Attachment 9_ Question and Answers_Draft RFP.pdf

Attachment 9 Enterprise-Wide Administrative Support Services Contract

Draft Solicitation H98210-20-R-0008

Feedback and Questions/Answers

The draft solicitation documents have gone through significant revisions, including the IDIQ

Performance Work Statement. Offerors should carefully review the Final Solicitation documents and all attachments.

Q1. Is this an existing contract?

A1: This is a new requirement with a consolidation of two existing DHRA 8(a) contracts which currently provide administrative support to DHRA components.

Q2. Who is the incumbent?

A2: See A1. The incumbent information on the two existing 8(a) contracts are as follows:

Contract #: H98210-18-C-0011, incumbent contractor is Clason Point Partners.

Contract #: H98210-17-C-0007, incumbent contractor is Contract Solutions, Inc.

Q3. If this is a new contract, it appears there are several different types of offerings under this future solicitation. If so, can you reference the current contracts in place, with incumbents, providing this support?

A3: See A2. Additionally, the Performance Work Statement (PWS) issued with the final solicitation has been revised extensively.

Q4. What is the # of individual/contractors in place currently, who are supporting the various roles referred to in the solicitation?

A4: See A1 and A2.

Q5. What is the current contract value?

A5: There is no current contract value because this is a new requirement.

The current estimated value on the two contracts consolidated in this requirement are:

H98210-18-C-0011: $3,993,333.96 H98210-17-C-0007; $2,305,980.80

Q6. What is the expected contract value under this pre-solicitation as it is written?

A6: The Independent Government Cost Estimate is for Government purposes only.

Q7. Is DHRA expecting to award this contract to one prime or multiple awardees?

A7: The Government will award a single IDIQ contract.

Q8. Would DHRA consider providing a list of the specific labor categories to handle this contract so we are clear of DHRA’s expectation of the type of individuals to provide?

A8: Please see Final RFP Attachment 1_Pricing Table, Labor Category Descriptions Tab.

Q9. What is the % of this contract that are administrative support services, including office assistant and reception support?

A9: The PWS has been significantly revised. As a result, this requirement is for administrative support services.

Q10. What is the % of this contract that are IT Management Support Services?

A10: IT Management Support services are not included in this requirement.

Q11. What is the % of this contract that are Meeting Support Services?

A11: See A9.

Q12. What is the % of this contract that are Supply Support?

A12: See A9.

Q13. What is the % of this contract that are Training Support?

A13: See A9.

Q14. Does this contract require the Prime to hold a Facility Clearance?

A14: Yes, the Prime (and subcontractors as applicable) will be required to have a Secret Facility Clearance. See the final solicitation documents for specific requirements.

Q15. Under 3.1, there is reference to the Contractor shall provide “materials”. What type of materials is the offeror expected to provide as part of this solicitation?

A15: There are no materials required to provide the on-site support. The final PWS paragraph 3.1 has been revised.

Q16. Under 4.1.1, is the Project Manager required to work onsite at DHRA in Alexandria or will the work at the awardees location making visits to various DHRA work sites as needed?

A16: The Contract Project Manager is required to perform on-site at Alexandria, VA (Mark Center) to provide on-site Project Management oversight and other tasks described in the final PWS.

Additionally, task orders under this contract may require an on-site Project Manager at other locations.

Q17. Same section: when the term “advanced” experience working with DoD is used, can you elaborate on the level of experience you require?

A17: Paragraph 4.1.1 has been revised in the final PWS. The term “advanced” has been removed from the final IDIQ PWS 4.1.1.

Q18. If the expectation is for the main PM to travel to different sites, as required, what is the expected amount of travel required? Since this is a line item for pricing, can we have an estimate of what DHRA expects?

A18: Any travel required will be in accordance with the PWS paragraph 7.0 and the resultant task order. Travel will be a not-to exceed (NTE) amount. As a result, offerors will not be required to provide a price in the price proposal submission.

Q19. Under 4.2.3, does DHRA see Information Management Support as a separate requirement within this contract or will these tasks be part of an administrative support role SOW?

A19: The Information Management support is a PWS task requirement under the IDIQ PWS.

This task may be on future task order.

Q20. Under 4.2.4 for Meeting Support, this is a typical administrative task which could be included under an administrative assistants SOW versus making it a separate RFP section.

A20: Due to the extensive revisions in the PWS, this Section has been revised.

Q21. Under 4.2.5 for Supply Support, this is a typical administrative task which could be included under an administrative assistants SOW versus making it a separate RFP section.

A21: Due to the extensive revisions in the PWS, this Section has been revised.

Q22. Under 4.2.6 for Training Support, is the expectation to put this under an administrative support SOW or is DHRA asking offerors to design and present trainings?

A22: The tasks for Training Support have been revised.

Q23. Under 4.2.6 for Training Support, is the awardee expected to design and deliver the trainings?

A23: No, the tasks for Training Support have been revised.

Q24. Under 4.3.4 for Organizations Support, is the expectation for offerors to design the materials for the committee, working and focus group events?

A24: No the expectation is to provide administrative support. Please see the revised PWS.

Q25. Section 4.3.4.3 and 4.3.4.5 are vague in the expectation under this contract for “support of all phases of organizational planning, etc. and facilitating multiple concurrent research studies, etc. We typically see this type of work under a separate contract with a NAICS code of 611430 for Professional & Management Development Training.

A25: Please see the revised PWS as these sections are removed.

Q26. Section 4.4-Provide Communities of Practice Support – is this a separate requirement or will it be under an administrative support labor category? Are you looking to industry to provide the recommendations for labor categories?

A26: Please see the revised PWS as these sections are removed.

Q27. Section 4.5-Provide Project Execution Support - is this a separate requirement or will it be under an administrative support labor category? Are you looking to industry to provide the recommendations for labor categories?

A27: Please see the revised PWS. In accordance with the Solicitation, offerors will have an opportunity to provide proposed labor categories.

Q28. Section 4.6-Security Administration Support - is this a separate requirement or will it be under an administrative support labor category? Are you looking to industry to provide the recommendations for labor categories?

A28: Tasks under Security Administration Support are administrative in nature. In accordance with the Solicitation, offerors will have an opportunity to provide proposed labor categories.

Q29. Section 4.7-Human Capital Management Support would have several labor categories based on the level of experience required. Possible labor categories can range from HR Assistants, HR Generalists, HR Management Support. Can DHRA provide more insight on the level of employees required?

A29: Tasks under Human Capital Management Support are administrative in nature. In accordance with the Solicitation, offerors will have an opportunity to provide proposed labor categories.

Q30. Section 4.8-Provide Travel Management Support; is this a separate requirement or will it be under an administrative support labor category? Are you looking to industry to provide the recommendations for labor categories?

A30: Travel Management Support section is revised in the PWS. In accordance with the Solicitation, offerors will have an opportunity to provide proposed labor categories.

Q31. Section 4.9-Provide Conference Facility Support; is this a separate requirement or will it be under an administrative support labor category? Are you looking to industry to provide the recommendations for labor categories?

A31: Tasks under Conference Facility Support are administrative in nature. In accordance with the Solicitation, offerors will have an opportunity to provide proposed labor categories.

Q32. Sections 4.10 – 4.17 are show more detailed requirements. Is the expectation for the offeror to provide these services under the contract or to provide administrative support to work within the various departments under these categories? The IT related sections could be under a separate IT contract. Or is DHRA looking for one Prime to have teaming partners who can offer various areas of expertise.

A32: Due to the extensive revisions in the PWS, this Section has been revised.

Q33. Under Section 7.0 for Contractor Travel – which labor categories under this contract will be expected to travel? Can DHRA provide an estimate of the number of trips expected and how many of our employees will be expected to travel over the course of one year?

A33: See A18. Travel Requirements are primarily for the project manager

Q34. Is this existing work or new work? If existing, what contract(s) does this opportunity encompass?

A34: See A1 and A2

Q35. Is this a single or multiple award IDIQ contract? If multiple award, can new vendors be added over the course of the contract?

A35: See A7

Q36. How does the government intend to manage 8(a) graduation during the period of performance?

A36: 8(a) Small Business Program rules govern.

Q37. How does the government intend to account for the 8(a) percentage, i.e. is it 51% to 8(a) over the entire contract or does each task order need to be 51% to an 8(a)? Also, do 8(a) subcontractors count toward the 51% to an 8(a)?

A37: FAR clause 52.219-14 Limitations on Subcontracting will apply to this requirement.

Q38. The PWS states that requirements for task orders awarded under this contract may include one, some, or all of the requirements listed in paragraph 4.0. To what level will the requirements be broken down, i.e. would the lowest breakdown of requirements be at the 4.X level (e.g. 4.3 Provide High-Level Administrative Support), the 4.X.Y level (e.g. 4.3.3 Executive Assistant and/or Executive Office Support Services), or the 4.X.Y.Z level (e.g. 4.3.3.1 Track and manage senior staff schedules)?

A38: The PWS for each task order will identify the task requirements and any sub task requirements.

Q39. FAR, subpart 7.5.03 Policy (c) provides a list of examples of functions that are inherently.

Number 20 in that list includes the drafting of Congressional testimony or congressional correspondence. PWS 4.3.2.13 “Assist in preparing and review responses to Congressional and White House inquiries in the format provided by the Government. Assist in preparing and review Congressional testimony and speeches.” Can the government please elaborate on the type of assistance needed in preparing these responses and testimony that does not involve drafting language?

A39: Due to the extensive revisions in the PWS, this Section has been removed.

Q40. Our experience in drafting legislative reports (4.3.2.11) and responding to short-fused information requests from DoD leadership (4.3.4.5) require flexibility to support remotely on evenings, weekends, and when the government is closed for inclement weather. Is the Shutdown/Inclement Weather no telework guidance (13.1) for all positions, or just for those positions that can only be accomplished at government sites such as Reception Support (4.2.2)?

A40: Due to the extensive revisions in the PWS, this Section has been revised.

Q41. We believe the NAICS code of 541611 totally appropriate but we believe the business size standard should be reduced to $7.5 million

A41: The Small Business Administration sets the business size standard.

Q42. To ensure that selected contractor has the quality centric corporate infrastructure, processes and procedures needed to ensure the level of service required by DHRA, we would recommend requiring evidence of an ISO 9001:2015 certified quality management system.

A42: Noted. Offerors are free to propose a quality management system based on their approach to these services.

Q43. To best support DHRA’s wide range of missions, we recommend that the selected contractor have the capability to staff personnel at the various levels of DoD Security Clearance, up to Secret

A43: Facility and Personnel clearance requirements are provided in the Solicitation.

Q44. To ensure that selected contractor has the capability to meet the staffing requirement, we would recommend that responding companies be required to demonstrate their ability to provide required staff by providing commitments of all key personnel.

A44: The PWS does not identify any key personnel.

Q45. 13.5 Personnel Qualifications. The Contractor shall provide qualified personnel that meet or exceed the stated Knowledge, Skills, and Abilities (KSA) and education qualification requirements in the offeror’s proposal which was considered as an evaluation factor relevant to the award decision and incorporated into the resulting award. The Contractor shall submit resumes for all new employees for review (not for approval, as it is the Contractor’s responsibility to provide qualified personnel). The resumes that fail to meet the requirements for the position will be documented as a performance discrepancy.

Suggestion: Based on our experience we suggest that representative resumes be requested in the proposal rather than specific resumes. This is an opportunity for the bidders to highlight their understanding of the requirement and talent pool based on current market conditions. The contractor will need to know which positions are incumbent and it would be unduly restrictive to ask offerors to provide resumes without access to incumbent personnel.

A45: The PWS Section for Personnel Qualifications has been revised and resumes are not required.

Q46. We strongly endorse the decision to employ a best value method of evaluation and the factors and order specified.

A46: The solicitation employs a best value method of evaluation.

Q47. Will the government want regular Program Management Review meetings? If so, at what intervals?

A47: See final PWS paragraph4.1.13. Due to the extensive revisions in the PWS, see final PWS.

Q48. Will employees be traveling solely CONUS or is there a possibility of OCONUS traveling?

A48: Travel is solely CONUS.

Q49. Personnel must have full working knowledge and be proficient in the use of all applications in the Microsoft Office Suite (currently 2013 and 2016) (include Access, Project, Excel, Visio, and PowerPoint) and SPARX, Service Now (a customizable COTS, will be implemented across DHRA over time and the admin team will be required to support process management and workflows through that system). They must have working knowledge of SharePoint (currently 2013) and have the skills and ability to research data sources using the worldwide web (WWW).

Q49a: Could you please elaborate on the SPARX system?

A49: Due to the extensive revisions in the PWS, this section has been revised. See final solicitation.

Q50. Suggestion: In order to best respond to our ability to provide qualified personnel, please provide the varying levels of education and experience required. Please provide enough detail so that vendors can provide qualified candidates and corresponding rates for support. In some instances, we have seen different levels under each functional area, from entry to expert with varying levels of education and experience.

Suggestion: 4.0 Requirements. Please provide the different layers of education and experience as they map to the support requirements in 4.0. Basically, what education and experience does the government want for each position in each office?

A50: See RFP Attachment 1, IDIQ Pricing table, for labor descriptions.

Q51. Please provide a more detailed level of support required at each location. Consider a table showing locations and LOS required for each position in each location. Please ensure that each office is indicating the level of support required.

A51: See RFP Attachment 7, Historical Information. Additionally, the first task order PWS (RFP Attachment 2) has the locations listed by the PWS task.

Q52. Will the task orders be from each separate center/office or will they be combined into a single TO encompassing all offices?

A52: See RFP Attachment 7, Historical Information. Each task order will be component specific;

the first task order is for Defense Manpower Data Center (DMDC) and the second task order is anticipated to include the Defense Enterprise Operations Center (DEOC, Headquarters DHRA, Diversity Management Operations Center (DMOC), and Defense Travel Management Office (DTMO).

Q53. Is there an incumbent contract for this effort providing similar support?

A53: See A1 and A2.

Q54. If there is an incumbent contract, can you please provide the contract number?

A54: See A1 and A2.

Q55. Can you please provide the number of hours or FTE anticipated for a potential solicitation?

A55: See RFP Attachment 7, Historical Information.

Q56. Referring to Page 43 of the 99-page Draft RFP, Section 3.0: this states that no electronic submissions will be accepted. We respectfully request that DHRA reconsiders this requirement and instruction. Hard copy productions and submittals are costly to small businesses whereas submittals via email allow more time to craft a compelling and compliant response and are very easily and securely transmitted.

A56: See final solicitation, at this time, no electronic submissions will be accepted at this time. If the Government changes this requirement, it would be done through an amendment to the solicitation posted to beta.sam.gov.

Q57. We recommend clarifying what Labor Categories (LCATS) will be considered key personnel or whether contractors are to propose those LCATS that will be considered key personnel.

A57: The PWS does not identify any key personnel. In accordance with the Solicitation, offerors are required to propose labor categories.

Q58. Want to confirm that this is a new requirement?

A58: See A1.

Q59. Will this be released via BETA SAM and what the timeline of the RFP is?

A59: Yes, see the final solicitation.

Q60. Is there an approximate $ value if an RFP is to come to fruition?

A60: The Independent Government Cost Estimate is for Government purposes only. See solicitation Addendum to FAR clause 52.212-1 - Instructions to Offerors for Factor 3 – Price Proposal, Basic Contract Price.

Q61. Provide the incumbent contract information for the H9821020R0008 notice.

A61: Q3

Q62. In paragraph 4.4.1, the contractor will provide support for the CoPs in tasks orders under this IDIQ and will be responsible for assisting with drafting and reviewing of policy and procedural documentation.

Will this cause a conflict of interest if the contractor develops policy and documentation when responding to task orders under this IDIQ?

A62: Due to the extensive revisions in the PWS, this task has been removed.

Q63. Please consider including the process for notifying the Contractor about future or additional locations, in the absence of knowing when and if this will occur during the first year of the contract. This will impact the planning, pricing, and deployment of staff to quickly and efficiently deliver services for DHRA. In addition, consider including what, if any, conditions or requirements may change as the result of the additional location(s).

A63: See final PWS paragraph 4.13. See also RFP Attachment 7, Historical Information.

Q64. While the Contractor can provide the personnel and management referenced, please provide clarification on whether materials include copy paper used, onsite, during the daily course of activities.

This is a potential conflict with Section 9.0 – Government Furnished Property and Equipment, page 35, i.e. consumable office supplies.

A64: See A15. The Government will provide all copy paper for this onsite support.

Q65. 4.1.8. The contractor shall recommend website and data base programming modifications to increase workflow efficiencies.

Would the Contractor be responsible for purchasing or securing the proposed website or database software for government staff to use, or are the potential recommended purchases for the Contractor’s team use only (items not expressly listed on page 35, under Section 9.0 – Government Furnished Property and Equipment)?

A65: Due to the extensive revisions in the PWS, this section has been revised and this task has been removed.

Q66. Subsection 4.2.3.9 (Page 10), print business cards using the template provided

Will the Contractor be responsible for providing the printer, cartridges, copy paper, and other associated items, or are these supplies already available in the office (items not expressly listed on page 35, Section

9.0 – Government Furnished Property and Equipment)?

A66: See A15 and A64.

Q67. Subsection 4.2.3.14 (Page 10), mailing documents

Will the Contractor be responsible for purchasing postage (items not expressly listed on page 35, Section

9.0 – Government Furnished Property and Equipment)? If so, the resulting RFP should provide estimates for the number and weight of parcels that need to be mailed, so that the respondent can accurately price the necessary postage.

A67: No

Q68. 4.17. Provide Project and Customer Support.

The contractor shall provide project and customer support as requested in task orders issued under this ID/IQ contract, including but not limited to:

A68: Due to the extensive revision in the PWS, this Section has been revised.

Q69. 4.22 SURGE CAPABILITY, page 28 The contractor shall have the ability to surge on requirements listed in 4.2-4.3 of the Performance Work Statement for up to 22% of the contract value in support of changes within the DHRA enterprise to include but not limited to the edition of a new component. When surge is required, the Contracting Officer will request a proposal and a modification will be processed. Some examples of surge requirements are listed below, but are not all-inclusive. (TDB)

A69: Due to the extensive revision in the PWS, this Section has been revised. See final PWS and solicitation.

Q70. Clarification Needed: In sentence 1, is the Agency referencing a new type (currently listed as edition in the draft PWS), or the potential inclusion of a new component, i.e. addition?

A70: Potential inclusion of a new DHRA component that is not currently a part of the DHRA Enterprise.

Q71. Could the Government provide a draft copy of Attachment 2, PWS for First Task Order, Attachment 3 Past Performance Questionnaire, and Attachment 4 Pricing Sheet (TBD)?

A71. See final solicitation and all attachments.

Q72. PWS Section 8.2 and Evaluation Subfactor 4 - the Contracting Company must possess or obtain a facility security clearance at the level of Secret prior to contract award date. We do not currently have a contract that requires an FCL.

72a. Is the government willing to modify the language to say “the Contracting Company must possess or obtain a facility clearance at the level of Secret after contract award date?

A72a: No, due to the clearance requirements for this acquisition, all prospective offerors shall possess an Active Facility Clearance at the Secret level at (Phase I) proposal submission. See final PWS section 8.0 and the final solicitation.

72b. Is the Government willing to sponsor the Contracting Company in order to comply with this requirement?

A72b: No, due to the clearance requirements for this acquisition, an Active Facility Clearance at the Secret level is required at proposal submission.

Q73. Is there an incumbent contract for this effort providing similar support?

A73: See A1 and A2.

Q74. If there is an incumbent contract, can you please provide the contract number?

A74: See A1 and A2.

Q75. Can you please provide the number of hours or FTE anticipated for a potential subsequent solicitation?

A75: See RFP Attachment 7, Historical Information for historical information on task orders. See also the final solicitation for Basic Contract price and ceiling information.

Q76. How many staff the agency need to fill the requirements of the solicitation?

A76: The Government is not hiring Staff. We are procuring contractor support for the services required in the PWS. See A75.

Q77. How many hours will the staff be working?

A77: Hours will vary; there will be specific front desk support requirements for many locations;

examples are 0700-1700 and 0730-1700.

Q78. What labor category does the agency prefer the contractor to supply?

A78: In accordance with the Solicitation, offerors are required to propose labor categories. See RFP Attachment 1, IDIQ Pricing table, for labor descriptions.

Q79. Is this a new requirement?

A79: See A1.

Q80. Who is the incumbent?

A80: See A2.

Q81. Section 3.2 states that all personnel must have full working knowledge of SPARX, will the government provide training for this service to all incoming Contractors?

A81: Due to the extensive revisions in the PWS, this section has been revised.

Q82. For consistency purposes across all vendors, can the government provide LCAT names and associated descriptions for this effort?

A82: See A78.

Q83. Additionally, can the government provide a pricing worksheet to minimize to use of industry developed pricing sheet which may cause inconsistencies during the evaluation process

A83: See final solicitation Attachments 1 and 3 and Addendum to FAR clause 52.212-1 - Instructions to Offerors for Factor 3 – Price Proposal submission requirements.

Q84. Will the Government clarify if the Project Manager will be a full-time billable resource in section 4.1?

A84: Yes, the Contract Project Manager support is considered an onsite FTE. See the revised PWS as this section has been revised.

Q85. Section 4.1.5 requires that the contractor ensures less than 5% of positions are unfilled at any given time, would the Government outline the time that will be allotted for a contractor to back fill a vacant position?

A85: Due to the extensive revisions in the PWS, this section has been revised. Please see final PWS including paragraphs 15.0, 17.7 and 17.8.

Q86. Section 4.21 states that there will be 5 business days for a transition period, depending on the size of the team transitioning on each task order, we would recommend that the government would give up to 30 days for transition teams. The additional days will allow for the first right of refusal to current contractors, knowledge capture, and the hiring of replacement staff if current contractors refuse a new offer.

A86: Due to the revisions in the PWS, this section has been revised. See transition period for the first task order PWS, RFP Attachment 2 and final solicitation Addendum to FAR clause 52.212-1 - Instructions to Offerors for Factor 3 – Price Proposal submission requirements.

Q87. In Volume 2: Factor 1- Technical: Subfactor 2 states that the Staffing plan is limited to 4 pages.

Considering the magnitude of this effort and the multiple PWS areas, would the Government consider increasing the page limit to 10 pages?

A87: The page limitations have been revised. See final solicitation, Addendum to FAR clause 52.212-1 - Instructions to Offerors.

Q88. In Volume 2: Factor 1- Technical: Subfactor 4 states that the project management is limited to 4 pages. Considering the magnitude of this effort and the multiple PWS areas, would the Government consider increasing the page limit to 10 pages?

A88: The page limitations have been revised. See final solicitation, Addendum to FAR clause 52.212-1 - Instructions to Offerors.

Q89. In Volume 2: Factor 1- Technical: Subfactor 5: Transition Plan: In order to provide a comprehensive transition plan would the Government state how many transition days the Contractor will be given post award?

A89: This information has been revised. See A86 and final solicitation, PWS and attachments.

Q90. General Question: How long will the Government give contractors to respond to the TO request with quotes, resumes and pricing?

A90: See final solicitation.

Q91. In Volume 2: Factor 1- Technical: Subfactor 2 states that the offer shall provide its staffing plan and demonstrate how it will support technical approach by providing LCATS experience and skill of proposed personnel, labor hours, and a crosswalk to PWS requirements. Is this evaluation factor for the task order key personnel and key personnel identified at the IDIQ level?

A91: See final solicitation and revised evaluation criteria. Due to the extensive revisions in the draft solicitation, this Section has been revised. The evaluation criteria has been revised to specify BASIC IDIQ PWS and First Task Order PWS.

Q92. Can the government please explain how it plans to evaluate staffing plan fairly and consistently across the board to include proposed LCAT descriptions, LCAT names proposed, and qualifications if LCATs, LCAT descriptions, or key personnel are not provided/identified by the government?

A92: See final solicitation and attachments, including See RFP Attachment 1, IDIQ Pricing Table.

Q93. Will the government please identify key personnel so the evaluation of the staffing section to include qualifications of key personnel can be evaluated consistently?

A93: See A44. Also, see RFP Attachment 1, IDIQ Pricing table, for labor descriptions.

Q94. Can you please clarify what it is the Government is requesting from industry by February 3, 2020?

A94: The Government was seeking feedback from industry on the draft solicitation.

Q95. We are an 8(a) firm with similar past performance and we would like to participate, but we are not sure what information is being requested?

A95: See final solicitation.

Q96. Should we refer to Enterprise Operational Administrative Support Services as EOASS, or is there a better acronym / reference for this project?

A96: Due to the extensive revisions in the PWS, the title has been revised. The title of this requirement in the final PWS is Defense Human Resources Activity (DHRA) Enterprise Administrative Support Services. See final solicitation.

Q97. On page 47 of 99 it states that “Multiple awards, is hereby deleted”. However, given the apparently dispersed nature of the administrative support to be provided, and the requirement for clearances, we recommend that the Government consider making multiple awards. This will provide the Government with more options for staffing positions and locations.

A97: See A7. Due to the extensive revisions in the draft PWS, the requirements have revised.

Q98. While this draft solicitation refers to Task Order 1, and mentions “submit task order proposals” on page 30, the task ordering process is not clearly described. Please clarify the process anticipated for vendors to receive task orders, what type of proposal or pricing is requested, and how task orders will be negotiated or awarded.

A98: See final solicitation.

Q99. The Monthly Status Report (MSR) described on page 29 of 99 implies that there will be a single MSR and that the contractor will deliver “all ID/IQ deliverables to the COR by email”. Please clarify whether a MSR is required for each Task Order, and whether that MSR will be sent to a separate COR, or whether a single MSR for the entire contract will be sent to a single COR.

A99: Due to the extensive revisions in the PWS, this Section has been revised. See final solicitation and the RFP Attachment 2.

Q100. The Draft Quality Control Plan is to be delivered at contract kick-off meeting. If task orders have not been issued prior to the CONTRACT kick-off meeting, this Quality Control Plan may not be able to respond to those task orders. Will a Quality Control Plan be required for each task order?

A100: Due to the extensive revisions in the PWS, this Section has been revised. See final PWS, including paragraph 5.0 for this deliverable and 11.0.

Q101. Is “Develop business process review documentation on admin functions and document alternatives, plans, and report metrics” described on page 30 of 99 included in a given task order?

A101: Due to the extensive revisions in the PWS, this Section has been revised. See final solicitation and PWS.

Q102. Is the transition-in period of 5 days mentioned on page 28 of 99 with regard to the entire contract, or a given task order?

A102: See A86. Due to the extensive revisions in the PWS, this Section has been revised. The transition is for the first task order. See final solicitation and RFP Attachment 2 - first task order PWS.

Q103. Please clarify which task orders will be issued starting on day 1 of the contract.

A103: See RFP Attachment 7, Historical Information and final solicitation, Addendum to FAR clause 52.212-1 - Instructions to Offerors.

Q104. Please clarify the scope of organizations / offices that can potentially use this contract to meet their needs by writing Task Orders.

A104: The scope of organization that this contract will support is Headquarter DHRA and the 12 DHRA components; task orders with be at the component level. See RFP Appendix A, Business Synopsis for additional general information on DHRA components.

Q105. Is Program / Project Management, development of the Quality Control Plan, Transition-Out Plan, manpower reporting, non-disclosure agreements, etc. for all task orders, etc. covered under a Management task order or spread over all task orders?

A105: See the revised final PWS as these sections have been revised. Per the PWS paragraph 5.0, Deliverables will vary and will be specified under individual task orders.

Q106. Is the Program / Project Manager a direct charge or indirect charge employee?

A106: See A84.

Q107. Is the Program / Project Manager Key Personnel?

A107: See A44.

Q108. Paragraph 13.5, Personnel Qualifications, at the bottom of page 36 and the top of page 37, states that the Contractor shall provide qualified personnel that meet or exceed the qualification requirements in the offeror’s proposal. The Instructions to Offerors do not specifically state that the Offeror is to provide Knowledge, Skills and Abilities (KSA) and education qualification requirements in the proposal. We recommend that standard labor category requirements be either provided in the solicitation (so that all bidders use the same categories, facilitating evaluation of prices), or that bidders are instructed to provide such qualification requirements in their proposals. It would be challenging for the Government to evaluate each resume against the entirety of the vendors’ proposals.

A108: See A45 and final solicitation and attachments, including RFP Attachment 1, IDIQ Pricing table.

Q109. The end of the same paragraph states that resumes failing to meet the requirements for the position will be documented as a performance discrepancy. As we stated above, those requirements for the positions must be documented in order to do the evaluation of the resume.

A109: See A45.

Q110. Paragraph 13.7, page 37, states that labor hours and categories will be negotiated at the Task Order level, and that the labor category rates will be determined fair and reasonable at ID/IQ award. Please clarify whether labor categories will be added when individual Task Orders are negotiated.

A110: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q111. The same paragraph states that the labor category rates at ID/IQ award will be the maximum allowable rates for all FFP Task Orders. Please clarify whether all Task Orders are fixed price or whether labor hours / time and materials Task Orders are anticipated.

A111: All task orders will be firm-fixed price (FFP) labor.

Q112. During a government shutdown event with authorized telework, will all employees be issued GFE (ie laptops) or access to govt systems via o365 or other such access to accomplish telework tasks?

A112: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation PWS paragraph 17.2.

Q113. Please clarify whether the 14-day period ends when a replacement resume and clearance paperwork has been submitted, the person has been approved, or when the person is able to start work?

A113: Performance is acceptable when vacancies are filled with qualified personnel within 14 calendar days of the vacancy and no degradation of services.

Q114. How much time should be allowed for resume review and clearance processing?

A114: Due to the extensive revisions in the PWS, this Section has been revised. See revised final PWS, including section 8.0 security requirements. Also, see A45, resumes are not required.

Q115. Performance Requirements Summary, Maintain Stable and Effective Workforce: Paragraph 16.2 on page 38 states that performance is acceptable when Back-up is provided within four (4) hours of absence notification to contract management. Please clarify when and how this statement applies.

A115: Due to the extensive revisions in the PWS, this Section has been revised. See revised final PWS, including PWS paragraph 15.0 – Performance Requirements Summary requirements and 17.8.

Q116. Are the Back-up personnel covered on the same Task Order / in the same geographic area and merely need to be deployed by the contract Program / Project Manager?

A116: Due to the extensive revisions in the PWS, this Section has been revised. See revised final

PWS.

Q117. Under what circumstances is the contractor expected to maintain Back-up personnel on overhead in anticipation of a need to fill in when an individual calls in sick or has an emergency? It would seem that in situations where a 4-hour replacement is needed, plans need to be made in advance to provide Task Order coverage for fill-in personnel.

A117: See A115.

Q118. Performance Requirements Summary, Submit Task Order Proposals within five days: The performance threshold for “Submit Task Order Proposals within five (5) working days of Request for Proposal is stated as acceptable when 95% of deliverable requirements are met and received on time. This would appear to be two separate requirements, one for Task Order proposals and one for deliverables.

A118: Due to the extensive revisions in the PWS, this Section has been revised. See revised final PWS, including PWS paragraph 15.0 – Performance Requirements Summary requirements and 17.9.

Q119. Mandatory Training Requirements for Contractors. Paragraph 17.2, page 40 refers to “monthly mandatory training”. Please clarify whether the training identified under 17.1 is the training intended and whether it is monthly or annual. What training is required monthly?

A119: Training is required annually; See requirements in final PWS paragraph 16.1.

Q120. Subfactor 5: Transition-in Plan: Is the transition-in plan to address transition-in of Task Order 1, or of multiple task orders? Please clarify what work is to be transitioned in from work done by an incumbent contractor, or is new work?

A120: See A86 and A102.

Q121. Please clarify whether any staff are to be housed at Contractor site rather than Government site, and at what locations.

A121: The place of performance for task orders is on-site at the locations identified in the final PWS, paragraph 10.0.

Q122. Please clarify the approximate numbers and labor categories of personnel to be provided at DMDC, DEOC, DANTES, DTMO, OPA, DSPO, DPFSC, and SAPRO; and at each location (Alexandria, VA, Seaside, CA, Fort Knox, KY, and Pensacola, FL).

A122: See A8. Additionally, due to the extensive revisions in the PWS, see the final PWS.

Q123. Volume 3 – Factor 2 – Past Performance: Page 45 of 99 states that multiple task orders under the same IDIQ will be counted as one past performance reference. We recommend that this requirement be relaxed, as often very different projects for different customers are done under the same IDIQ. Provided that the work is done by different staff, for different customers, with different reference points of contact, it should be able to be evaluated as a separate past performance reference.

A123: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation, including submission requirements for Volume II: FACTOR 1- Past Performance.

Q124. Page 45 of 99 states that Offerors must complete and include a Past Performance Relevancy Questionnaire for each reference submitted (Attachment 3). We do not have Attachment 3. Does the Government intend that the bidders submit the Past Performance Relevancy Questionnaires to the reference points of contact, to be submitted by them directly to the Government, or do the bidders complete and include the questionnaires, as stated?

A124: See final solicitation, attachment 8 (included in the SF 1449 document).

Q125. May CPARs be provided in lieu of submitting questionnaires?

A125: No, Past Performance Relevancy Questionnaires are required to be submitted in accordance with the solicitation.

Q126. Volume 4 – Factor 3 – Price Proposal. Page 46 references providing fully burdened labor rates for each labor category. Please provide labor categories to be used, or if the labor categories are at the discretion of the bidder, have the bidders document the labor categories proposed so that bids are able to be compared and resumes are able to be evaluated.

A126: Please see final solicitation instructions for Price Proposal submission in Phase II, including RFP Attachment 1 Pricing Table.

Q127. Please clarify Phase I Down-select Submissions. On page 46 of 99, it is stated that the Government will utilize a two-phased evaluation approach to conduct evaluations, with phase I being a down-select based upon Past Performance. However, under Instructions to Offerors, the implication is that all volumes must be submitted at once.

A127: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q128. We recommend that only Past Performance be submitted if only Volume 3, Past Performance will be evaluated in Phase I, or perhaps also parts of what is included in Volume 1, e.g., the cover letter. In any case, the Government should clarify what is to be submitted in Phase I. Given that preparing a full proposal involves significant work, it is less wasteful to not require bidders to write 30+ page technical proposals, respond to the task order, and price the proposal when they have not passed the Phase I down-select on past performance.

A128: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q129. Please clarify Phase I Down-select Evaluation. On page 46 of 99, the second paragraph states that “Those offerors that are determined to be the most highly rated” will be invited to submit Phase II proposals.

The paragraph also indicates that “Offerors receiving a rating lower than Satisfactory will not be selected to participate in Phase II.

A129: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q130. Please clarify how many offerors will be included in “the most highly rated” offerors, or whether all offerors receiving an evaluation of Satisfactory or better will be selected to participate in Phase II. It is clear that the Government is excluding all unsatisfactory offers, but not clear whether they are also further limiting the Phase II competition.

A130: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q131. Pricing. The draft solicitation does not provide labor categories, estimated hours by location, counts of full time equivalent employees, or other information that vendors will be able to use to develop pricing. Please provide information on the estimated numbers of staff anticipated by location, even though tasking may vary.

A131: See A126.

Q132. If pricing of a sample task will be evaluated, please be sure to provide enough information in the sample task to develop the price. Please clarify whether the fixed price covers support for a given period of time, or whether fixed prices are to be developed for specific deliverables.

A132: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q133. If the price covers support, please provide the estimated levels of effort for the labor categories anticipated.

A133: See A8 and A126.

Q134. The evaluation description for the sample task refers to “firm fixed price line items”. Are the line items labor categories, total price by year, etc.?

A134: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q135. If the evaluation of price is to include evaluation of a set of rates, please provide the labor categories and hours to be used so that the total price is weighted in the same way for each vendor.

Please include an explanation of how the pricing will be evaluated, in particular, how the Sample Task price and the overall price will be weighted.

A135: See A131

Q136. Technical Evaluation. Relative weight of Technical subfactors. Technical evaluation is stated on page 47 to be more important than Past Performance or Price. However, the evaluation of Factor 1 is complicated in that it includes 5 subfactors and will be responded to in 30 pages. It would be very helpful if the Government could indicate the weighting of subfactors to be used in the evaluation, or at least the relative importance of the subfactors.

A136: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation. In accordance with final solicitation Addendum to FAR 52.212-2, Evaluation – Commercial Items, paragraph 5.5, technical will be rated at the Factor Level, subfactors will be separately evaluated but will not be separately rated.

Q137. Subfactor 1, Technical Approach and Methodology (Limited to 30 pages). In our experience, providing a technical approach to each aspect of the PWS (for example, keeping office rosters up to date, performing general clerical duties) takes up space in the page count but would be relatively less important to the success of the overall contract than the other subfactors Project Management or Staffing. The detailed approach would be more appropriately provided in response to a Task Order than to the overall contract.

A137: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q138. Please clarify that the Government actually wants to read 30 pages of technical approach as a response to the overall solicitation.

A138: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation page limitations.

Q139. If that level of detailed response is needed, vendors may have further questions in order to adequately respond to each item.

A139: Due to the extensive revisions in the draft solicitation, this Section has been revised. See

Q140. Subfactor 2, Staffing Plan (Limited to 4 pages). We recommend that the Staffing subfactor include approaches to encourage staff retention and lower turnover.

A140: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q141. Are there to be any Key Personnel? If so, which labor categories?

A141: See A44.

Q142. Will the Staffing Plan include resumes? If so, will they be included in the page count?

A142: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation. Resumes are not required; offerors are free to submit resumes with their Staffing Plan but the resumes will count towards the Technical proposal page limits.

Q143. Is the Staffing Plan to be for the entire contract, or just for the First Task Order?

A143: See A91. The Staffing Plan is for the entire BASIC IDIQ PWS.

Q144. In either case, please provide anticipated levels of effort and labor categories to be provided, or other information that can be used to staff the work.

A144: See final solicitation including RFP Attachment 1, IDIQ Pricing table for total estimated hours for each year of the five year ordering period.

Q145. Subfactor 3, First Task Order – Price. The Technical Evaluation of the First Task Order includes discussion of the price. We recommend that price evaluation be removed from the Technical evaluation.

A145: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q146. Subfactor 3, First Task Order – Staffing. Please clarify whether resumes and staffing approach should be provided with the Technical approach to Volume 2, Subfactor 3. If so, are resumes included in the page count?

A146: See A142.

Q147. Subfactor 4, Program and Project Management, should be most important. In our experience, the Program and Project Management for a project is particularly important, and determines the success of staffing and ensuring the retention of staff and ultimately performance and client satisfaction.

A147: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q148. Is there an incumbent contractor currently providing these services? If yes, please provide us with the contract details.

A148: See A1 and A2.

Q149. What will be the contract value for this opportunity?

A149: See A6 and A144.

Q150. Is there an incumbent contractor for this effort? If so, what is the name and contract number?

A150: See A1 and A2.

Q151. If there is no incumbent, how is this work currently being accomplished?

A151: See A1 and A2.

Q152. What are the key personnel requirements expected to be for this effort?

A152: See A44.

Q153. What is the anticipated evaluation criteria?

A153: Due to the extensive revisions in the draft solicitation, this Section has been revised. See final solicitation.

Q154. Page 43 of…