Additional_Questions_081516.docx
DOCX document 26 KB Posted
- Attached to
- FBO FLASH UPDATE- Reconsideration Federal contract opportunity
- Solicitation number
- DHS-AGILE-00001
About this file
The purpose of Amendment 10 is to extend the RFP due date and to post the Government response to some Industry questions pertaining to the RFP. Proposals are now due no later than August 22 2016 at 5 00 PM ET.
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FLASH RFP No. HSHQDC-16-R-00118 Additional FLASH Q & As
| No. |
| Question |
| Response |
| 1 |
| This section states that the offeror provides three (3) examples of providing Agile services. |
Do we use only the Attachment 3 to provide this content?
In the amendment the Filename given to us to use is
Volume I_Tab B_Past Performance_Offeror Name.doc
Should the file name be
Volume I_Tab C_Past Performance_Offeror Name.doc The Past Performance information is to be provided using Attachment 3. The filename is Volume I_Tab C_Past Performance_Offeror Name.pdf.
| 2 |
| In this section Attachment 4 is to be completed and provided inside the “RFP No. HSHQDC-16-R-00118_PRICING Tab A_Contractor Name.zip” file in the Offeror’s proposal submission – but no name for the file is given. What should we name the file inside the zip file? |
| The individual file names inside the .zip file for Volume II – Pricing is as follows: |
1. Attachment 4: “Volume II_Tab A_Pricing Template_Offeror Name.xls”
2. Pricing Explanation, Assumptions, Exceptions and Deviations: “Volume II_Tab B_ Pricing Explanation_Offeror Name.doc or .pdf”
3. Business Data: “Volume II_Tab C_ Business Data_Offeror Name.doc or .pdf”
The individual files shall be included in one .zip file for Volume II – Pricing, not three separate .zip files.
| 3 |
| In this section Attachment 4 is to be completed and provided inside the “RFP No. HSHQDC-16-R-00118_PRICING Tab B_Contractor Name.zip” file in the Offeror’s proposal submission – but no name for the file is given. What should we name the file inside the zip file? |
| The individual file names inside the .zip file for Volume II – Pricing is as follows: |
1. Attachment 4: “Volume II_Tab A_Pricing Template_Offeror Name.xls”
2. Pricing Explanation, Assumptions, Exceptions and Deviations: “Volume II_Tab B_ Pricing Explanation_Offeror Name.doc or .pdf”
3. Business Data: “Volume II_Tab C_ Business Data_Offeror Name.doc or .pdf” The individual files shall be included in one .zip file for Volume II – Pricing, not three separate .zip files.
| 4 |
| In Section B: PRICE of the subject attachment to the FLASH solicitation, contractors are asked to propose a discounted Weekly Unit Price for two Labor CLINs (a base year and an option year). The discounted proposed Weekly Unit Price is then multiplied by 52 weeks to arrive at the Total CLIN Price. |
Under the pricing table is a note that states “ICE expects the awarded contractor to bill monthly. For billing purposes, one month shall be defined as the weekly price multiplied by 4 weeks.” If the amount billed monthly is determined in that manner, the contractor will be unable to bill the proposed Total CLIN Price.
Will the government consider allowing the monthly billing to be calculated by taking 1/12 of the Total CLIN Price for the relevant contract year?
Response to Section B of the ICE Initial Task Order:
Yes, the Government will allow monthly billing to be calculated by taking 1/12 of the Total CLIN Price.
| 5 |
| In Section L - Instructions, conditions, and notices to |
offerors there is a statement as follows:
Volume I: Technical Volume The Offeror shall address Factor 1- Technical - orally and in writing. In addressing the factor, the proposal must demonstrate the Offeror’s ability to provide the required services as described in the IDIQ contract
SOW.
However, in the table previous there is no page limit associated with Factor 1: Technical Challenge Exercise.
Is the government expecting a write-up to the submitter’s approach to the technical exercise as outlined in the RFP, if so is there a page count associated with that write-up?
Orally is in reference to the Technical challenge. The written aspect of the technical factor is Staffing and the Past Performance Questionnaires.
Note: Offerors Technical Challenge Exercise Attendees List and Technical Stack and Tools must be submitted to the Agile@hq.dhs.gov mailbox within 1 business day of receipt of Technical Challenge Exercise Invitation. Naming convention must be followed. Failure to submit a Technical Challenge Exercise Attendee List and Technical Stack and Tools or failure to submit both documents within 1 business day of the Technical Challenge Exercise Invitation will result in non-consideration for the Technical Challenge Exercise.
| 6 |
| Page 78 of the RFP states that the Past Performance tab is Tab C. However, the conformed RFP states that the filename should be named as “Volume I Tab B_Past Performance_Offeror Name.pdf”. |
Please confirm that the filename for the Past Performance should be “Volume I_Tab C_Past Performance_Offeror Name.pdf”.
The Past Performance should be “Volume I_Tab C_Past Performance_Offeror Name.pdf.”
| 7 |
| It sounds like in the end there should be one main pricing zip file, and inside it there should be three more zip files, one each for Tab A, B, and C. Can you please confirm? |
Each .zip is comprised of separate files. The individual file names inside the .zip file for Volume II – Pricing is as follows:
1. Attachment 4: “Volume II_Tab A_Pricing Template_Offeror Name.xls”
2. Pricing Explanation, Assumptions, Exceptions and Deviations: “Volume II_Tab B_ Pricing Explanation_Offeror Name.doc or .pdf”
3. Business Data: “Volume II_Tab C_ Business Data_Offeror Name.doc or .pdf” The individual files shall be included in one .zip file for Volume II – Pricing, not three separate .zip files.
| 8 |
| Should the Technical Volume follow the same convention? i.e. -- do you want one outer tech volume with separate inner zip files for each Tech Tab? This is not clear. |
Technical Volume I is comprised of the individual files which shall be included in one .zip file.
1. “Vol I_CoverLetter _Offeror Name.doc”
2. “Volume I_Tab A_Technical Stack and Tools – Offeror Name.doc” (see note below)
3. “Volume I_Tab A_Technical Challenge Exercises Attendees List – Offeror Name.xls” (see note below)
4. “Volume I_Tab B_Staffing_Offeror Name.doc”
5. “Volume I_Tab C_Past Performance_Offeror Name.pdf” (or other Adobe compatible read-only format prior to returning to the Offeror) Note: Offerors Technical Challenge Exercise Attendees List and Technical Stack and Tools must be submitted to the Agile@hq.dhs.gov mailbox within 1 business day of receipt of Technical Challenge Exercise Invitation. Naming convention must be followed. Failure to submit a Technical Challenge Exercise Attendee List and Technical Stack and Tools or failure to submit both documents within 1 business day of the Technical Challenge Exercise Invitation will result in non-consideration for the Technical Challenge Exercise.
| 9 |
| It is repeatedly stated that ALL PDFs 'shall be submitted with the ability to highlight and copy the text/data of the document.". However, scanned PDF files are not editable/highlightable. So for things like the signed PPQs pdf's or scanned-in documentation used for proof of a facilities clearance, those will not be have the ability to be highlighted/selected. This is not a protection/security precaution, it's just the way scanning a document produces PDF. Can this statement be rephrased to say the WRITTEN VOLUMES must have the ability to highlight and copy the text/data of the document? I believe these are what you're really after and converting a word document to PDF will provide that capability. |
| Scanned documents such as PPQs and scanned-in documentation used that are not editable/highlightable do not have to be highlighted. |
| 10 |
| Please confirm that only the Prime can supply a facility clearance. Or would the government consider allowing teammates to present their DD441 as part of a team bid? |
| Facility clearances are not a mandatory requirement for FLASH; however, if you or your team members have a facility clearance, please note in the Offeror’s business data. |
| 11 |
| Please clarify the conflicting information contained within the PPQ requirements. Are three examples required? If one is provided, is this deemed compliant? |
| Each Offeror shall provide 3 examples of previous recent contract engagements. However; if the Offeror possesses no relevant directly related or similar past performance experience, a statement must be provided with an explanation in order to receive a neutral rating. |
| 12 |
| With the change in requirements / PPQ template "enough time" is not provided to the bidding contractors to receive a completed and signed PPQ from their government customers during the summer to meet the proposal submission deadline. Please extend the deadline by three days to Friday, Aug 19, 2016 at 4:00 pm EST. |
| Proposals have been extended to no later than 5:00PM ET on August 22, 2016. |
| 13 |
| If a bidder is selected for an IDIQ award but did not respond to TO 1, will they have the ability to submit a proposal for TO 1 subsequent to the IDIQ award? |
| No, Offeror’s who receive an IDIQ contract award will not automatically result in a task order award or have the ability to submit a proposal for the initial task order subsequent to the IDIQ contract award. |
| 14 |
| The government states: "The Table of Contents should be included in Volume I and II." Since each of the Tabs of Volume I are separate files, please clarify if the Table of Contents should also be a separate file? Or should it be included as part of Tab A? |
| The Table of Contents should be included as an individual file under each volume. |
| 15 |
| The government states: "The Table of Contents should be included in Volume I and II." Since each of the Tabs of Volume II are separate files, please clarify if the Table of Contents should also be a separate file? Or should it be included as part of Tab B? |
| The Table of Contents should be included as an individual file under each volume. |
| 16 |
| Is each Volume's Table of Contents required to list the contents of all files within that volume? |
| Yes. |
| 17 |
| Is a Table of Contents required for Volume III? |
| No. |
| 18 |
| Please confirm that a sub's facility clearance be used? |
| Facility clearances are not a mandatory requirement for FLASH; however, if you or your team members have a facility clearance, please note in the Offeror’s business data. |
| 19 |
| Is the FLASH IDIQ mandatory at the DHS component level, or may components utilize their own Agile IDIQ contracts? |
| FLASH will be a strategically sourced contract vehicle that is mandatory for use with exceptions by DHS Headquarters and its components. |
| 20 |
| The government states: "Initial Task Order responses should be included in Volume III into two separate files." However, the instructions for Volume III in L.8 (page 82) only lists one file name. Please clarify if Volume III should be submitted as one or two files? |
| Offeror’s who wish to be considered for award of the ICE Initial Task Order shall submit a proposal in Volume III – Initial Task Order of the RFP. Within Volume III, Offerors are to follow instructions in accordance with Attachment 2A. |
| 21 |
| The government states: "Completed PPQs are to be submitted in separate files in Excel under Volume I Tab C." However, Q&A row 8 (and many others) states that completed PPQs must be submitted in PDF format. Please clarify which format is required? |
| The completed PPQs must be submitted in .pdf or adobe compatible format. |
| 22 |
| The government states: "The references can provide the PPQ in a signed sealed envelope". Please clarify if this means the customers filling out a PPQ may submit a hard copy of the completed PPQ? If so, what address should the signed, sealed envelope be mailed to? |
| Previous Question: |
Sharing commercial customer contract information is confidential and a direct violation of the obligations of confidentiality agreements in place. Would it be acceptable to provide reference contact information’s for DHS to contact directly for past performance confirmation for commercial use cases?
Government’s Response:
The references can provide the PPQ in a signed sealed envelope or the offeror must provide accurate point of contact information to include the name, email address and phone number. Note: The sealed envelope must be submitted with the Offeror’s proposal.
| 23 |
| The government states: "The references can provide the PPQ in a signed sealed envelope". Please clarify if this PPQ delivery method supersedes the requirement for completed PPQs to be submitted in PDF format? |
| No. The Government has provided an option where the Offeror’s references will not provide the information directly to the Offeror. |
| 24 |
| The government states: "The Government uses 1920 hours for calculating one year." However, the amended version of RFP Attachment 2A (page 3, Section B: Price), the government has required pricing for 52 weeks of labor. Assuming 40 hours per week, that would equal 2080 hours, not 1920. Please clarify how many hours offerors should price for the Initial TO? |
| The IDIQ and initial task order have requirements that are independent of each other. Offerors are to follow the instructions of each. |
| 25 |
| The RFP states that all documents should retain the ability to "highlight and copy the text/data…". Please confirm if scanned documents (e.g. a scanned cover letter or Past Performance reference) could be submitted in a non-copyable format, since PDFs resulting from the scan of a paper document generally do not retain the ability to copy text. |
| Offerors may submit scanned documents such as PPQs and scanned-in documentation that are not editable/highlightable in a non-copyable format. |
| 26 |
| The conformed RFP states: "Filename shall be “Volume I_Tab B_Past Performance_Offeror Name.pdf” Please confirm this is a typo, and that the filename should actually list Tab C? |
| The Filename should be Volume I_Tab C_Past Performance_Offeror Name.pdf. |
| 27 |
| The conformed RFP states: "Filename shall be “Volume I_Tab B_Past Performance_Offeror Name.pdf” Please clarify if this PDF file should include all 3 completed PPQs? Or should the PDF for each completed PPQ remain a separate file? |
| The Volume I Technical Volume shall include the Past Performance information as separate .pdf files within the Volume I .zip file. Reference question 8 for the naming convention. |
| 28 |
| The conformed RFP states: "If it is the policy of your past performance reference to submit the past performance questionnaire directly to the Government, the reference shall submit to the Agile mailbox at agile@hq.dhs.gov." If all three references do this, what information should be provided in the file Volume I_Tab C_Past Performance_Offeror Name.pdf? |
| The Offeror shall naming convention provided in the RFP, “Volume I_Tab C_Past Performance_Offeror Name.pdf.” The reference information shall be included within the PPQ provided by the proposal due date. |
| 29 |
| The conformed RFP states: "This responsibility determination document shall be prepared in Microsoft Word 2007 (or higher) or a .pdf file and submitted within the “RFP No. HSHQDC-16-R-00118_PRICING Tab C Contractor Name.zip” file in the Offeror’s proposal submission." Please confirm that all items (a - g) required in Tab C are to be included in a single Word or PDF file, that is then compressed into a .zip file? Are any other files required to be included in the .zip file for Volume II Tab C? |
| Each .zip is comprised of separate files. The individual file names inside the .zip file for Volume II – Pricing is as follows: |
1. Attachment 4: “Volume II_Tab A_Pricing Template_Offeror Name.xls”
2. Pricing Explanation, Assumptions, Exceptions and Deviations: “Volume II_Tab B_ Pricing Explanation_Offeror Name.doc or .pdf”
3. Business Data: “Volume II_Tab C_ Business Data_Offeror Name.doc or .pdf”
The individual files shall be included in one .zip file for Volume II – Pricing, not three separate .zip files.
| 30 |
| The government states Offerors that already completed the PPQ requests in accordance with the original solicitation submit in that format. Please clarify what format is "in accordance with the original solicitation"? Which instructions of the conformed RFP do not need to be met? |
| Reference RFP posted on August 3, 2016 for the original solicitation. |
| 31 |
| In light of the ambiguity in the recent Q&A and amendments, and in anticipation of additional Q&A being released to clarify such matters, we respectfully request a one week extension to the proposal due date. |
| Proposals have been extended to no later than 5:00PM ET on August 22, 2016. |
| 32 |
| On page 78 of the RFP under the title “Tab C – Factor 3: Past Performance – Attachment 3” the instructions provide a filename convention for the past performance questionnaires. The convention fits for a single file name but offerors are submitting three separate signed, Adobe Acrobat (read only) questionnaires. How does the Government desire offerors name the files to delineate one engagement from another or to differentiate or sequence the files? |
| The Offeror shall naming convention provided in the RFP, “Volume I_Tab C_Past Performance_Offeror Name.pdf.” The reference information shall be included within the PPQ provided by the proposal due date. |
| 33 |
| On page 79 the RFP requires the reference for the past performance sign the performance questionnaire. At this late date it may be impossible to get the reference to sign the questionnaire due to vacation, TDY, or other conflicting priorities. |
| See amendment 9 or 10 question 1. |
| 34 |
| The updated RFP shows a new pricing template that will require an updated pricing strategy. To allow contractors to be able to go back to the drawing board and create a new pricing and/or staffing strategy and get updated pricing from partners/sub-contractors will the government consider extending the response deadline by an additional two weeks? |
| Proposals have been extended to no later than 5:00PM ET on August 22, 2016. |
| 35 |
| The CLINs have been updated in the new RFP and template. While the government is allowing contractors to suggest additional roles, the updated structure does not seem to provide that flexibility. Can the government please provide an updated CLIN structure and template? |
| Reference B.7 Price Refreshment of the conformed RFP. |
| 36 |
| The Government did update the Attached_4 for BPA pricing to be labor categories and no weekly rates for each team. |
However at the task order level Government still has the weekly pricing. The reason this is confusing because Government is asking for weekly BPA price and then a discounted weekly BPA price. This does not exist.
The IDIQ and initial task order have requirements that are independent of each other. Offerors are to follow the instructions of each.
| 37 |
| I am confused on how to populate the Task Order pricing table below. The revised Attachment 4 BPA pricing template (see attached) requests bidders to provide ceiling rates for individual roles; e.g., Product Manager, Technical Architect, etc. vs. the Agile Teams (4 through 12) for a week. Is the expectation that bidders submit the original template (Agile Team pricing by week) in addition to the new template? Therefore, we would be discounting the Agile Team of 10 unit price (the task order calls for two teams of 10). Your feedback is appreciated. |
| The IDIQ and initial task order have requirements that are independent of each other. Offerors are to follow the instructions of each. |
| 38 |
| In reviewing the amendments for this solicitation the NEW item that may cause us to miss the 8/16 deadline and as such we respectively request a multi-day extension to satisfy the governments requirements. |
| Proposals have been extended to no later than 5:00PM ET on August 22, 2016. |
| 39 |
| Regarding the new requirement on page 82 below; what documentation will provide evidence of "an adequate accounting system" and does "adequate" imply DCAA compliance? Moreover, this new requirement potentially reduces competition due to the shortness of the timeline to comply. And moreover, materially excludes those small businesses that may be able to meet this requirement if provided adequate time to either secure the appropriate accounting system or provide documentation to support its adequacy. |
| An adequate Accounting System is not a mandatory requirement to receive a FLASH IDIQ award. However, in order to receive future T&M and Labor Hour task orders, it is a requirement to have an adequate accounting system. Offeror’s who do not have an adequate accounting system can bid on future FFP or Fixed Price Agile Team task orders. |
File details come from the government source that posted it. Updated .