Q_and_As_Recruitment.docx

Questions and Answers Member Recruitment System Request for Proposal (RFP) CNSHQ17R0001

April 26, 2017

1) Our white paper response to the earlier RFI covers some relevant areas that are not explicitly mentioned in the RFQ. Will CNCS use the information provided in our response to the RFI as part of its evaluation of bids?

Answer: Only information submitted with the final proposal to RFP CNSHQ17R0001 will be considered in the evaluation of bids.

2) The RFQ, in Section 2.0, Objective, states that the contractor develops the recruitment plan in coordination with AmeriCorps NCCC managers and that the locations to which the contractor travels are identified in the plan. However, the RFQ requires that the bidder submit travel costs with this submission, i.e., before the recruitment plan is developed. May we assume that these costs, as reimbursable items, may be adjusted based on the final recruitment plan?

Answer: Yes, the travel costs will be reimbursable items and are subject to the locations identified in the recruitment plan.

3) Is there a requirement to recruit members from all 50 states and U.S. territories, and/or in all parts of states (counties)? Apart from the provisions of the Edward M. Kennedy Serve America Act of 2009, are there any demographic requirements regarding member recruitment (e.g., gender, ethnicity, age)? Are there goals for recruitment in certain areas of the country?

Answer: The recruitment plan that will be developed after award will specify where recruitment activities will happen. The locations can include places in all 50 states and the U.S. territories. Outside of the provisions of the Edward M Kennedy Serve America Act of 2009 there are no other demographic requirements for applicants or Members.

4) The fourth bullet point in Section 2 (p.2) stipulates, “Travels an estimated forty-two (42) weeks a year. . . .” Does this mean that each recruiter is expected to travel 42 weeks a year or that collectively the recruiters are expected to travel 42 weeks a year (i.e., 42 person-weeks)?

Answer: Each recruiter is expected to individually travel 42 weeks a year.

5) Similarly, the RFQ requires the contractor to provide a minimum of 16 presentations a week. Does this mean that each recruiter is expected to deliver 16 presentations a week or that collectively the recruiters are expected to deliver 16 presentations a week?

Answer: Each recruiter is expected to individually deliver 16 presentations a week.

6) The Statement of Work says that 50 percent of AmeriCorps team members must be economically disadvantaged. What was the average percentage of economically disadvantaged team members in 2015?

Answer: In calendar year 2015,17% of the AmeriCorps NCCC Traditional members were economically disadvantaged. Even though the program was below the goal of 50%, we expect the offerors to attempt to reach this goal.

7) From the CNCS website, it appears that applications are accepted throughout the year. What is the general turnaround time for applicants? Do new AmeriCorps team members enter the program on an ongoing basis or are new team members typically added at certain points in the year?

Answer: There are three start times in the year for AmeriCorps NCCC Traditional and two start times in the year for AmeriCorps NCCC-FEMA Corps. The longest waiting time for applicants to the NCCC Traditional program is four months. The longest waiting time for applicants to the NCCC-FEMA Corps program is ten months.

8) May we add line items to the Pricing Sheet? If not, is there provision for the bidder to provide pricing of direct costs not identified in the Pricing Sheet? For example,

· Cost to develop and maintain an electronic portfolio and a tracking and data management data base

· Recruitment costs other than travel and cell phone rental (e.g., fees to participate in job fairs; 24-hour answering service; online application)

· Cost to develop a protocol for statistical analysis; cost to perform statistical analysis

Answer: No, offerors may not add line items to the Pricing Sheet. The cost to develop and maintain an electronic portfolio and a tracking and data management database, the cost of miscellaneous recruitment items, the cost to develop a protocol for statistical analysis, and the cost to perform a statistical analysis are to be included in “Other Direct Costs” on the Pricing Sheet.

9) Can CNCS provide its cybersecurity and privacy policies?

Answer: This information is provided in the “Cybersecurity Contract Language” contained in the Combined Synopsis Solicitation accompanying the announcement of the solicitation.

10) Factor 1.C requires the bidder to provide resumes of the “vendor’s key personnel who will support the statement of work”. Does “vendor’s key personnel” refer to the staff who implement the recruitment plan or to organizational (headquarters, corporate) personnel who monitor, supervise, and backstop the work on the ground? Is the bidder expected to provide resumes for its subcontractors?

Answer: Key personnel includes recruiters and all organizational personnel who monitor, supervise and support the work. Depending on the details of the proposal, that may include resumes from subcontractors.

11) May we supply position descriptions for any proposed positions for which we do not submit resumes?

Answer: Yes.

12) The Scope of Work states, “The contractor will . . . provide traditional media, e.g., television, radio. . . .” However, the Pricing Sheet provides line items for only “Digital Media Advertising” and “Brochures”. Please clarify.

Answer: The offerors will provide price estimates for media under line item number 2, “Advertising.”

13) What company has been performing marketing and recruitment services to date?

Answer: GMMB has been providing CNCS with marketing support. No company has been providing recruitment services.

14) Does “traditional media” as described on Page 4 include paid and earned media?

Answer: Yes, both paid and earned media.

15) Are there any restrictions or guidelines for what may constitute “Contractor Overhead”?

• May “Contractor Overhead” include a burden on the reimbursable costs?

• May “Contractor Overhead” incorporate fee/profit?

Answer: The Contractor Overhead cannot include a burden on the reimbursable costs. Contractor Overhead can incorporate a fee/profit.

16) May we assume that there is no page limit for Factors 1 and 2?

Answer: There is a page limit on the total number of pages for the submission. Please see section 8 “General Instructions” in the Combined Synopsis and Solicitation.

17) Is there an incumbent contractor currently performing these services. If so, could I please find out the contractor name and contract number?

Answer: Recruitment services are currently performed by AmeriCorps NCCC staff. Marketing is performed by GMMB.

18) Will AmeriCorps accept past performance outside of the Past Performance Information Retrieval System (PPIRS)? (RFQ Section: Technical Acceptability Evaluation Criteria, Paragraph/Clause/Line: Factor 3)

Answer: No.

19) Will the FEMA workers also be full time for 6-8 week sessions as the AmeriCorps workers are, or is this an on call role? (RFQ Section: Background, Paragraph/Clause/Line: Paragraph 2 )

Answer: Yes, NCCC-FEMA Corps Members are also full time.

20) Will AmeriCorps accept past performance outside of the Past Performance Information Retrieval System (PPIRS)? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 2)

Answer: No.

21) Will the FEMA workers also be full time for 6-8 week sessions as the AmeriCorps workers are, or is this an on call role? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 2)

Answer: Yes, NCCC-FEMA Corps Members are also full time.

22) Is there a job description that can be shared for the roles needed? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 2)

Answer: No, AmeriCorps NCCC does not have predetermined job descriptions for this function.

23) Is there historical data, or funnel metrics you can share on how many applicants, or interviews necessary to get a hire? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 2)

Answer: In general, historically, AmeriCorps NCCC needs three applicants to convert to one NCCC Traditional Member and four applicants to convert to one NCCC-FEMA Corps Member.

24) What does it mean to be “registered” and in which system is registration considered complete? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 2)

Answer: To register a potential applicant is to record sufficient information about the individual to be able to verify the accuracy of the information in their application and subsequently convert them to a Member.

25) Can you share logistics around the trips and travel expectation. How often and what is the average distance for the travel trips? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 4)

Answer: Travel locations will be determined in the recruitment plan. The distance to the recruitment locations is dependent upon the location of the Offeror’s place of business. The frequency of trips and the number of presentations is contained in the statement of work.

26) Does the Corporation for National and Community Service utilize other tools or systems as part of the recruitment process? If so, please elaborate. Will the partner be granted access to any of these tools or systems? (examples - interview scheduling, career fair or event management, search licenses, etc.) (RFQ Section: Objective, Paragraph/Clause/Line: 2nd bullet)

Answer: No, AmeriCorps NCCC does not have any tools or systems.

27) Will the CNCS member management system be able to support the various requirements noted in the Scope of Work in the Statement of Work? If not, please elaborate on potential gaps that the partner may need to address through its system after the CNCS member management system is implemented. (RFQ Section: Objective, Paragraph/Clause/Line: 2nd bullet)

Answer: The CNCS member management system will contain member profiles and information on recruiter activities.

28) We understand that the Corporation for National and Community Service is in the process of implementing a member management system. Will this serve as an applicant tracking system? If so, which system is being implemented? (RFQ Section: Objective, Paragraph/Clause/Line: 2nd bullet )

Answer: The CNCS member management system will track applicants through the assessment process and contain information on recruiter activities. This system is planned to be implemented in FY 2019.

29) Is contractor responsible for finding registrants employment after they graduate from the AmericCorps/FEMA program? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 6)

Answer: No. The contractor will be responsible for working with similar types of service organizations, stakeholders and program alumni to identify the marketable skills that will help graduates in their pathway to employment and organizations that may profit from those skills. Those identified skills will guide the recruitment plan to focus on these types of candidates.

30) Is the contractor responsible for building employer database as well as registrant pool? (RFQ Section: Objective, Paragraph/Clause/Line: Paragraph 5)

Answer: No, the contractor will not be responsible for building an employer database. The contractor will be responsible for working with potential employers of AmeriCorps NCCC alumni to identify the marketable skills that will help NCCC graduates in their pathway to employment and organizations that may profit from those skills. Those identified skills will guide the recruitment plan in focusing on these types of candidates.

31) If number of hires increases over assigned total of 2200 will contractor be able to adjust pricing to match volume? (RFQ Section: SOW, Paragraph/Clause/Line: Paragraph 1)

Answer: No, AmeriCorps NCCC will only place 2,200 Members a year

32) When does the fiscal year begin? When is the expected start of hiring and how is the 50% member rate from disadvantaged circumstances measured? (RFQ Section: SOW, Paragraph/Clause/Line: Paragraph 2)

Answer: CNCS follows the fiscal year of the federal government. The fiscal year begins on October 1 and ends on September 30. The expected start of recruitment will depend on when the contract is awarded. Youth from disadvantaged circumstances is defined in the Edward M Kennedy Serve America Act of 2009 and the requirements will be measured against that definition.

33) What are the CNCS FISMA standards around secure recruitment standard and management database that apply to this program? (RFQ Section: SOW, Paragraph/Clause/Line: Paragraph 4)

Answer: All systems must comply with the FISMA act of 2014 (https://www.whitehouse.gov/the-press-office/2017/03/10/federal-information-security-modernization-act-2014) and CNCS cybersecurity and privacy policies that appear under the CNCS Privacy Policy (https://www.nationalservice.gov/privacy). These policies conform the FISMA and all applicable NIST guidelines, including the SP 800-53 (rev4) control families.

34) Is there a current CNCS database in place? If not who will be implementing that and will the contractors work within the CNCS database, or in contractor system? (RFQ Section: SOW, Paragraph/Clause/Line: Paragraph 5)

Answer: No, there is no existing CNCS recruitment database. It is the responsibility of the contractor to implement a work process that meets the requirements of AmeriCorps NCCC. Eventually the contractor will use the CNCS Member Management System once it is implemented. In the meantime, AmeriCorps NCCC envisions the contractor will be using electronic spreadsheets to record contact information on potential applicants and contacts made with other organizations, stakeholders, alumni and potential employers.

35) Do you have existing marketing materials you would like contractor to use, or would you like contractor to create all new materials for the program? (RFQ Section: SOW, Paragraph/Clause/Line: Paragraph 6)

Answer: Yes, there are existing marketing materials. The program also needs new marketing materials to be created by the contractor.

36) The solicitation states the provisions will be included in the SOW. Which specific CNCS cybersecurity policies apply to this solution? (RFQ Section: Deliverable, Paragraph/Clause/Line: Paragraph 2)

Answer: This information is provided in the “Cybersecurity Contract Language” contained in the Combined Synopsis Solicitation accompanying the announcement of the solicitation.

37) The SOW states the work will be done remotely. Can all contractor resources be based virtually? (RFQ Section: Place of Performance, Paragraph/Clause/Line: Paragraph 1)

Answer: The contractor staff can perform their work remotely, but all recruitment presentations must be provided in person. Meetings with representatives of other organizations, stakeholders, alumni, and potential employers may need to be conducted in person. The contractor representatives must attend the meetings where the annual recruitment plan is developed. The Contractor must also be on-site when providing the quarterly contract status briefings to AmeriCorps NCCC senior managers.

38) Can you provide the class schedule and the related locations? Is there a desired geographic spread of the 2200 hires across specific locations, if so what are the locations? (RFQ Section: Scope of Work, Paragraph/Clause/Line: Paragraph 2)

Answer: The class schedule and locations are subject to change. The table below reflects the placement of Members for Class 24 (Summer 2017, Fall 2017, Winter 2018).

Traditional

NCCC-FEMA Corps

Traditional

Southwest

Traditional

Pacific

39) Will system access be needed and if so, how does that affect the cyber privacy policies? (RFQ Section: Place of Performance, Paragraph/Clause/Line: Paragraph 2)

Answer: Yes, system access will be needed and in reference to cyber privacy policies, this information is provided in the “Cybersecurity Contract Language” contained in the Combined Synopsis Solicitation accompanying the announcement of the solicitation.

40) Are you expecting an on-site presence at each specified campus locations: Baltimore, MD; Sacramento, CA; Vicksburg, MS; Denver, CO; Vinton, IA? (RFQ Section: Background, Paragraph/Clause/Line: Paragraph 2)

Answer: No, there is not an expectation of on-site presence at any AmeriCorps NCCC campus.

41) Can AmeriCorps extend the due date for the proposal at least one week for enough time to receive questions and answers and develop a thorough response? (RFQ Section: Due Date, Paragraph/Clause/Line: N/A)

Answer: Yes, the due date for the proposals can be extended one week, please see amendment 0001.

42) The document states: All contractor developed processes and procedures, including but not limited to data collection systems and instruments, will be property of the government. Does this solely apply to the data and procedures, or Does this apply to the technology used to acquire the data? Does the government intend to buy technology systems from the contractor? If not, can the SOW be changed to clarify that? (RFQ Section: Intellectual Property, Paragraph/Clause/Line: Paragraph 1)

Answer: No, this does not apply to the technology used to acquire the data. The Government does not intend to buy technology systems from the contractor.

43) Will we be required to rent cars or use our own POVs, will phones be provided or will be have to provide them? Meal, hotels, airfare, is that based on expected travel for presentations, etc; please elaborate, thanks?

Answer: Travel reimbursements will be subject to the Federal Travel Regulation. If the use of POVs instead of rental cars meets those requirements, the vendor will have to make the determination of the best way to meet the requirements of the recruitment plan. Government issued phones will not be provided.

44) Is there a recruitment goal for each of the five NCCC locations?

Answer: No, the recruitment goals is for the recruitment period (summer, fall, winter).

45) Whether companies from Outside USA can apply for this? (like, from India or Canada)

Answer: Yes, foreign companies can apply, but they must address section 9 “Offeror Representations and Certifications-Commercial Items (Apr 2016)” of the Combined Synopsis Solicitation.

46) Whether we need to come over there for meetings?

Answer: Yes.

47) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Answer: No, all task must be performed in the United States.

48) Can we submit the proposals via email?

Answer: Yes.

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