Responses_to_Questions_to_RFP_DOL131RP21716_(08-15-2013).pdf

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RESPONSES TO QUESTIONS FOR DOL ODEP SOLICITATION DOL131RP21716

AUGUST 15, 2013

1. Answers to questions will determine whether or not a business can bid. Can you either answer questions sooner or extend the due date? ODEP has five days (August 14) to answer questions.

Proposals must be submitted via FedEx three days (August 17, a Saturday) after that to submit proposals. Does ODEP want broad competition?

Response #1: The Government wants broad competition amongst small businesses. The new due date for submitting proposals is NLT 12:00 noon on August 22, 2013.

2. It is our interpretation of the proposal that we can submit capability on some, but not all, of the

17 content areas. Is that correct?

Response #2: No

3. How would that contractor be evaluated against a contractor that proposed all 17 areas?

Response #3: Vendor’s are never evaluated based on another vendor’s submittal. All vendors will be evaluated based upon the evaluation criteria.

4. May a contractor propose some but not all of the task areas under Task 1, A through F. For instance, would a proposal be considered that only proposed A, E, and F?

Response #4: No

5. Can a contractor propose only one or two of the four task areas? For instance, would a contractor be considered if it only proposed work under Technical assistance, training and knowledge transfer?

Response #5: No

6. Under instructions to offers, the RFP states: at least some of the task orders will be competed amongst only the IDIQ contract holders that are small businesses. Isn't this a small business set aside, meaning that only small businesses will be on the IDIQ?

Response #6: That is correct

7. Is there a ceiling on the BPA?

Response #7: The agency chooses not to disclose this information

8. Since charts do not count against the 25 page limit, can we assume that if our proposal contains six charts that take up six pages, that our page numbering might end on page 31 and we would be considered eligible?

Response #8: Yes

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9. On page E-8, the RFP states that a bidder can provide "up to five recent" past performance descriptions. In the third paragraph after that, it says that any major subcontractors' past performance questionnaires would be in addition to the five submitted for the prime. Does the prime have to submit five or "up to" five as first stated?

Response #9: The prime has to submit five of their own past performance and the subcontractor may submit one or more past performance information(questionnaire) in addition to the five submitted by the prime.

10. Is there an incumbent?

Response #10: Yes

11. How does this contract relate to the existing research and evaluation contracts?

Response #11: The resultant contract may be used for similar or ongoing efforts

12. Is that effort being re-competed?

Response #12: Yes, next fiscal year

13. How many awards are anticipated?

Response #13: minimum of 2

14. The proposal indicates four policy areas of primary focus on page d-1. Does expertise in these areas catty any greater weight than the others listed in Section V.B?

Response #14: No. They do not

15. Task 2 A. and B. refer to section III.B. There is no Section III, B please clarify if the reference is to

Section III.B or V.B?

Response #15: Noted, there is no Section III.B. This should read as V.B

16. Task 3 indicates that research studies will be completed. Please provide examples of the type of research studies anticipated. No examples will be provided.

Response #16: The Research and Evaluation studies will be based on Disability Policy

17. Task 3 indicates a requirement to provide an example of work in each area of research and evaluation. Is that to mean one research example and one evaluation example, or examples for each of the types of research and evaluation activities identified in the SOW?-

Response #17: One Research and One Evaluation is fine.

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18. Section VII.A requires financial reporting to the level of hours by individual by labor category and task order. On page E-11, DOL indicates that the task orders will be firm fixed price (FFP). Is this level of reporting necessary/appropriate for FFP task orders?

Response #18: Yes. All resultant awarded Task Orders will be Labor Hour with Firm-Fixed price rates

19. Page E-2 indicates that the vendors past experience is not part of the page count. Is this referring to project descriptions of the entire section of the proposal discussing past experience?

Response #19: Yes

20. Pages E-3 through E-4 provide subfactors for reviewing proposals. Are these weighted or do they have assigned point values?

Response #20: They will be evaluated based on the adjectival factors

21. Subfactor 2 on page E-3 indicates that the bidder should provide a discussion and associated information for all personnel. We assume the hours provided in Section B are for pricing purposes only and the potential for additional effort is likely. Page E-4 also indicates key personnel for this contract associated with the specified position descriptions. It is expected that any personnel listed in the staffing plan will be considered key personnel?

Response #21: No

22. Should consultants and subcontractor personnel be included? If an individual is listed in this chart, is a resume required?

Response #22: No

23. Page E-3 indicates the requirement for providing qualifications and experience for project directors and principal investigators. There is not a labor category description or hour allocation for principal investigators. Please provide. Also, does this imply that DOL anticipates or is open to more than one project director since the project description implies a single project director?

Response #23: A vendor can provide as many labor categories as they wish. The listed categories are the minimum as requested by ODEP.

24. Page E-5, Section C.1 refers to Section III. Should that be the policy areas in the text of Section

III or the list of policy areas included in V.B.?

Response #24: Noted- included in V.B (There is no Section III.B)

25. Within each of the position descriptions is the following: "the contractor will have sufficient persons in this category to provide the needed services." How is this evaluated when the specific tasks and number of tasks are not known at this time? What guidelines should an offeror use to demonstrate sufficient staffing available? Each vendor should provide the subject

4 | P a g e labor categories and rates in accordance with the Price/Cost schedule. A vendor may also provide additional labor categories.

Response #25: See the attached sample requirement for pricing

26. Under Administrative Support (Page E-7), DOL indicates that administrative support cannot be used to routine administrative activities. Does this mean the Administrative Support staff cannot assist with the preparation of administrative and financial reports? Please define "routine administrative activities.

Response #26: This statement has been removed

27. The quality control program and quality control plan are listed under Administrative Support.

Are those expected to be tasks handled by administrative support staff?

Response #27: That is up to the individual vendor

28. Page E-8, the first paragraph under Volume II, Past Performance, refers to Section M. Please provide Section M.

Response #28: There is no Section M. This was an error

29. Section E.6 states that even if you have completed the reps and certs on SAM you are still to complete paragraph (b) of the provision. Does the offer include this completed section of the Reps and Certs in Volume III: Price?

Response #29: Per the instructions, an offeror shall complete only paragraphs (b) of this provision if the offeror has completed the annual representations and certificates electronically.

30. Submission Instructions part d. Content Requirements states that each volume of the bid shall contain a Table of Contents, Summary Section and Narrative. Does this mean Volume III: Price should include Summary and Narrative sections?

Response #30: No

31. In Subfactor 2: Staffing Plan number 2 states that a resume for each “professional person” proposed shall be included. Can you define what categories are “professional persons?”

Response #31: Labor categories A, B, C, and D of Subfactor 2 are the key personnel therefore resumes are required.

32. Are the labor rates the offeror includes on the Price Schedule in Table 1 considered ceiling rates for the BPA?

Response #32: No

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33. Are these the only rates that are to be used on future task order proposals under the BPA?

Response #33: No

34. How many copies of each Volume should the offeror submit?

Response #34: Refer to Section E, SUBMISSION on page E-1

35. Should the offeror complete Section E.1 52.209-7 Information Regarding Responsibility Matters and include it in Volume III: Price?

Response #35: Yes.

36. Does the offeror need to include a sign copy of the SF1449 and any amendments in Volume III:

Price?

Response #36: Yes

37. For the budget, are you expecting proposals to use the hours in the tables under B.2. and simply provide fully loaded rates for each labor category.

Response# 37: Yes

38. Are bidders required to utilize all labor categories?

Response #38: That is at the vendor’s discretion

39. I am confused about the definition of the Project Director labor category. Section E, page 5 describes the position as the overall director of the BPA. However, the chart referenced above (B.2.) allows 1000 hours a year that suggests the Project Director might also serve as a task order leader. Please clarify. Also, may more than one person be included in the Project Director labor category?

Response #39: That was provided as a sample. Whom each vendor designates as it’s lead will vary from company to company- as job descriptions vary from vendor to vendor.

40. Section E, page 4 describes a chart to be developed for the management plan. Is that organizational chart intended to describe the bidders overall approach to managing the contract or to provide an example of how the bidder would manage a specific task?

Response #40: Yes

41. Given the late date of the latest amendment to the solicitation, would DOL consider a due date extension to 8/26?

Response #41: Submission of proposals has been extended and must be received NLT 12:00 noon on August 22, 2013

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42. Page B-2. Are the labor hours presented in the labor hour rates table meant to represent a ceiling for the base period and each option period?

Response #42: No

43. Does ODEP anticipate that the totals represented will approximate the total number of hours expended under the contract?

Response #43: No

44. Page D-4. The solicitation states that all policy analysis and development initiatives will include an evaluation component. Can DOL confirm that this evaluation relates to the effectiveness of the policy implementation, its level of adoption, and the outcomes of the new policy implementation as compared to specific performance measures?

Response #44: That’s correct

45. Do current performance measures exist, or will the development of performance measures also be within scope?

Response #45: They will be included within the scope.

46. Page D-5. Task 3: Research and Evaluation Projects. DOL requests that the offeror provide at least one example of work performed in each area of research and evaluation. Can DOL specify which specific research areas the offeror should highlight? Can DOL provide examples of other documents produced related to disability employment that we should address?

Response #46: This IDIQ contract will focus on Disability Policy but any provided examples of Research and Evaluation will be fine.

47. Page E-3. The management plan seems to have a heavy emphasis on evaluation, while the scope of the IDIQ includes other elements (e.g., policy development, technical assistance, knowledge transfer). Can DOL confirm that the management plan should address all required scope areas?

Response #47: It should address the requirements of Subfactor 3.

48. Page E-5. The solicitation states that examples of work shall be provided in an Appendix for the

Senior Policy Analyst and Senior Technical/Training Expert labor categories. Is DOL requesting a copy of the actual deliverables/documents or simply a summary of previous work completed?

Response #48: Only a summary

49. Subfactor 2: Staffing Plan (page E-3), the second bullet under list item 1 says, "Qualifications and experience of proposed project directors and principal investigators………." Is a principal investigator one of the labor categories? We did not see a principal investigator as one of the labor categories. Please advise.

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Response #49: The labor categories identified in the RFQ are only the floor. All vendors are encouraged to submit all of those labor categories they deem necessary to perform any and all resultant tasks.

50. Under Task 2, Item B: Training (page D-4). Will the training be targeted to individuals with disabilities, as well. Please clarify.

Response #50: Yes

51. Would the government consider an electronic submission of the RFP?

Response #51: No

52. The schedule of deliverables (SoD) on pages D6-D7 do not appear to match the Tasks 1-4 described on pages D3-D5. Please confirm the SoD or provide an updated, corrected version.

Response #52: It is only provided as a sample of what will be in a resultant contract

53. In reading the proposal instructions in Section E, the RFP provides very specific instructions for presenting staff qualifications as well as the firm's prior experience. The instructions for both of these subsections of the technical proposal (B and D) are very person or project focused. For each person or each project, demonstrate qualifications and experience to perform the work required by the RFP. However, Section D of the RFP also provides very specific instructions for demonstrating the bidder's qualifications and experiences for completing each of the tasks and subtasks in the Statement of Work. This would lead to a presentation that is organized by task/subtask that includes both staff-specific qualifications and project experience related to specific sub-tasks. Where in the proposal would this presentation go? In the Staffing Plan, Prior Experience, or somewhere else? We want to present a proposal that is responsive to your requirements. Clarification here would be helpful.

Response #53: The sample should be provided as a supplement for the specific section of which it was requested for. i.e. , request from Task 1, Item E on page D-.4.

One example of a facilitated policy focused meeting shall be provided and a list provided of other such activities performed by the Offeror describing their purpose, format and outcome (including policy product development).

54. Page E-4 of the solicitation indicates that personnel “specified below” constitute key personnel. All categories of personnel appear below that section. Can the government clarify which labor categories or individuals are considered key personnel for this effort at the BPA level?

Response #54: The labor categories identified in the RFQ are only the floor. All vendors are encouraged to submit all of those labor categories they deem necessary to perform any and all resultant tasks. In fact, vendors can and are encouraged submit full salary tables for Research and Evaluation efforts.

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55. Please confirm that the price table which appears in Section B.2 of the solicitation (page B-2) is in fact the price table to be completed for the price volume and referred to as Table 1 on page E-9.

Response #55: This is correct

56. We are preparing to submit a bid that would include the involvement of subcontractors. Should subcontractors submit separate Labor Hour Rates for each labor CLIN or should we bid the prime contractor and subcontractors at a single hourly rate for each labor CLIN?

Response #56: Bid the Prime and sub as a single effort. Due to the subcontractor being the responsibility of the prime.

57. Can we propose more than one Hourly Rate for each CLIN labor category?

Response #57: Yes

58. If the bid involves subcontractors, should five Past Performance Questionnaires be submitted in total (with some questionnaires for the proposed prime contractor and others for the subcontractors)? Or should the prime subcontractor submit five, and each subcontractor submit one or more additional questionnaires?

Response #58: The prime has to submit five of their own past performance and the subcontractor may submit one or more past performance information(questionnaire) in addition to the five submitted by the prime.

59. The guidance for allowable page counts indicates that “Charts are not counted toward the 25-page limit, nor are the resumes, letters of intent, and the vendor’s past experience.” Does “past experience” in this passage refer to the Volume II Past Performance or Subfactor 4 (Prior Experience) of the Technical Proposal, or both? In other words, please clarify whether Subfactor 4 (Prior Experience) of the Technical Proposal counts against the 25-page limit.

Response #59: Subfactor 4 does, but Past Performance questionnaires do not.

60. Section D.1.V outlines four task areas: (1) policy analysis and development, (2) technical assistance, training and knowledge transfer; (3) research and evaluation; and (4) survey design and OMB clearance package preparation. The CLINs shown in the Price/Cost Schedule (Section B) and the Key Personnel clause of Section E specify labor categories that include: (1) Senior Policy Analysis and Development Experts, and (2) Senior Technical Assistance, Training, and Knowledge Transfer Experts. Where or how would ODEP like us to propose senior experts in: (3) Research and Evaluation, and (4) Survey Design and OMB package preparation? It seems difficult to include senior statisticians or survey specialists in the Policy Analysis or TAT sections of the Staffing Plan.

Response #60: The labor categories identified in the RFQ are only the floor. All vendors are encouraged to submit all of those labor categories they deem necessary to perform any and

9 | P a g e all resultant tasks. In fact, vendors can submit full salary tables for Research and Evaluation efforts.

61. Could you please clarify what, if anything, should be included as part of the Price Proposal beyond the Price Schedule included on pages B-2 through B-4 of the RFP?

Response #61: Please see the attached Sample Pricing Requirement

62. Consistent with FAR 52.219-14, is it expected that at least 50 percent of the labor costs must be performed by the prime contractor? If so, does this limit apply to each Task Order a small business might be awarded or to the total value of the prime contractor’s task orders?

Response #62: The total value of the IDIQ contract

63. Section D.1.1: Please clarify whether bidders may respond for some, but not all of the content areas described on page D-3.

Response #63: All areas must responded to

64. Section D.1.1: The note on p. D-2 specifically refers to demonstrating the capability to carry out Tasks 1, 2, and 3. The solicitation also mentions Tasks 1-3 on p. D-3. Is Task 4 optional?

Response #64: No. Task 4 is required.

65. Section E – Instructions to Offerors: states that “At least some of the Task Orders will be competed amongst only the IDIQ contract holders that are small businesses.” Please clarify whether this procurement is 100% set aside for Small Businesses.

Response #65: This effort is set-aside to small businesses, meaning that only the prime must be a small business and must do 50% of the work on the contract and the subcontractors could be large business

66. Section B.1 states—Payment to the Contractor for the work performed hereunder shall be solely at the hourly rates set forth in Section B.2 Section E.2 states the Government anticipates a Firm- Fixed Price contract. Type of Contract (p. E-11): Please clarify whether this procurement will include Firm Fixed Price Task Orders, Time and Material/Labor Hour Task Orders, or a combination of both.

Response #66: A combination to include hybrids

67. Section E.6 52.212-3—Offeror Representations and Certifications, states—An offeror shall complete only section (b) of this provision if the offeror has completed the annual reps and certs via https://www.acquisition.gov. Please clarify an acceptable method of providing section (b) information in our quote package. For example, if there are no changes from the information posted electronically on SAM is it acceptable to just provide a copy of section (b) with the word “NONE” inserted after the words “except for paragraphs”… followed by a company signature and date?-https://www.acquisition.gov/

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Response #67: Yes, provide a signed copy of paragraph (b) of this provision only if the offeror has completed the annual representations and certificates electronically.

68. May we establish separate hourly rates in specific labor categories for subcontractors to accommodate special skills and expertise?

Response #68: That’s between the prime contractor and the subcontractor you plan to use

69. The August 02, 2013 amendment changed the procurement status from Service-Disabled Veteran-Owned Small Business to 100% set-aside to SMALL BUSINESS. August 06, 2013 amendment states a change in the socio-economic status from 100% set-aside to small business to “set-aside to small business “ concern. Please clarify the set-aside status and the word “concern” in the terminology—set-aside to small business concern.

Response #69: All small business concern means all categories under the small business umbrella i.e SDVOSB, SB Woman-Owned, Hub-Zone, etc….…

70. Specifically, page E-10 notes that "HANDCARRIED PROPOSALS WILL NOT BE ACCEPTED". As such, we are requested to utilize alternative methods such as Fed Ex, UPS, et al. Given the short turnaround time for this response, and the need to submit earlier due to the use of these methods, will DOL please consider extending the time for submission/receipt of the proposals?

Response #70: Submission of proposals has been extended and must be received NLT 12:00 noon on August 22, 2013

71. All of the labor categories are identified as key personnel. Does that mean we are required to submit resumes for all of the labor categories including administrative and junior staff?

Response #71: No

72. Is the discussion of past experience included in the page count?

Response #72: No

73. Can the government provide some clarification about the deliverables required for the

IDIQ? Are the deliverables listed on page D6 and D7 included as examples of the types of deliverables that might be required under task orders?

Response #73: Please see Section V. Scope of Work/Services to be performed starting on Page D.2

74. Are the deliverables listed on page D6 and D7 included as examples of the types of deliverables that might be required under task orders?

Response #74: Yes

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75. Is the requirement for the prime to do 51% of the work specific to each task order or over the life of the IDIQ contract?-

Response #75: Over the life of the contract

76. Are disabled Veterans included in this effort and considered among the adult disabled population?

Response #76: Yes

77. Are justice-involved disabled adults and youth considered in this effort?

Response #77: All efforts will serve the entire disabled community as identified by the agency.

78. The Solicitation references work at the contractor's designated place of business, and, “occasionally”, “work on the Government site which may include the Department of Labor Headquarters in Washington, DC. or at another location determined by the Contracting Officer's Representative (COR).”

a. What kind of work does the Government anticipate will be performed at DOL Headquarters?

Response #78a: This is not yet known

b. What kind of work does the Government anticipate will be performed at DOL sites other than Headquarters?

Response #78b: That is not yet known

c. To what extent has the Government identified sites at which the contractor may be called on to work from?

Response #78c: That is not yet known

d. To what extent has the Government eliminated potential sites?

Response #78d: ODEP has not eliminated any possible sites

79. The Contract contains C.4 52.216-19 ORDER LIMITATIONS (OCT 1995), but the minimum, maximum order limits are “TBD”. What are the minimum and maximum amounts?

Response #79: This will be determined at time of award

80. The Solicitation contains a series of charts for each of the CLINs that include a listing of the identified labor categories, estimated hours, hourly rates, and estimated total (Solicitation, pp.

B-2 – B-4). Will submission of pricing in the pricing proposal in the format set out in pp. B-2 – B- 4 be deemed appropriate for evaluation purposes?

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Response #80: Yes

81. The Solicitation provides, at E-9, “Additionally, the offeror shall provide a separate price breakout of the proposed labor categories.” Does the Government require that offerors provide a second, additional breakout in addition to that provided in the format of that provided at B-2 – B4? If so, what format should that additional breakout take?

Response #81: Please see the attached sample requirement for pricing

82. The designated payment office will make interim payments for contract financing on the day after the designated billing office receives a proper payment request. – what is the number of days that will be permitted?

Response #82: This is a commercial service so we are not using contract financing. If you are referring to payments of invoices, attached for your reference is the invoicing procedure.

83. Task 4: Survey Design and OMB Clearance Package Preparation: The Solicitation requires the

Offeror to provide concrete examples of the survey design” they and their subcontractors have developed and implemented.” Does the Government anticipate that will evaluate actual copies of surveys will be presented (which will likely be difficult to evaluate if not given significant context, difficult within the current page limit), or does it anticipate that evaluation will be made based on Offerors’ description of surveys and results?

Response #83: The agency is looking to gauge perspective vendor’s knowledge of performing the tasks

84. The solicitation (at E4) appears to all eight (8) labor categories as “Key Personnel,” please confirm if that is correct.

Response #84: No. Only Categories A, B, C and D of subfactor 4 on Pages E-5 and E-6 are considered “Key Personnel”

85. The SAMPLE SCHEDULE OF DELIVERABLES contained in the RFP lists multiple activities within

“Task 5” and “Task 6”, all of which are marked “TBD”. The Solicitation only describes work for Tasks 1 – 4. Are Tasks 5 and 6 part of the Solicitation, and if so, when will the Government issue information to potential offerors as to the related Scopes of Work and evaluation criteria?

Response #85: There are no Tasks 5 and 6. The Schedule of Deliverables is what a successful IDIQ recipient can expect to see for a submitted RFQ for a prospective Task Order

86. The Past Performance Questionnaire states, in the first paragraph: The contractor who provided

FDIC with your name as a reference was informed, via a solicitation provision, that by listing you as a reference and requesting your submission of the questionnaire, they are authorizing you to release information to DOL relative to their past performance, whether it is positive or negative information.”

Response #86: The reference to FDIC was an error