Vendor QnA - 3May24.pdf

Vendor Q&A - SAF/FM QA Program Support 5/3/2024

Question No.

Question Answer

1 What is the current contract number? FA7014-21-C-0039 2 Is there a cutoff date and time for questions? May 1, 2024 at 3pm ET

3 Are vendors required to have a facility clearance?

Secret facility clearance will be required for infrequent needs.

Vendors will not be required to have this clearance at the time of contract award, but must be able to obtain it within a reasonable timeframe.

Could you provide us with information on the historical level of effort required for this task?

There are currently 9 FTE on contract, plus management

For the Pricing Volume, does the Government need to see any additional detail to substantiate the proposed unit pricing within the Pricing Schedule for all CLINs?

No

For the Past Performance Volume, is it acceptable for the prime offeror to leverage the past performance of subcontractors? This would include past performance from subcontractors who were the prime contractors on their own respective contracts.

In accoradnce with the Addendum to FAR 52.212-1, Instructions to Offerors, only past performance information for which offerors were the prime contractor will be considered.

Is the PPQ required for all contracts, even ones where there are recent CPARS?

PPQs are not required for all contracts, although their presence may help strengthen the Government's confidence based on past performance information submitted.

Does the USG or incumbent contractor own the QART Tool?

The USG owns the QART Tool.

Can you elaborate on the key metrics used to evaluate the efficiency and effectiveness of the QAP?

The Services Summary for this acquisition is located in the Performance Work Statement, Appendix B Services Summary.

Are there any specific technologies or tools the contractor should use or avoid in supporting the QAP?

Please see Performance Work Statement, Appendix C Labor Qualifications, particularly para. 1.1.4.

What are the key components or aspects of the transition that the contractor needs to prioritize?

IAW the FAR 52.212-1 Addendum, Offerors shall provide a Transition Plan to illustrate in detail how they will mobilize for contract performance, ensuring no degradation in service from the previous contract.

Are there specific timelines or milestones for the transition period?

IAW the FAR 52.212-1 Addendum, Offerors are instructed to propose a 45-day transition period at the start of the contract, during which time employee turnover and training with the incumbent contractor will commence.

Are there any templates or formats preferred for the Transition-Out Plan?

No

Are there any limitations or constraints in using specific technologies or platforms for the SharePoint-based Quality Assurance Review Tool (QART) and other QA Program Tools?

The Government requires use of the DAF 365 Environment and PowerBI, as identified in Performance Work Statement para 2.8 and Appendix C Labor Qualifications.

Are there specific review cycles or timelines for the annual reviews of policy documents?

These reviews are completed annually, IAW Performance Work Statement 2.7.2. Exact review timelines, however are subject to change.

Are there any specific data sources or datasets that the contractor should utilize for Quality Assurance support and enhancement of the Department of the Air Force Quality Assurance Program (QAP)?

SAF/FM utilizes many data sources to include, but not limited to, QART, Advana, FM systems (entitlement, disbursing, accounting) and FM document management and retrieval systems. The exact FM systems change based on DAF utilization requirements.

Can the government provide more details on the methods prescribed in Appendix B, Services Summary, that will be used to monitor and evaluate the quality of services provided by the contractor?

As stated in the Appendix B Services Summary, the vendor will be assessed on the Monthly Status Report (SS-1), Maintaining QART and QA SharePoint Site (SS-2), Providing accurate resolutions to customer needs and agency requirements (SS- 3), and Providing contract deliverables (SS-4). The performance threshold for each is listed in the table provided.

Are there any restrictions on subcontracting or hiring additional staff during the contract duration?

No. This is a performance-based services contract. Therefore IAW FAR 37.602(b)(1) the Government's requirements are described in terms of required results, rather than dictating how the work is to be accomplished.

Please provide the most recent destination locations for the conferences listed

The previous year's conferences were held at these locations.

However, locations are subject to change for future years.

MAJCOM QAM Workshop - Columbus, OH;

QAM Worldwide Conference - Andrews AFB;

FSO Worldwide Conference - San Antonio, TX;

Accounting Worldwide Conference - Columbus, OH;

National Guard Bureau QAM Training - Channel Islands (ANG base), CA

Can you provide further clarification on the primary objectives outlined in the PWS, specifically regarding the expected outcomes within the first year of contract execution?

The expected outcomes are to provide Quality Assurance Program support through Advisory and Assistance services as outlined in the PWS. Vendor shall perform program management, training & communications, QA program execution, manage tools & applications, QA policy guidance & SOP, QA metrics & reporting, etc. as identified in the PWS.

Is there a preferred technology stack or are we allowed to propose alternative solutions that align with the project's objectives?

The Government requires use of the DAF 365 Environment and PowerBI, as identified in Performance Work Statement para 2.8 and Appendix C Labor Qualifications.

Could you detail the current systems in place that this project will need to integrate with, including any known compatibility issues or constraints?

SAF/FM utilizes many data sources to include, but not limited to, QART, Advana, FM systems (entitlement, disbursing, accounting) and FM document management and retrieval systems. The exact FM systems change based on DAF utilization requirements.

Are there any legacy systems that will be phased out, and if so, what is the timeline for their decommissioning?

System phase-out timelines currently unknown.

What specific data security standards and compliance requirements must be adhered to in the execution of this contract?

See PWS Security Instructions para. 4.5.2, 4.5.7, 4.7, 4.8, and 4.12.1.

Are there any agency-specific security protocols beyond standard federal regulations that we should be aware of?

No

Who are the primary stakeholders involved in this project, and what is the expected level of engagement from each?

SAF/FM and all DAF Major Command/Field Command/Direct Reporting Unit/Field Operating Agency/Air Force Installation and Mission Support Center Financial Management Quality Assurance Managers, frequent engagement as outlined in the PWS.

Is there an existing change management process in place, or will the contractor be responsible for developing and implementing a strategy?

This process exists and requires annual review IAW PWS para.

2.7.2.3.

Can you specify the performance metrics that will be used to evaluate the success of the project?

See PWS Appendix B Services Summary

What is the preferred format and frequency for performance reporting?

See PWS Appendix B Services Summary

Are there any specific qualifications or certifications required for personnel assigned to this project?

See PWS Appendix C Labor Qualifications

How much on-site presence is required, and are there any provisions for remote work?

See PWS para. 4.1.

Can you provide details on the existing IT infrastructure and any planned upgrades that may impact on this project?

The Government requires use of the DAF 365 Environment and PowerBI, as identified in Performance Work Statement para 2.8 and Appendix C Labor Qualifications. SAF/FM also utilizes many data sources to include, but not limited to, QART, Advana, FM systems (entitlement, disbursing, accounting) and FM document management and retrieval systems. The exact FM systems change based on DAF utilization requirements.

Are there any specific tools or platforms that the agency prefers for project management, collaboration, and communication?

The Government requires use of the DAF 365 Environment and PowerBI, as identified in Performance Work Statement para 2.8 and Appendix C Labor Qualifications.

Within the instructions, the government states the Technical Capability Volume is 10 pages max, 11 point font max. Can the government confirm that 12-point font is acceptable? Also, can tables use 10-point font?

Where the Instructions to Offerors states "11 point font max", this is a typo that was intended to say "11 point font min". In the interests of fairness, this document has been amended to remove the font size requirement.

Within Appendix C: Labor Qualifications, the government states that all personnel proposed must have at least a secret clearance prior to the contract start date. Would the government amend this language to allow proposed personnel to be eligible to obtain a secret clearance prior to the contract start date?

The language in PWS para. 1.1.1. is now amended to reflect, "Be able to obtain a Secret level security clearance within a reasonable timeframe after contract award."

For the past performance volume, is it acceptable to use 10-point font for tables and 12 point font for narrative text?

Confirmed, this is acceptable, as the Past Performance Volume does not specify font size restrictions.