D15PS00167_Response_to_Questions.docx

D15PS00167 Questions & Answers The following questions and answers, pertaining to the above-referenced solicitation, are provided for your information. Offerors are cautioned that the answers below do not alter the solicitation. Only an amendment to the Solicitation will change the requirements or any other content of the RFP. In the event of an inconsistency between statements contained in any amendment of the solicitation and this document, the amendment shall take precedence.

1. Question: Are there incumbents currently providing these services? If so, could you please provide the contract numbers?

Response: Contract #: D11PC20051 Contractor: Strategic Analysis

Contract #: D11PC20063 Contractor: Booz Allen Hamilton

Contract #: D11PC20064 Contractor: System Planning Corporation

2. Question: Section L3, page 87, SAMPLE TASK COST PROPOSAL – The format provided for the cost proposal for the sample task does not provide a Period of Performance. Should we assume a one year Period of Performance?

Response: Yes, the Sample Task Order proposals shall be a one year base period of performance. Section L.3, Volume III Cost Proposal, Sample Task Cost Proposal Format has been revised to reflect this change.

3. Question: SECTION L3, page 82, SECTION A states “The Government reserves the right to make award from eligible sample task order proposals.” Should the government award a sample task order, does the government anticipate making a single or multiple award?

Response: Should the Government award a sample task order, the Government anticipates making a single award, however the Government reserves the right to make multiple awards from a single PWS.

4. Question: Section L3, page 86, Subparagraph 3 states “Subcontract costs… subcontract costs shall be treated as Other Direct Costs and shall be reimbursed at actual costs only (excluding indirect costs and profit)…” In accordance with FAR 52.216-7(b)(1)(ii)(F), indirect costs are allowable and reimbursable. Please clarify the discrepancy between the RFP and the FAR regarding a Prime’s ability to recoup its indirect costs on ODCs.

Response – Subcontract Labor costs should be proposed as an Other Direct Cost and not be rolled up into the Prime’s Labor costs. The Prime can include the applicable indirect costs and profit associated with subcontracts as applicable. As per FAR 52.216-7(b)(1)(ii)(F), properly allocable and allowable indirect costs shall be reimbursed at actual costs. Section L.3, Volume III – Cost Proposal, (3) Subcontract costs has been revised to clarify.

5. Question: Are contractors to assume that by “subcontract costs” the Government is referring to subcontracted other direct costs, such as travel, and not Labor. Please clarify this instruction.

Response – The subcontract costs include all costs not associated with the prime contractor. This includes subcontractor travel, supplies, labor, consultants, etc.

6. Question: G. 10 provides a TO Proposal Format, however Section L, Volume II Section A (page 82) provides a different format for providing the Sample TOs in the proposal. We are assuming that for compliant submission of the BTO proposal, you would like Offerors to provide the Sample Task Order information as indicated in Section L.

Response: Yes, offerors should follow the instructions in Section L for the Task Order proposals.

7. Question: Volume I General states “The volume should include the following: PROPOSAL TRANSMITTAL LETTER. A letter formally transmitting the proposal to include the following:…” then it lists items a-g to include in Volume I. Does the government want a separate proposal transmittal letter, or is the intent that items a-g are the content of the Proposal Transmittal Letter?

Response: The proposal transmittal letter should include the statements indicated in a-f. Statement g indicates the solicitation documents that should be included in Volume I. Section L.3, Volume I, has been revised to clarify the Volume I make-up.

8. Question:

a. Volume I General d. Joint Venture/Teaming Arrangements states ”d. Joint Venture/Teaming Arrangements. Each Offeror shall provide, if applicable, a summary describing the Joint Venture/Teaming Arrangement established for this RFP and a document establishing the legally binding nature among the joint venture/teaming parties.” Our team consists of multiple subcontractors. If we provide a legally binding teaming document for all subcontractors we will far exceed the 10 page limit. Can the government either remove the page constraint so that we can provide the documents, or remove this requirement?

b. As teaming agreements are typically lengthy documents, what constitutes sufficient documentation for establishing the legally binding nature among the joint venture/teaming parties? If copies of the teaming agreements are required, will that count against the page limit for Volume I?

Response: The documents providing evidence of Joint Venture/Teaming Arrangements do not count towards the page limits. Section L.3, Volume I, d. Joint Venture/Teaming Arrangements has been revised to include this information.

9. Question: Volume IV Past Performance Consent Letter states “Past performance information concerning subcontractors and teaming partners cannot be disclosed to a private party without the subcontractor's or teaming partner's consent. Because a prime contractor is a private party, the Government will need that consent before disclosing subcontractor/teaming partner past performance information to the prime during exchanges. The consent letter must be completed by major subcontractors/teaming partners identified in the proposal.” Is major subcontractors defined as those providing past performance information?

Response: The offeror must make the decision which subcontractor(s) is considered a major subcontractor. Past Performance information is required on the Prime Offeror, subcontractors, consultants, teaming partners, and/or joint venture partners proposed to perform aspects of the effort the Offeror considers critical to overall successful performance. The subcontractors that are critical to the success of the performance should complete the consent letter.

10. Question: Volume IV Past Performance Organization Structure Change History states “Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company.” Does the Government want Offerors and subcontractors to provide ALL reorganizations the company has undergone, or only those within the three year relevancy window?

Response: The Government is requesting reorganization information within the three year relevancy.

11. Question: L.4.2.c Proposal Volume Break Out (page 92) states that Volumes I and II can be provided in PDF format. The Electronic Offers paragraph on page 93 lists acceptable file formats, but does not mention PDF. Is it acceptable to submit Volumes I and II in PDF format?

Response: Yes, PDF is acceptable for Volumes I and II. Section L.4.2 c, Electronic Offers has been revised to include Adobe Acrobat.

Questions:

a. L.4.2.c Proposal Volume Break Out (page 92) states that the cost proposal file format to submit is XLS, however there are elements which would be better presented in a word or PDF format such as the cost realism narrative and the DCAA approval document. Can the Government please consider changing this requirement and allowing Offerors to provide content in a word or PDF format in addition to the XLS information.

b. If so, what naming protocol would the Government like used?

Response: Narratives and DCAA documents can be in PDF or Word format. D0167-III -Company Name- Cost. XLS(x) or .Doc(x). or PDF. Section L.4.2, c Proposal Volume Break Out has been revised to reflect this change.

12. Question: Are Attachments B and C suggestions, or would the Government like Offerors to provide their Past Performance information utilizing Attachment B and their Small Business Subcontracting Plan utilizing Attachment C?

Response: The Offerors shall provide their Past Performance information utilizing Attachment B and their Small Business Subcontracting Plan utilizing Attachment C.

13. Question: Section L.4.2.c Text states “Text type should be Times New Roman or Arial, no smaller than 12-point…” however the font size in Attachment B is 11 point. Do you want Offerors to increase the size of the text when completing the Attachment B information for proposal submission?

Response: The Attachment B font size can remain 11 point.

14. Question: Volume II – Technical Approach…Section C - ORGANIZATIONAL EXPERIENCE states “The Offeror shall provide a description of the SETA support services that the company has performed within the past five years…” Does the Government want this matrix to include information for the prime contractor only?

Response: The matrix should reflect the experience of the Offeror’s team.

15. Question: Volume II – Technical Approach…Section A TECHNICAL APPROACH & STAFF… states “For each sample task, the Offeror shall provide a summary list (MS Excel format preferred) of ALL personnel proposed for each sample task.” Is this summary list included in the page count?

Response: Yes, the summary list of ALL personnel is included in the page count.

16. Question: Volume II – Technical Approach…Section A TECHNICAL APPROACH & STAFF… states “For each sample task, the Offeror shall provide a summary list (MS Excel format preferred) of ALL personnel proposed for each sample task.” L.4.2.c Proposal Volume Break Out (page 92) states that Volumes I can be provided in PDF or XLS format, but it does not mention XLS format. Would you like a separate xls file submitted with Volume II and if so what naming protocol would the Government like used?

Response: Excel is acceptable format for Volume II, with the following naming convention: D0167-II -Company Name- Tech.DOC(x) or .PDF or .XLS(x). Section L.4.2, c Proposal Volume Break Out has been revised to reflect this change.

17. Question: L.3. INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS, Volume V – Small Business Subcontracting Plan lists the DoD small business goals as 36.7%. According to the DoD Office of Small Business Programs, the Small Business Subcontracting goals for FY 2015 are 36%, not 36.7% (those were the goals for FY 2014), Do you want Offerors to use the 2015 DoD goal of 36% or the 2014 DoD goal of 36.7%?

Response: The Offerors should use the DoD Small Business Program Goals for Subcontracting FY 2015 goal of 36%. Section L.3, Volume V – Small Business Subcontracting Plan and Attachment C Small Business Subcontracting Plan have been revised to reflect this change.

18. Question: Section C.1.1, Paragraph 1 (Pg. 9): The RFP states "Descriptions of current BTO programs may be found at www.darpa.mil/BTO.” This web page does not exist. Please clarify the location of current BTO program descriptions.

Response: Website should read: www.darpa.mil/our_work/BTO. Section C.1 Performance Work Statement has been revised to reflect this change.

19. Question: Section L.4.2, Section L.3, Table C. Proposal Volume Breakout (Pg. 92): The maximum page limit for Volume IV Past Performance is listed as 4 per referenced contract. Volume IV Past Performance, Paragraph 6 (Pg. 88): This paragraph lists the requirements for the Past Performance volume that include a table of contents, summary page, etc. Please clarify the page limit for the past performance Volume to include the items from pg. 88.

Response: The page limit for Volume IV - Past Performance is increased to 5 pages, in which the consent letters and Present/Past Performance Information do not count towards the page limit. Sections L.3, Volume IV Past Performance and L.4.2, c Proposal Volume Break Out have been revised to reflect this change.

20. Question: Section L.4.2.b (Pg. 91): “Microsoft Office products shall be used to create the “.XLS” and “.DOC” files” but on Section L.4.2.c, Paragraph 7 (Pg. 93): This paragraph states that we should be using MS 2010 (Word, Excel and Power point) which produce “.xlsx” and “.docx” files. Please clarify.

Response: The documents can be submitted in either xls, doc or .xlsx, docx format. L.4.2, c Proposal Volume Break Out has been revised.

The responses to questions 1-20 and resultant D15PS00167 Amendment 000002 were posted 4/21/2015.

21. Question: PWS 4.2 page 17 - The Quality Assurance Surveillance Plan (QASP) and associated Service Summary applies to the base Performance only, please confirm if this is a correct assumption.

Response: The QASP covers all work performed under the contract in totality.

22. Question: The Government states that “Key Personnel” will be identified and Completed at Contract Award; however, on page 98, Subfactor 1, the Government requires specific information for individuals providing at least 25% of their time allocation to a Sample Task Order. Can the Government clarify its requirements for key personnel and specify which positions on contract should be bid as key?

Response: It is the Offerors responsibility to identify its Key Personnel at the contract level and the task order level. As stated in H.11, certain skilled/experienced professional and/or technical personnel are essential for successful Contractor accomplishment of the work to be performed under this contract. As stated in Section L, Volume II, Section A, the Offeror shall identify individuals considered as key on the sample tasks. As per Section M, Factor 1, Subfactor 1, each resume designated as providing at least twenty-five (25%) percent of the sample task order will be evaluated against the desired qualifications outlined in the Performance Work Statement and in comparison to the technical requirements under the Sample Task.

23. Question: L.3, Volume II (page 82) Can the required Summary List of proposed Sample Task Order personnel be included along with the resumes in the Appendix to the Sample Task Order response?

Response: No, the summary list of proposed Sample Task Order personnel should be included as part of Volume II.

24. Question: L.3, Volume II (page 85) The RFP states that, “It is highly desirable that the Offeror possess all of its own off-site computers and support software required for this effort.” Can the Government provide a list of “support software” it requires?

Response: Based upon the requirements outlined in the solicitation, the Offeror must make its own determination on what software is required for off-site personnel to provide adequate support to the Government.

25. Question: L.3, Volume IV, L.4.2.c (pages 88 & 92) The proposal instructions (L.3) requirements include a Past Performance Summary, Past Performance Information Submission, Consent Letters, Client Authorization Letters (for commercial projects referenced) , and a List of Questionnaire Recipients. As instructed in L.4.2.c (IV), each PPIS is limited to 4 pages (40 pages total). Can the Government provide instructions on the page allocation for the non-PPIS documents (Summary Page, List of Questionnaire Recipients), can they be included in a non-paged counted appendix?

Response: The page limit for Volume IV - Past Performance is increased to 5 pages, in which the consent letters and Present/Past Performance Information do not count towards the page limit. Sections L.3, Volume IV Past Performance and L.4.2, c Proposal Volume Break Out were revised to reflect this change in Amendment 000002.

26. Question:

a. L.3, Volume III Part 1 and attachment D (pages 86-87) The Cost Proposal identifies historical labor categories, Attachment D identifies Personnel Qualifications for individual Task Orders, each Sample Task Order references “…personnel proposed will meet the qualifications set forth in the Personnel Qualifications attachment at Section D,” and also includes a table of Labor Categories and Required Specialized Experience. Is attachment at Section D, referenced in the Sample Task Orders, the same as Attachment D? The Labor Categories included in the table in each Sample Task Order do not align, either with the Cost Proposal Historical LCATs or Attachment D, either in LCAT titles or requirements. Can the Government deconflict the differences between the LCATs referenced in the COST Proposal, Attachment D and the Sample Task Orders Labor Category specialized experience and provide an LCAT map to align the various LCAT references? In addition, will the government please provide a revised Attachment D with detailed requirements for LCATs not listed to include Lead Scientist, Graphics Specialist, Financial Analyst, and Conference Specialist?

b. Attachment D provides personnel qualifications for some labor categories. The Sample Task Orders and pages 86-87 of the solicitation reference labor categories not included in this document. Do offerors need to include all labor categories listed in the Sample Task Orders in their IDIQ labor rate schedule?

Response:

a. The labor categories listed in Section L, Volume III Cost proposal have been historically utilized to support the requirements of the contract and is provided for informational purposes. The list, in no way, should limit the types of labor categories to be proposed. As stated in Attachment D, Personnel Qualifications, the qualifications represent the minimum desired qualifications in terms of education and experience for each labor category. Additional personnel requirements may be defined at the time of issuance of Individual Task Orders. The labor categories listed in Section L, Volume III and in Attachment D are representative samplings of the types of labor categories that may be required in performance of the effort. The categories listed in the Sample Task(s) are included to help clarify the specific personnel needs associated with the task. The proposal does not need to be limited to the use of the categories listed on the sample task(s).

b. The Offeror needs to include all proposed labor categories. L.3, Volume III, Part 1 Cost Realism, has been amended to state, “Offerors shall propose rates for all proposed and anticipated labor categories for the entire five (5) year period of performance.”

27. Question: Page 84, Section C - Organizational Experience. The Offeror shall provide a description of the SETA support services that the company has performed within the past five years. The Offeror shall complete a matrix that details its organization experience in five (5) key areas from the Performance Work Statement (PWS) stated below. Specifically, address experience with the following areas: … (2) Experience in programmatic, financial, acquisition, and administrative support tasks as defined in the PWS…. Section C.1 PERFORMANCE WORK STATEMENT does not provide any detail requirements for "Programmatic" Support Tasks. …Should the Offeror assume that "programmatic" support is inclusive of all the performance objectives and support tasks provided in the PWS? (2.2. Administrative Support Tasks, 2.3. Financial Support Tasks, 2.4. Acquisition Support Tasks, 2.5. Technical Support Tasks, 2.6. Human Use/Animal Use Research Support Tasks, 2.7. Meeting/Conference Support Tasks 2.8. Contract Administrative and Management Support Tasks)?

Response: The programmatic tasks refer to the tasks outlined in PWS 2.2. Section C, PWS 2.2 Administrative Support Tasks is amended to include Programmatic in the title.

28. Question: Page 98, SUBFACTOR 1 - The Government will consider the following factors when evaluating availability of personnel:…(c) Whether an individual is currently employed by the contractor/subcontractor versus whether the individual's service is conditional or under a letter of intent… To meet the requirement that the Offeror shall submit resumes for all individuals proposed as part of the task order the Offeror may extend contingent hire offers based on contract award. …. Will the government require the Offeror to provide proof of such offers by submitting a copy of the letter of intent for all contingent proposed staff?

Response: The Government will not require the Offeror to provide proof of the proposed contingent hires.

29. Question: Does the Government find it acceptable for a sub-contractor of the prime contractor to have SCIF in lieu of the Prime contractor?

Response: The Offeror’s team (prime and/or sub) must have acceptable facilities as outlined in Section C, Performance Work Statement, Paragraph 2.7.2.

30. Question: Does the Government intend to issue all task orders on this solicitation as Cost Plus or will there be task orders that will be issued with other contract types (T&M and Fixed Fee)? Is it required for the prime contractor to support the cost plus type contract or can a sub-contractor to the prime support the cost plus requirement.

Response: Per B.1 and L.5, all services will be obtained through the issuance of Firm Fixed Price, Time and Material, and Cost-Plus-Fixed-Fee task orders. Task order contract type will be determined at time of issuance of the task order, and individual task orders may incorporate more than one contract type. Per L.3, Volume III, the Prime must have an approved DCAA accounting system in accordance with FAR 16.301-3.

31. Question: Will the Government find it acceptable for a bidder to have cost plus in a CTA type arrangement instead of prime being able to perform work in cost plus.

Response: Per L.3, Volume III, the Prime must have an approved DCAA accounting system in accordance with FAR 16.301-3.

32. Question: If Offerors bid labor categories other than those referenced in Attachment D, will Offerors also need to include written labor category descriptions with Volume III?

Response: No, a written labor category description is not necessary at the time of proposal submission.

33. Question: Section L, Volume III – Price, Paragraph (4) Additional Reimbursable Line Items, states “Other Direct Costs (ODCs) will be reimbursed at actual costs only (excluding indirect costs and profit). The Government may pay a fixed material handling fee, or other equivalent charge.” Is it the Government’s intention that the same fixed material handling fee would be paid on all travel and other direct costs?

Response: The Prime may include indirect costs and profit associated with subcontracts as applicable per its CASB disclosure statement and/or DCAA approved rates. As per FAR 52.216-7(b)(1)(ii)(F), properly allocable and allowable indirect costs shall be reimbursed at actual costs.

34. Question: Paragraph (4) Additional Reimbursable Line Items, states “Other Direct Costs (ODCs) will be reimbursed at actual costs only (excluding indirect costs and profit). The Government may pay a fixed material handling fee, or other equivalent charge.” Will the government allow subcontractors to also apply a fixed material handling fee to their ODCs?

Response: The Government will accept allowable, allocable, and reasonable costs associated work to be performed, in accordance with the Offeror’s CASB disclosure statement and/or approved DCAA rates.

35. Question: Section L, Volume III – Price, Paragraph (4) Additional Reimbursable Line Items, states “The Offeror shall include an estimated dollar amount for other reimbursable line items (not including subcontract costs), such as purchases and travel.” Due to the undetermined size and scope of this IDIQ, would the Government provide plug figures for travel, materials and ODCs (not including subcontract costs) to be bid at the IDIQ level?

Response: It is the Offeror’s responsibility to determine the additional reimbursable line items at the IDIQ level, based on the requirements outlined in the Sample Tasks.

36. Question: Section L, Volume III – Price, Paragraph (3) Subcontract Costs, states “A cost proposal as detailed as the Offeror's cost proposal will be required to be submitted by the subcontractor. The subcontractor's cost proposal can be provided in a sealed envelope with the Offeror's cost proposal.” May Subcontractors also submit sealed CD-ROMS containing their fully disclosed cost proposals?

Response: Yes, subcontractors may submit its fully disclosed cost proposal on a CD-ROM in a sealed envelope.

37. Question: Page 82, Offerors should provide a separate technical approach for each of the sample tasks at Attachment E, F, G, and H. Failure to provide a separate technical approach for each of the sample tasks will be reflected in the evaluation for this Section. The approach, separated by each individual sample task in the proposal, shall include: 1) a description of the approach to provide superior support for each effort listed in the sample task; 2) a description and/or graphic showing the support team's organizational structure…. Can the contracting entity define “effort” as mentioned in item (1)? Does “effort” refer to all BTO programs listed in the sample Task Orders F,G, and H or the different tasks in the SOW?

Response: The word “effort” has been replaced by “of the tasks”. Section L.3, Instructions, Conditions and Notices to Bidders, Volume II – Technical and Management Proposal, Section A – Technical Approach & Staff Proposed to Perform the Sample Tasks has been amended to reflect this change.

38. Question: Section L.4.2 (a) ORGANIZATION states “No price information shall be presented in any part of the proposal except the Cost Proposal”, however, Section M Factor 4 – Small Business Subcontracting Plan, requires all Large Business offerors to submit a small business subcontracting plan in compliance with FAR 19.704, 52.219-9, and require DoD subcontracting goals. Small business subcontract plans normally include dollar values in addition to the percentages. Are large business offerors allowed to include estimated dollar amounts in Volume V (Small Business Subcontracting Plan)?

Response: Yes, large business offerors are allowed to include estimated dollar amount in Volume V. This information is not considered price information.

39. Question:

a. Attachment B Past Performance Information Summary document Section 2: 2) For each of the applicable sub-factors under the Technical and Management Factor in Section L, illustrate how your experience on this contract applies to that sub-factor.

b. There are no “sub-factors” in Section L, did they RFP intend to reference Section M subfactors? c. SECTION 3 -SUBCONTRACTORS: Offerors shall provide the above required information for any proposed subcontractor who will perform ten percent or more of the effort. What does the government mean by “above required information”, specifically should we address all sections?

c. Does this mean that information needs to be provided for subs under the referenced past performance who are also being proposed on the current BTO RFP, if not can the government clarify if we need to provide information on all subs who performed 10% of the work. The use of the phrase “will perform” implies that a past performance write up might need to be supplied for all teammates who will perform 10% of the work. Is this the intent?

Response:

a. Attachment B, Section 2 – Performance, 2 should reference the areas listed in Section L.3, Volume II, Section C – Organizational Experience. An amendment is issued to reflect these clarifications.

b. Attachment B, Section 3 – Subcontractors “above required information” indicates the information in Section 1 and 2 of the Past Performance Information document. An amendment is issued to reflect these clarifications.

c. Past performance information shall be submitted on any member of the Offerors team which is proposed to perform more than 10% of this effort.

40. Question: L.4.2.c Proposal Volume Break Out (page 92) states that Volume IV should be provided in DOC(x) format. Is it acceptable to provide Consent Letters in PDF format?

Response: Yes, the consent letters can be submitted in pdf. The solicitation has been amended accordingly.