FBO_QMS_Solicitation_Questions_and_Answers.pdf

QMS Solicitation Questions and Answers

8/13/18

Question 1. Would you elaborate on the task level requirements or level of effort to support human factors development for Automated Driving Systems requirement so that we may estimate manpower?

Answer: Part 4. Specific Tasks provides the answer to this question. HF expert would be required to assist in drafting papers, conducting reviews, rendering opinions, designing studies and drafting reports

Question 2. Do you need the resumes with names for the four key personnel upon submittal of our proposal?

Answer: Yes.

Question 3. What is the expected level of effort or FTEs for this entire contract?

Answer: Section 1.6.11 of the PWS identifies the Key Personnel. FMCSA anticipates contractors to propose and apply their expertise to meet the requirements of this solicitation.

Question 4. What are the new training dates - as March, June, July 2018 listed in the RFP have already passed?

Answer: Please see the updated deliverable schedule in the PWS.

Question 5. What is the name of the incumbent?

Answer: Deloitte

Question 6. Whether companies from Outside USA can apply for this?

(like, from India or Canada)

Answer: No.

Question 7. Whether we need to come over there for meetings?

Answer: Meetings shall be in accordance with the PWS.

Question 8. Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

Answer: No.

Question 9. Can we submit the proposals via email?

Answer: Yes, please submit proposals in accordance with the Proposal Submission section of the RFP letter.

Question 10. Is this a new requirement? If yes, is there a current contractor currently performing a similar scope of work? If yes, who is the contractor?

Answer: No.

Question 11. If a re-compete, who is the incumbent?

Answer: Deloitte

Question 12. Will the government consider a one week extension?

Answer: This RFP is hereby extended from 8/17/18 to 8/22/18.

Question 13. Does the government anticipate this scope of work to require more than the key personnel identified? If so, what is the government’s FTE estimate for additional personnel?

Answer: Section 1.6.11 of the PWS identifies the Key Personnel. FMCSA anticipates contractors to propose and apply their expertise to meet the requirements of this solicitation.

Question 14. Evaluation Factor 1: Technical Approach. What will the government consider as evidence for the ability to perform the requirements identified in the PWS? (e.g.

certifications? Specific QMS methodologies? Relevant standards? (e.g. ISO 9001:2015), etc.)?

Answer: The Task identified in the PWS describes the governments requirement. The Contractors proposal shall demonstrate how they intend to meet those requirements.

Question 15. Key Personnel: Facilitator. Will a Master’s Degree in Organizational Change Management be considered equivalent to a certificate in facilitation?

Answer: While the requirement states; “Must hold a current facilitation Certification.” The government will consider education and at least 10 years of experience from verifiable references in lieu of a facilitation certificate.

Question 16. Do you have the mechanism in your office, or know of it, through which I could be put in touch with other small businesses to form the team necessary to take on this project?

Answer: Please reach out to SBA.gov.

Question 17. "The contractor is responsible for conducting business between the hours of 8 and 5:30 Mon-Fri…" We often work evenings and weekends to complete tasks. Is the Government looking for all team members to be available on site during these hours?

Answer: Yes.

Question 18. Is there a requirement for the Program Manager to be a Certified QMS Practitioner? Most of the work is QMS related and no key personnel identified for that function/task.

Answer: No.

Question 19. Will the Government accept a number of years of experience as an executive facilitator, or executive client testimonials, in lieu of a facilitation certification?

Answer: The government will consider education and at least 10 years of experience from verifiable references in lieu of a facilitation certification.

Question 20. Who is required to travel to the locations listed? What is the purpose of the visits so that we can determine who needs to attend?

Answer: The purpose of travel will include facilitation of QMS implementation throughout the agency. Additionally, travel may be necessary to conduct executive level facilitation during teaming/training sessions.

Question 21. My company has proprietary material that we use with other clients. Please clarify this requirement for Data Rights.

Answer: Then government doesn’t seek to gain proprietary material used with other clients.

1.6.15 Data Rights requirement remains unchanged.

Question 22. Lead Auditor Classes are either IRCA Certified or Exemplar Certified. IRCA is a 40-hour class and Exemplar is a 32-hour class. Both are accepted by certification bodies when evaluation auditor status. Can the Lead Auditor Course be a 32-hour course?

Answer: Yes

Question 23. The Facilitation Plan referred to does not refer to the session(s) the Government is asking for a plan for. "…assure and affirm goal and objectives are clearly articulated." Goals and objectives of what? A particular session the Government has envisioned? A series of sessions?

Answer: The Facilitation Plan shall be in accordance and determined with the support given from the 12 Executive level meetings.

Question 24. "Provide support to FMCSA in developing organizational development, strategic planning and teambuilding skills, as requested…" Our interpretation of this statement is that the Government would like to include skill building/training as part of this facilitation task.

Does the Government know how many training sessions will be requested? Will the Government accept FFP estimates per class/delivery if the number of deliveries is unknown?

Answer: The Government will require at least three a year.

Question 25. "Support at least 12 executive level meetings each year." The deliverables list only refers to quarterly executive level work session. Please clarify.

Answer: The Deliverable list in the PWS is hereby updated.

Question 26. The second sentence in Task 7 seems to be missing a word or 2. Please clarify

Answer: The sentence should read: “Contractor personnel shall conduct required activities and report to the PM and COR the technical and operational status.”

Question 27. "Recommendations Reports--Report(s) will be generated after each FMCSA engagement..." How is the Government defining "engagement" here? "…and may include some combination of the following per meeting event…" Does the Government require a recommendation report after every meeting? If not, which meetings require this reporting?

Answer: For each engagement attended the contractor is expected to provide a report to FMCSA containing some or all of the items contained in Task 7 as appropriate.

Question 28. "Notes will be recorded and delivered … for review by participants in real time to ensure accuracy." What does the Government mean by "in real time"? Does the Government expect meeting notes to be made available to participants as the meeting is happening? How does the Government envision this working?

Answer: The government shall receive notes from meeting within 8 hours after the conclusion of the meeting/event.

Question 29. Regarding the Performance Threshold for each Performance Objective, what is the criteria being used for the 98%

Answer: Review the Standard column in the Technical Exhibit 1 starting on page 16 and 17 of the PWS.

Question 30. "Executive Module Training": There are dates included here that have passed.

Will the Government be providing new dates?

Answer: The Deliverable list in the PWS is hereby updated.

Question 31. "Lead Auditor Module Training": There are dates included here that have passed. Will the Government be providing new dates?

Answer: The Deliverable list in the PWS is hereby updated.

Question 32. "Internal Auditor Module Training ": There are dates included here that have passed. Will the Government be providing new dates?

Answer: The Deliverable list in the PWS is hereby updated.

Question 33. "Gather, update, validate Shared Service entries": Please clarify what this means. What is the actual deliverable the Government is expecting to receive?

Answer: As FMCSA increases its participation in Departmental Shared Services activities there will be multiple data sets/transactions for which we will either be responsible or need to keep abreast; the expectation is that the contractor will support FMCSA in maintaining these entries.

Question 34. "Human Factors Analysis Recommendations/Papers", due upon request. How much lead time will the Government provide for these ad hoc requests?

Answer: The government will allow at least 10 days from discussion to delivery of final products.

Question 35. Facilitation deliverables. It is not clear what is to be included in the Facilitation Plan. Many of the meeting needs have not yet been defined by the Government.

Answer: The Facilitation Plan shall be in accordance and determined with the support given from the 12 Executive level meetings.

Question 36. "Implementation & Governance Documents", due upon request. How much lead time will the Government provide for these ad hoc requests?

Answer: The government will allow at least 10 days from discussion to delivery of final products.

Question 37. "Other forms of Communication": can the Government define what it envisions here? This deliverable is due "upon request". How much lead time will the Government provide for these ad hoc requests?

Answer: Other forms of communication can be (i.e., briefings, talking points, story boards, run of show documents, agendas, meeting notifications, meeting notes, ect.)

Question 38. "Recommendation Reports": Can the Government define what it envisions here? This deliverable is due "upon request". How much lead time will the Government provide for these ad hoc requests?

Answer: The government will allow at least 10 days from discussion to delivery of final products. Recommendation reports can be contractor recommendations or acknowledgement/sharing of best practices for a given subject area whereby the government will be informed of the issues, background, mitigation strategies, and recommendations.

Question 39. Based on availability, ongoing meetings, etc., is the Government willing to adjust this requirement of responding to email and phone requests within 1 hour with at least a status and next steps?

Answer: No.

Question 40. I am hoping to find out if the subject effort is a new requirement or a follow-on to an existing contract? If the latter, can I please find out the incumbent contractor's name and contract number?

Answer: Deloitte DTFR5317F000795

Question 41. Any chance this RFP will be extended to allow time to get the proper staffing?

Answer: This RFP is hereby extended from 8/17/18 to 8/22/18.

Question 42. Reference PWS 1.4 Scope and QMS Attachment I, the CLIN structure doesn’t match the Task structure. Specifically, CLIN 005 and 006 are entitled Executive Level Facilitation, whereas, the PWS Task 6 is Communications. Please clarify.

Answer: The updated CLIN sheet is hereby attached.

Question 43. Reference PWS 1.6.5 Place of Performance: Please clarify whether the Government will provide all office space, computing equipment, internet, materials, office supplies at the place of performance?

Answer: The government shall furnish all hardware, software and consumables necessary to perform the on-site services.

Question 44. Reference 1.6.11 Key Personnel: The PWS states the Facilitator “Must hold a current facilitation Certification.”

Answer: See answer to question 15.

Question 45. Reference 1.6.13 Contractor Travel: The PWS states “One visit is expected to each of the following locations.” 1) Is this one visit per year? 2) Which personnel are expected to visit these locations? 3) What is the expected duration of each visit and what is to be performed during the visits?

Answer: See answer to question 20

Question 46. 1.6.14 Other Direct Costs: The PWS states “… and visits to contractor facilities.”

What contractor facilities is the Government referring to? 1.6.13 states travel is to Government facilities. Please clarify.

Answer: If the contractor has facilities in the locations cited; it would be possible to hold meetings in those locations. Travel may be required to one or more of FMCSAs Division Offices.

Question 47. 1.6.16 Organizational Conflict of Interest. It is unclear how this contract for QMS will have exposure to source selection information given this is not advisory and assistance. Please clarify.

Answer: This is standard FAR language and given the nature of QMS implementation whereby contractors may have access to organizationally sensitive or proprietary information it may be possible to incur an OCI. The government is merely letting the contractor know that in the event an OCI occurs, the government will exercise some remedy.

Question 48. 4.1 Basic Services – Task 2 – Development & Implementation of QMS Training Modules. Does the Government have any desired specific medium/format for the training modules?

Answer: No

Question 49. 4.1 Basic Services – Task 5 – Executive Level Facilitation. Are the executive level work sessions and the 12 executive level meetings the same?

Answer: No

Question 50. Reference Performance Objective table PRS #3 does not appear to be related to this PWS e.g, software quality assurance, business requirements, operational testing etc.

Please clarify.

Answer: Most QMSs do have some technology requirement(s). Additionally, a contractor may propose a software system that meets the requirements in accordance with this PWS.

Question 51. Reference Performance Objective table and Technical Exhibit 3, Performance Metrics. These two references are inconsistent. In the table, there are 6 PRSs. In Technical Exhibit 3, there are 12 performance Objectives. These two items are suppose to matchup to each other. By way of an example, Performance Objective 7: “The contractor maintains EVM reporting ….” Has nothing to do with this requirement.

Answer: It is the Government’s contention that the two do not need to match up. In as much as Technical Exhibit 3 are performance measures and metrics; Technical Exhibit 1 are summarized performance objectives, relaying the minimally acceptable requirements. EVM reporting is a valid requirement and metric for this overall effort

Question 52. Reference Performance Objective 12: “All documentation shall be written in accordance with DOT guidelines. Does DOT guidelines for the QMS follow the ANSI or ISO standards?

Answer: If the contractor follows ANSI or ISO guidelines they will be in conformance with DOT guidelines; in instances of conflict between the disparate guidelines vs. standards, DOT guidelines will prevail.

Question 53. Reference PWS Document Submittal Measures and Standards: “… all documents submitted under this SOO.” This document is entitled PWS not SOO. Please clarify what SOO is being referenced.

Answer: SOO is hereby removed from this RFP.