Q__As Governance_djw.docx

Questions / Responses AFMS Governance and Trusted Heroes

Q1) Is this new work or incumbered work?

Response: This is a new requirement.

Q2) Is there an incumbent contractor?

a. What is the contractor's name?

b. What is the contract value?

c. What is the contract #?

d. What is the contratc award date and expiration date?

e. I an incumbent exists, will there be a transition period, and what transition support will be available?

Response: This is a new requirement and, therefore, does not have an incumbent or past contract number.

Q3) Does the existing contract have part-time personnel, if so, how many?

Response: Not applicable, this is a new requirement.

Q4) When does the government expect to award the contract?

Response: The awarded contracted must be in place by 15 August 2025.

Q5) The documents provided by the government does not list a maximum or minimum number of pages for the contractor's submission nor does the documentation provide specifics on document submission values such as volume breakout, font, pitch, margins, etc. Can government clarify submission document format?

Response: Responses to solicitation should be provided within ten (10), single-sided, single-spaced pages. The font for text should be Times New Roman 12-point or larger. The file type can be Word or PDF. There is no preference as to combined or separate files for volume or section.

Q6) The actual contract value vs. SAT is not explicitly stated in the solicitation. Does government expect quotes to exceed the simplified acquisition threshold and will those RFQs above the SAT be accepted?

Response: The government does not provide actual contract value, this is based on the vendor(s) submitting the Price Schedule based on pricing of your company to do the work in accordance with the PWS.

Q7) Government documents do not list a specific CMMC level. It states, "The Contractor shall have a current (i.e. not older than 3 years) CMMC certificate at the CMMC level required by this contract". Is there a specific CMMC level required for this work and if yes, what level does the government require?

Response: A CMMC certification level is not required for this specific contract as it will not require the contractor (or subcontractors at any tier) to process, store, or transmit only Federal Contract Information (FCI) or Controlled Unclassified Information (CUI) on a contractor-owned information system.

Q8) The solicitation states evaluation will be based on "technical acceptability" and "responsibility." Can you provide more detailed evaluation criteria and the relative importance of price vs. non-price factors?

Response: The capability and responsibility statement will be evaluated in accordance with the PWS to determine if technically acceptable or not technically acceptable. Once vendors have been determined technically acceptable, then price will be compared.

Q9) Are CMMC certification costs (initial assessment, certification, and maintenance) considered contractor costs and embedded in pricing or will the government reimburse these expenses?

Response: A CMMC certification level is not required for this specific contract as it will not require the contractor (or subcontractors at any tier) to process, store, or transmit only Federal Contract Information (FCI) or Controlled Unclassified Information (CUI) on a contractor-owned information system.

Q10) Can you provide additional details about the current AFMS Governance framework structure, meeting frequencies, and existing processes that the contractor will be supporting?

Response: AFMS Governance involves multiple recurring meetings that occur on a weekly to monthly basis to senior medical leaders. Typical processes include scheduling meetings, recording of minutes, coordinating with multiple agencies to compile briefings, tracking of open/closed items, and updating internal sharepoint repositories. Additional processes/duties are found in the PWS.

Q11) The PWS requires T3 clearance but states work must begin within 15 days of contract start. If awarded personnel do not currently hold T3 clearances, will the government provide a grace period for clearance processing, or must all personnel have active clearances at contract award?

Response: Yes, a grace period will be approved.

Q12) Will contractor personnel be provided government workspace at DHHQ, or must the contractor provide workspace near the government facility? If government workspace is provided, what security level workspace will be available?

Response: Government workspace will be provided at DHHQ.

Q13) PWS Section 2.6 states "No travel requirements," but PWS Section 3.1.1.21 mentions attending "conferences, seminars, and working groups" that "routinely include MAJCOM and other DoD agency participation." Please clarify if travel is required and, if so, the estimated frequency and locations. If travel is expected should offerers inlcude a CLIN for travel or include travel expenses in the pricing sheet as written?

Response: No travel is expected away from the National Capital Region. There may be "conferences, seminars, and working groups" that "routinely include MAJCOM and other DoD agency participation" that occur at DHHQ that the individual may participate in.

Q14) Approximately how many Trusted Care Heroes nominations are processed annually, and what is the typical timeline for each nomination from receipt to recognition?

Response: Approximately 450 nominations; about 45 days.

Q15) Are any positions considered "Key Personnel" requiring government approval for substitution? If so, which positions?

Response: No Q16) Will the government consider sponsoring the Secret Facility Clearance?

Response: No, the Government will not sponsor the Facility Security Clearance, and it is the responsibility of the vendor to have that in place prior to award.

Q17) For the proposal, please confirm that there should be two volumes in our proposal, (1) Technical, and (2) Price.

Response: Yes, technical and price; however, past performance can be included.

Q18) What is the wage determination Reference # for this contract performance?

Response: Servicer Contract Act WD # 2015-4281, Rev 34, published date 7 July 2025 Q19) Does EO 14026 apply to this contract performance?

Response: Yes, unless specifically rescinded by a subsequent EO or public law.

Q20) Does EO 13658 apply to this contract performance?

Response: Yes, unless specifically rescinded by a subsequent EO or public law.

Q21) Confirm there are only two FTE's required for this contract.

Response: confirmed Q22) Please provide the Wage Determination classification for the two FTEs that will be employed under this contract performance?

Response: Administrative Assistant Q23) Is there an incumbent in place? Can you provide the contract #?

Response: This is a new requirement and no incumbent in place nor contract number.

Q24) What is requested to be included in the Technical proposal?

Response: This is your capability statement that is required.

Q25) Do you require resumes of the FTEs to be included in our proposal?

Response: No, resumes should not be included within your proposal.

Q22) What is the process or policy if authorized to work from alternate location? Will the Government provide GFE for these down days?

Response: The government will provide a laptop to each contractor for normal work. This GFE may be utilized if authorized to work from an alternate location.

Q23) Are contractors required to be on-site for the entirety of the normal duty hours established in 2.8 totaling 45 hours a week? Due to FFP contract type, confirmation is being requested. Confirm the Government is unable to require duty hours outside of the hours established in this section.

Response: Confirmed.

Q24) Confirm the Government is unable to require duty hours outside of the hours established in this section Response: Confirmed.

Q25) Are there any training needs to be completed before starting on-site?

Response: No.

Q26) Can the Government please provide the indoc days and/or schedule of indocs to help response timelines.

Response: It is unknown what is meant by the term “indoc days.”

Q27) Section states, "The Contractor shall have a current (i.e. not older than 3 years) CMMC certificate at the CMMC level required by this contract and maintain the CMMC certificate at the required level for the duration of the contract." Can the Government please advise what this level is?

Response: A CMMC certification level is not required for this specific contract as it will not require the contractor (or subcontractors at any tier) to process, store, or transmit only Federal Contract Information (FCI) or Controlled Unclassified Information (CUI) on a contractor-owned information system.

Q28) Will the Government please ensure that offerors will have at least two business days to submit our final proposal responses after receiving the completed Q&As?

Response: The government will allow two calendar days to submit final proposals once Q&As have been posted.

Q29) PWS states telecommuting is not authorized due to classified information. Can the Government please verify if there's any flexibility to telecommute for non-classified tasks?

Response: Telecommuting may be authorized on a temporary, non-permanent, non-recurring basis but this will generally be an exception. The expectation is that the contractors are in-person.

Q30) Please clarify the expected volume and type of administrative products (e.g., communication products, recognition packages, monthly reports) required monthly?

Response: The number of administrative products will vary month to month and depend on the degree of categorization/count specificity.

Q31) Will the Government consider allowing additional years of experience as a substitution for the associate degree requirment? Industry standard is 2 additional years of experience.

Response: Yes, it will be considered.

Q32) FAR 52.217-8 Can the Government please confirm if price esclation or market adjustments are allowable beyond year 2 rates, particularly given inflation and market changes?

Response: Since the government does not use 52.217-8 unless absolutely necessary, the rate will be for the prior year to when the -8 would be exercised.

Q33) The Provision of DFARs 252.225-7056 Prohibition on Contracting with Persons that have Business Operations with the Maduro Regime. Can the Government confirm their interpretation and application regarding business operations with the Maduro Regime?

Response: Amending Provisions and Clauses to remove the reference to DFARs 252.225-7056.

Q34) The Government interchanges between calendar days and business days. Can the Government please clarify that this is their intent?

Response: There are references to calendar days and business days, depending on the situation within the document, as within the PWS.

Q35) Attachement 3 states, "Addendum to FAR 52.212-1(c), Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation."

Solicitation document states, "7. Period of Acceptance of Quotes: The Vendor agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of offers."

Can the Government please confirm the period of acceptance for our quote?

Response: The government will amend the solicitation statement to read under Section 7. Period of Acceptance of Quote: …30 calendar days… Q36) Many requirements in the PWS section 3.1 imply occassional local or regional travel (attend conferences, seminars, etc.). Please reconfirm explicitly that no travel including local or regional trips is anticipated or required throughout the contract period. If travel is anticipated, please update all travel language and add a travel CLIN to the pricing document.

Response: No travel is expected away from the National Capital Region. There may be "conferences, seminars, and working groups" that "routinely include MAJCOM and other DoD agency participation" that occur at DHHQ that the individual may participate in.

Q37) What are the Government instructions, approvals, and turn around times for the deliverables on this contract? How long will the Government have to accept or deny a deliverable before the Contractor can assume it is accepted?

Response: It is generally expected that products will be turned within 72 business hours for Governance related items. Awards recognition involves recurring monthly deadlines.

Q38) Will the customer consider adding a partial project manager position given how many monthly and annual reports are due, along with quarterly meetings, and requirements on being available within 24 hours at any time the customer demands?

Response: No, this will not be considered.

Q39) When does the Government anticipate providing the DD254?

Response: The completed signed DD254 will be provided at time of award.

Q40) Can the Government please clarify the proposal format? Please confirm required font size, margins, page count limitations (if any), file type (PDF, Word), and preferred file submission method (e.g., single combined file or separate files by volume or section).

Response: Responses to solicitation should be provided within ten (10), single-sided, single-spaced pages. The font for text should be Times New Roman 12-point or larger. The file type can be Word or PDF. There is no preference as to combined or separate files for volume or section.

Q41) Required Proposal Sections: Please clearly identify all documents, sections, and information we must submit (e.g., resumes, management plan, quality control plan, past performance, financial capability, etc.).

Response: Please provide the information for your company in a capability statement to include management plan, quality control plan, past performance, financial capability, etc.; however, resumes are not included.

Q42) Evaluation Methodology: Please specify exactly how technical acceptability will be evaluated (e.g., evaluation factors and sub-factors, evaluation methodology, minimum experience or qualifications required).

Response: The capability and responsibility statement will be evaluated in accordance with the PWS to determine if technically acceptable or not technically acceptable. Once vendors have been determined technically acceptable, then price will be compared.

Q43) Compliance Check: Please clarify any compliance checklist, responsiveness checklist, or standards you will apply to determine administrative responsiveness or rejection criteria.

Response: It is generally expected that products will be turned within 72 business hours for Governance related items. Awards recognition involves recurring monthly deadlines.

Q44) Can the Government please clarify explicitly whether the evaluation approach is pure LPTA or if any subjective best-value tradeoff could occur?

Response: The evaluation approach is based on the technical evaluation of all capability statements to determine if technically acceptable or non-acceptable in accordance to the PWS, and price will then be evaluated against those technically acceptable.

Q45) For this section, please clarify the frequency/timeframe for measurement (monthly, quarterly) and please allow for deadline adjustments mutually agreed upon due to external factors outside of contractor control (e.g., government delay in input).

Response: It is generally expected that products will be turned within 72 business hours for Governance related items. Awards recognition involves recurring monthly deadlines.

Q46) Are there incumbents currently providing support for this effort? If so, who is the incumbent contractor?

Response: There is no incumbent, since this is a new requirement.

Q47) We explicitly request inclusion of a “cure period” (e.g., 2–5 business days) to address deficiencies prior to final classification as failed standard.

Response: A notice would be sent out to the vendor and adequate time is allowed to respond.

Q48) Please clarify precisely how customer feedback will be collected, documented, measured, and validated (e.g., surveys, formal reviews, written records).

Response: If any feedback is required from a vendor; however, the government is not conducting surveys, formal reviews or written records for this requirement.

Q49) We request that informal customer comments not be solely relied upon without documented verification and chance to respond.

Response: The government will consider comments.

Q50) The availability for meetings at 98% is a very risky threshold for such a small contract where one staff absence becomes an immediate performance failure. We request clarification on the measurement frequency and how availability is tracked. We also request allowance or adjustments for absences due to illness, emergencies, or leave.

Response: Illness, emergencies, or leave are not considered a performance failure. Outside of these events, the contractor should be present for meetings (all are scheduled well in advance).

Q51) Please confirm explicitly whether the Service Contract Act (FAR 52.222-41) applies to this contract. If SCA is applicable, please provide the appropriate Department of Labor Wage Determination for the service location (Virginia).

If SCA does NOT apply, please confirm explicitly that this contract has been formally evaluated as exempt by the Contracting Officer and provide supporting rationale or documentation.

Response: Service Contract Act WD # 2015-4281, Rev 34, dated 8 July 2025; classification: Administrative Assistant Q52) Please confirm the specific frequency (monthly/biweekly) of invoicing submissions through WAWF, government review and acceptance timeline, and payment terms (e.g., Net 30). Additionally, clarify who the specific approving authority for invoices will be.”

Response: Invoicing submissions should occur monthly through WAWF. Government review and acceptance occurs within required timelines. The approval authority for invoices will be the government employee working in the same section as the contractors.

Q53) Please explicitly confirm whether overtime, surge support, or after-hours activities are anticipated or allowable under this contract. If required, clarify how overtime or after-hours support will be approved and compensated.”

Response: This is not anticipated.

Q54) Please clarify explicitly if any operational adjustments (such as temporary telework authorizations, schedule changes, or remote-work allowances) are permissible if COVID-19 or similar health-related issues arise during contract performance.

Response: Operational adjustments will be handled on a case-by-case basis and supported to the greatest extent possible.

Q55) Clarify explicitly the procedures, required notice period, conditions, and due-process provisions for the government-directed removal or replacement of contractor personnel.

Response: The contracting officer representative within the assigned duty section will contact the contracting officer (within the 773 ESS). The contracting officer will contact the appropriate person within the respective company to bring any government concerns and/or feedback forward.

Q56) Confirm contractor responsibilities explicitly regarding support during Continuity of Operations (COOP) scenarios, including expectation of personnel availability, remote work permissions, or emergency staffing expectations.

Response: Remote work may be authorized on a temporary, non-permanent, non-recurring basis but this will generally be an exception. The expectation is that the contractors are in-person. In the event of an alien invasion, global health event, extreme weather event, or other COOP-like scenario, the situation will be evaluated.

Q57) Section states, "The Government will host a post-award meeting with the Contractor within 10 business days after contract award." and previous section states that all positions are to be filled 100% within certain timeframe from contract PoP. Please confirm when the PoP will begin. We strongly recommend no actions take place or requirement timelines begin prior to this post award meeting.

Response: The start of this requirement is 15 August 2025, and the 10 business days after contract award is based on introducing the awarded company with the Contract Representative Officer (COR), Contracting to include Contracting Officer and Contract Specialist, and other vital point of contacts to review contract and any other documents that the awarded vendor may need clarification or has questions.

Q58) Please clarify explicitly the ownership of documents, templates, training materials, or other products developed by the contractor during contract execution, including data rights or IP issues.

Response: Products will remain government property.

Q59) Confirm explicitly whether a formal Transition-In or Phase-In period will be provided or required upon award, including duration and any associated requirements.

Response: Upon award and the start of work, contractors will have a period of time to complete required training (computer based) as well as “inprocessing” (obtain a common access card, computer, network access, etc). It is generally expected that this will only take 5-7 business days.