Goverments_Response_to_Contractors_Questions_RFP_Number_EDENFS-16-R-00004.docx

Department of Education, Federal Student Aid (FSA) Program/Project Management Support Services (PPMSS) Solicitation Number: EDENFS-16-R-0004

Governments Response to Contractors Questions RFP Number: EDENFS-16-R-0004

Provided by Offerors Question

Government Response: The Offeror shall submit a single Volume I and Volume II which contain clearly identified components of the Basic IDIQ and Task Order 0001. These Volumes include:

Volume I- Technical/Management Proposal (IDIQ and TO) Tab-A Cover Letter , Executive Summary Tab-B Program/Project Management Tab –C Staffing

Volume II – Cost/Pricing (IDIQ and TO) Tab-A Exceptions, Deviations and Assumptions Tab-B Standard Form SF-33 Tab-C Price Proposal

Volume III - Past Performance (needed for the basic IDIQ only) Tab- A Past Performance Tab –B Relevant Experience

Does the Key Personnel need letter of Commitment?

Government Response: Yes

Government Response: Yes

offeror submit? If it is more than one past performances submission, does the page limit of 3 is for all the past performances?

Government Response: There is no minimum, the government has requested that three (3) past performance be submitted.

Government Response: Yes, however one of the experiences must be as a prime contractor.

Government Response: Yes, resumes are required for all labor categories listed for TO 0001 services which, include the Program Manager, Project Manager and Investment Analyst. All are considered Key Personnel.

Yes, a letter of commitment is required.

Government Response: All services shall be performed at FSA Washington, DC locations.

Attachment J-6 “Regional offices” is a listing of all DoEd offices where contractors may obtain PIV cards or assistance. For contractors working in the DC area please refer to attachment J-4 page 5, #6 for designated DC, PIV enrollment support.

Government Response: Technical response is required per instructions on page fifty six (56) of the RFP .

Government Response: No the Government will not reconsider.

Government Response: Please refer to the Amended section L.5.2 delivery of proposals.

Yes, a in person delivery may be conducted at the FSA location 830 First Street N.E. Washington, DC 20202 on or before the revised closing deadline of September 30, 2016 by 2:00 pm est. (LATE PROPOSALS EITHER HAND DELIVERY OR BY MAIL WILL NOT BE ACCEPTED).

Contractors shall contact the assigned contract specialist or contracting office (before the closing deadline) to receive hand delivered proposals upon arrival to the lobby. The RFP will be amended to include this language.

Government Response: The Government will extend the response date to September 30, 2016 By 2:00 pm est. Amendment 0001 has been posted to FBO on 9/8/16 specifying this change.

Government Response: The word “Offeror” is referring to the prime contractor.

Government Response: The sentence is complete there was a spacing issue. It is listed as follows:

Electronic files shall be named as specified throughout the Instructions to Offerors, Section L. Individual file sizes shall not exceed 5 MB. CDs shall be labeled on the disc to include: Offeror Name, Offeror DUNS number, Solicitation name and number, Volume Number, and Copy Number (e.g. Original, etc.)

Government Response: No table of content was requested however, the contractor is required to clearly identify each section related to the Basic IDIQ and TO 0001in their proposals.

Government Response: This typo will be corrected and this sections will be amended to read : a) b) and c).

Government Response: Please see amended L.9.3 Vol III Past Performance (a).

Government Response: The reference is in section L.9.1 Tab C-Staffing.

Government Response: Offers shall submit pricing for both the IDIQ (see attachment J-1 for labor categories and estimated hours) and TO 0001.

Government Response: The closing deadline has been extended (please see the response to question eleven (11). However, it is the contractors responsibility to submit all requested proposal documents on or before the closing deadline.

Government Response: Please see page 53 of the RFP, section L.2 (b) (1) first bullet “Labor Hour Rates” in its entirety.

Government Response: Early fiscal year 2017. Per the response to question eleven (11) this RFP has extended the closing deadline to September 30, 2016.

Government Response: No, there is no incumbent providing these services for FSA.

Government Response: This is a duplication and only one Business Analyst position is required, and attachment J-1 will be amended.

Is the Executive Summary in Volume I intended to summarize the contents of all volumes, or only Volume I?

Government Response: Please refer back to the RFP, section L.9.1 Tab –A last paragraph.

Government Response: This question is unclear.

Government Response: This is an error and will be amended there is no “Teaming Coordinator” required.

Government Response: The offeror’s “Relevant Experience” must be the same or similar to the work requested under the SOW Section C.

Government Response: The ending of the paragraph is not missing there is a spacing typo between the word indicate: and PPMSS which will be corrected are follows:

email shall clearly indicate: PPMSS Past Performance Questionnaire Submission for Offeror [Name]; or The Government reserves the right to contact customers identified in the proposal and solicit further information about performance in regard to quality, timeliness, cost, and business relationship ect….

Government Response: Page 58, Vol II, Tab-B

Government Response: Yes, or the offer may provide alternative labor categories which fit the key personnel descriptions outlined under attached J-3 (labor category descriptions).

Government Response: Yes, there should be two separate CLIN’s for Admin Support Sr. and Admin Support Jr. and attachment J-3 will be amended.

All IDIQ estimated labor hours shall be for 1920 not 1929 and attachment J-1 will be amended.

Government Response: The labor category should read “Enterprise Architect” and will be corrected.

•Volume I Basic IDIQ-Technical Management Proposal-Offeror Name.doc •Volume II Basic IDIQ-Cost Small Business Participation Price Proposal-Offeror Name.doc •Volume III Basic IDIQ-Past Performance Statement-Offeror Name.doc •Volume I Task 0001-Technical Management Proposal-Offeror Name.doc •Volume II Task 0001-Cost Small Business Participation Price Proposal-Offeror Name.doc Government Response: See the response to question one (1).

See section L.9.3 Vol III Past Performance Page 59 “File name shall be”

Government Response: The Government will evaluate capabilities, past performance, or relevant experience for the Prime Offeror and it’s sub-contractor, where applicable.

Page #: 53 It is indicated that proposals are emailed and one (1) hard copy and one (1) CD is mailed. The table outlined in section L.8.2 contains the file names contained in each volume. For the emailed proposal, may the Offerors send all of the listed files in a single Zip file?

Government Response: No, please follow the written terms and conditions of the solicitation.

Page #: 59 Please clarify what needs to be submitted in Tab A.

Government Response: The Offeror shall provide information to demonstrate its past performance. Past Performance is comprised of both amended sections (a) and (b). See amended attachment: Section L.

Page #: 59 Is it permitted to reference or include the CPARS records for past performance in place of Attachment J-2, Past Performance Questionnaire?

Government Response: No, offerors CPARS records shall not replace the request for attachment J-2 Past Performance Questionnaire.

Page #: p. 60 The RFP indicates that at least one experience described must be as the offeror. We understand this statement to mean that at least one experience must be a contract wherein the offeror serves/served as the prime contractor. Please confirm that this understanding is correct.

Government Response: This is correct.

Government Response: PPMSS and ADGSS are two separate requirements. Offers may submit proposals for ADGSS and PPMSS with no conflict.

Government Response: Yes, attachment J-8 has been amended to correct this error.

Government Response: This is an error and will be corrected to read “On-site and Off –site” rates.

Government Response: Yes, attachment J-2 past performance questionnaire will be provided in a Word format.

Government Response: In general Government Furnished Property will be designated and identified per individual Task Order(s) (only when GFP is deemed necessary for the performance).

Government Response: Please see amendment to attachment J-8.

Government Response: In general, contractor’s employees must be able to pass an overall security clearance of level 5C however, the program office may request a higher security clearances(up to 6C) depending on the nature of the work requested under individual task order’s.

Page Limit for Staffing = 2 Pages Excluding Resumes, which are limited to 2 pages each.

Government Response: Yes, this is correct.

Government Response: No, the Government will not change the page limitation for this Tab.

Government Response: The Department of Education’s IT portfolio management tool, electronic Capital Planning and Investment Control (eCPIC). The eCPIC tool is used for reporting the IT Investment Business Case, Business Case Detail, and Agency portfolio data requirements to the Office of the Chief Information officer (OCIO) and submitting the Agency IT portfolio budget request as well as Monthly progress data on Major IT investments to the Federal IT Dashboard.

Government Response: Yes, as stated under the RFP page 4, section B.3 the contractor shall provide all labor, facilities and materials necessary to perform program/project management support services.

Government Response: Technical Management Services provide expert training and consulting in support of agency management, organizational and business improvement efforts. These services include professional development training, studies, analyses and reports to help the agency.

Government Response: The contractor shall be primarly offsite. However, all contractor staff shall be required to be available Mon-Fri from 8-4:30 pm, five days a week for meetings, collaboration sessions and related business at Union Center Plaza (UCP), 830 First Street, NW Washington DC 20202. The contractor shall, also, furnish all staff members with equipment capable of accessing FSA controlled system environment via CITRIX. Proper controls and security of all FSA document artifacts and deliverables must be maintained only in the FSA SharePoint environment.

Government Response: There is no list regarding no bid justifications however, refer to the conflict of intersect clause 3452.209-71 on page 47 of the RFP.

Government Response: The IDIQ statement of work is a general list of services which may be required under individual TO’s. The SOW for TO 0001 is within scope of the IDIQ and services requested for TO 0001 are specific to the work required under TO 0001.

Government Response: The preliminary plan is not required to be submitted with it offer, but will be required to be submitted for approval as stated within the clause after award.

Government Response: the word “below” will be changed to “above”.

The table on page 55 Vol II, (Tab C- price proposal) shall be amended to “ Excel 2003” as requested in the instructions on page 58 Tab C of the RFP.

Government Response: Please refer to the amended chart on page 55 of the RFP.

Government Response: The contractor is responsible for providing skilled staff who possess the qualifications, educational requirements and year of experience which are identified under attachment J-3 labor descriptions.

Government Response: The IDIQ terms and conditions state that the contract type is a hybrid mix. The Task Order 0001 is a labor hour contract type, that does not warrant any “materials.” Offerors are to provide an explanation for the IDIQ where applicable.

Government Response: The Reps and Certs and OCI statements are not part of any page count.

On page 55, For Vol 1, Tab C –Staffing, the table says 2 pages per resume page limit, with no reference to page limits for the staffing narrative.

On page 57, Tab C Staffing says (Two (2) page limit excluding resumes).

Please clarify page limits for the staffing narrative and resumes and confirm that Tab C should contain the PM resume plus narrative about plans for recruiting/training qualified personnel for the TO.

Government Response: Tab C - Staffing (Two (2) page limit, excluding resumes) Volume I The filename shall be “Volume I –Tab C – Staffing -Offeror Name.doc”

Tab C shall provide the resume of the proposed PM that describes the qualifications of fulfilling the responsibilities in Program Management per 3452.243-70 Key Personnel (section I); the resume of the proposed shall describe the qualifications of fulfilling the responsibilities of the Key Personnel and its plan for recruiting, training, and retaining qualified personnel and personnel with appropriate security clearances as required by individual Task Orders.

Government Response: The FSA needs some sort of assurance that your firm has the financial wherewithal to perform the requirement. The intent of the financial statement is to demonstrate to FSA this capability. Yes, the financial statements are required.

Government Response: The requested three (3) years shall remain.

Government Response: At least one reference must be from a prime.

Government Response: Team member” will be removed.

Government Response: Experiences must be same or similar to the work requested under the SOW

Government Response: Yes

Government Response: The description for the Enterprise IT Governance Specialist will be amended under attachment J-3.

Government Response: The reference to A.4 has been deleted in the TO 0001.

Government Response: The estimated hours for TO 0001 are as listed under attached J-8 for the performance of 12 months.

Government Response: No

Government Response: These are separate labor categories

Government Response: Yes, but the HubZone and SDVOSB rules are applicable to this solicitation.

Government Response: The Government will review OCI plans and make a determination, when applicable, as to whether or not an OCI exists.

Government Response: No, the government will not relax the requirement for deliverables cover letters.

Government response: The language regarding “Teaming Coordinator” will be removed.

Government Response: Yes

Government Response: Section L has been amended to reference L.9.1 Tab C-Staffing.

Government Response: Section L has been amended and include, L.9.3 Volume III-Past Performance, Tab A, newly added (a).

Past Performance (non-questionnaire): X Past Performance (questionnaire): X Relevant experience: 3 Government Response: Past performance three (3) relevant experience (3)

Government Response: Past Performance and Relevant Experience can refer to the same contracts.

Government Response: Yes all LCATs listed are consider Key Personnel.

Government Response: Yes, Proposal submissions on page 56 of the RFP will be amended to include TO 0001.

*Fully Loaded Hourly Rates (on site) less discount multiplied by estimated hours *Fully Loaded Hourly Rates (off site) less discount multiplied by estimated hours Government Response: The discount columns under attachments J-1 and J-8 will be removed.

Government Response: The Government will need assistance with developing an IT strategic plan, and may need assistance with updating and maintaining it throughout the life of the TO.

Government Response:: No, please follow submission instructions as stated. See page 56 of the RFP.

Government Response: The question is not clear. This is a SOW not a PWS.

Government Response: This is a IDIQ not a BPA as stated on page 3 of the RFP. A letter of commitment is required and is not included in the page count.

Government Response: Questionnaire shall be submitted by the contractors customer however, the offer shall provide reference to whom the questionnaire was sent? See MS word, attachment J-2 Past Performance Questionnaire.

Government Response: Yes, all before the proposal submission due date and time.

Government Response: When applicable, a TO contract type would be T&M, not cost reimbursable, therefore, no, an approved accounting system is not mandatory.

Page 53, section L.5.2 – As it states that one of the approved delivery methods include electronic mail, would the government consider removing the requirement for CDs and hard copy delivery of the proposal? Just making this an electronic submission.

Government Response: No, the CD is required per RFP instructions.

Government Response: As stated on page 4 of the RFP section B.3 this requirement is intended to be a multiple award, IDIQ contract. Therefore, task orders awarded against this IDIQ will be competed among the awardees of this IDIQ contract, no additional set-aside will be established after award of the RFP.

Government Response: No, there will be no down select process.

Government Response: Service will be conduct in the DC area not at the DoEd reginal offices listed under attachment J-6.

Government Response: This is correct for the basic IDIQ and the TO 0001.

Government Response: The Prime Offeror must be either 100% HubZone or Service Disabled Veteran Owned concern.

Government Response: The general level 5 of security is listed on page 49 of the RFP however, individual TO may request level 6 security clearance.

Government Response: The date of receipt of proposals has been change per amendment 0001.

L.8.1, Page 54, Tab B Does the Government want one file containing Tab B information named “Tab B - Relevant Experience” or should it be named “Volume III –Tab A –Past Performance Statement-Offeror Name.doc”?

Government Response: Please see the response to question one (1)

Government Response: No, it should be Volume III Tab A –past performance and Tab B-Relevant Experience (past performance questionnaire) .

Government Response: No, this information is included in the 2 page limit, excluding resumes.

Attachment J-8 1.What should be in the “Total” column – on-site rates x est. hours, or off-site rates x est. hours?

Government Response: Labor rate tables have been amended to add total columns for on-site and off-site

2. What is the discount column related to? Is it the difference between the offsite and on site rates?

The Discount Colum will be removed.

Is less than one FTE. Does the Government anticipate additional Task Orders to provide full-time hours for these personnel?

Government Response: The contracting office anticipates additional TO’s will be issued whenever needs arise. However, At this time the contracting office cannot predict the estimated Hours that will be utilized for future TO’s.

orders that will be issued under this contract vehicle (i.e., timing and value) and anticipated new task orders (i.e., timing and value)?

Government Response: No, TO’s will be issued based on FSA’s needs.

Order 0001 Does the government anticipate awarding this task order on 9/30/2016 or is it just a sample task for evaluation purposes? If so, is the PM on this TO expected to be the same Key Personnel PM for the IDIQ? Should the offeror provide resumes for the three positions on Task Order 0001 with its proposal submission?

Government Response: TO 0001 is an actual task order not a draft. All labor categories listed for TO 0001 (attachment J-8) are key personnel and require an resumes are required. This will be an FY 2017 award, subject to availability of funds.

equipment/supplies at the Task Order level? If so, please provide examples of what may be purchased.

Government Response: Types of supplies and equipment will be identified under individual TO’s if applicable.

on the right side.

Government Response: Should read “Name.”

Accessibility Template be provided in and will this count towards the page limitation?

Government Response: Amended section L.9.2, Volume II, is where both should go and no, they do not count towards the page limit.

HUBZone Small Business Concerns. Since the solicitation is set aside for HUBZone and Service Disabled Veteran Small Businesses will the government utilize this price preference evaluation?

Government Response: This clause has been removed from the RFP.

of Evaluation, page Under M.5.1, The 2nd sentence reads "Factor 1 will be rated in accordance with the following adjectival rating definitions…".

Will this adjectival rating definition also be applied to Factor 2 Relevant Experience? Government Response: Yes Will FSA make an award to an Offeror with a neutral rating in Factor 2?

Government Response: the Government will make award based on best value.

Pricing, Page 63 How will the government account for the HUBZone price preference (if used) in it's price analysis as it relates to realism?

How will the government evaluate realism to the total summed up evaluated price? How will the government evaluate price risk and affordability?

Government Response: FAR Clause 52.219.4 has been removed from the RFP. Please refer back to the written terms and conditions in the RFP, section M4.5.

Attachment J-1 Section 9.2 states that Attachment J-1 is to be completed and submitted with the proposal submission however, Section J-1 Attachment J-1 states it is reserved for completion after contract award. Can the government clarify if offerors are supposed to complete this attachment and submit with its proposal submission.

Government Response: No,that is part of the Offerors ability to follow the instructions for price proposal submission

Attachment 3 Section J, Attachment 3 references Section L 10.2 however there is no Section L 10.2. Did the government mean to reference Section L 9.2?

Government Response: The question is not clear, there is no section J under attachment 3.

Government Response: yes

for Task 0001?

Government Response: The estimated hours are listed under attachment J-8 for TO 0001

Government Response: Tab C has a 2 page response limit independent of the resume submissions.

Would the government like to see Key Personnel for these roles? Or sample resumes that may be able to fulfill the requirements?

Government Response: They are simply examples of other roles that may be included the IDIQ. Resumes are for proposed Key personnel as indicated in both the IDIQ and TO 0001.

Government Response: As stated in the RFP page 4 section B.3 the government intends to award to either a HubZone or SDVOSB

Government Response: The government has already provided a list of potential labor categories which may be utilized under Attachment J-1 and a list of descriptions under attachment J-3.

have a current framework or industry standard that they are using for risk management and incident response? If so what is that framework or standard? If not, does FSA have a preferred framework they would like to implement?

Government Response: FSA would prefer the best practice industry standard.

there an existing data dictionary for FSA?

Government Response: Yes, there is an existing one.

Does FSA envision an offeror needing a data center to fulfill TO requirements around data governance?

Government Response: No, a data center is not anticipated, at this time.

section only apply to TOs where the offeror may be proposing IT technology and solutions? Would the government like a statement included in the IDIQ response certifying that all IT solutions will be 508 compliant?

Government Response: Your question is unclear the government is requesting services not data.

Government Response: Yes, see amended section L for additional instructions.

Government Response: See attachment J-8 for TO 0001 staff.

The labor categories listed under J-8 are all are key personnel.

be a sub-bullet of sub-section (a) instead of its own bullet for the offerors to write explicitly to? If no, please elaborate on the question in sub-section (b)?

Government Response: This question is not clear as to exactly what is being asked.

Government Response: The PM Rate for the IDIQ should be billed into the fully burdened rate for individual Task Orders, as the IDIQ will not obligate funds, the task orders will.

(a) indicates “the Offeror shall be responsible for ensuring that each of the customer references receives, completes, and returns Attachment J-2, Past Performance Questionnaire, to the Contracting Officer. The Offeror shall complete the project title and contract reference number to match its Tab C proposal information before sending the form to three of its references.” Should the reference to Tab C actually be referencing Tab B, paragraph (b) instead?

Government Response: Yes

Government Response: Yes, past performance submitted from…