractor must reserve funds for this trip and presentation.

Q: If a potential effort appears to have applicability in more than one topic/sub-topic area, how do we submit?

A: Each white paper should address a single topic/sub-topic area. If there is applicability to more than one (1) topic/sub-topic area, this may be identified in the offeror’s white paper.

Q: Some topic areas have a less than $550K limit. Is a Small Business Subcontracting Plan due for such proposals?

A: The Small Business Subcontracting Plan is applicable to large businesses only for awards greater than $550K. An initial task order may be less than that amount but the potential cumulative award value may exceed that amount. Therefore, the Subcontracting Plan shall be based on a potential contract ceiling of $5M. Note that due to the nature of the research effort, there may be no opportunities for small business participation. Lack of opportunities must be fully supported in the business proposal if no plan is submitted.

Q: Should the white paper propose a total of 2 years or 3 years of effort? There are places in the text that seem to indicate 3 years (initial task order plan 2 more years of ID/IQ effort and the Excel file is set up as 3 years. There are other places in the text that seem to indicate 2 years.

A: The white paper is for the first year technical effort plus what you anticipate for a second year technical effort. If a Full Proposal is requested by the Contracting Officer, you will only be proposing costs for the first year effort (Task Order 0001) with an anticipated total period of performance (with final report) of 16 Feb 2010 through May 2011. You will also be requested to provide a Rough Order of Magnitude (ROM) for year 2 of performance, but no detailed cost proposal. The spreadsheets are provided as a guide only. They are to be modified to fit the offeror’s specific requirements. In most instances, depending on the contractor’s fiscal year, two sets of columns will be used to cover the contractor fiscal years FY10 and FY11.

Q: What information is required if it is anticipated that foreign nationals will be working on the proposed effort:

A: The following information must be furnished for government evaluation:

1. Individual’s Name

2. Country of Origin

3. Current Status

4. Copy of documentation identifying status (permanent resident card, student visa, work permit, etc.)

5. Description of what they will be working on and why they are required for the project.

Q: Equipment currently exists or is being developed under a government contract. The use of this equipment is anticipated for award of a HEL-JTO project under the BAA. At the white paper stage, what level of commitment from the current government contract sponsor is expected for the following?

a. GFE use of equipment at the offeror’s facility - either existing or being developed under a current program.

b. Commitment of government test facilities/support A:

1. At the time of white paper submittal –

a. Use of GFE equipment should be identified in the white paper and that there would be no cost to the government for use of the equipment. The offeror should have a preliminary concurrence for rent-free, non-interference use/transfer of the equipment from the current government sponsor.

b. Test facilities and support costs should be identified in the white paper and at least an indication that the owner of the facilities will be able to support as well as the anticipated ROM cost of the facilities/support.

2. At the time of Full Proposal submittal –

a. The offeror should provide full information regarding the contract under which the GFE is to be furnished – contract number, agency awarding contract, government contract administration organization.

b. The offeror should provide a letter of commitment with associated costs from the government organization whose test facilities and support will be provided. As identified in the BAA, these costs should be identified in the proposal as “below the line” items as they will be funded directly by the HEL-JTO. These costs cannot cause the proposal value to exceed the HEL-JTO limit for the topic/sub-topic technical effort.