Attachment-16 RFP_Supp Sec 4 Instructions Con Notices to Offeror Rev3_20261014.docx

UNCLASSIFIED

HM047626R0018 HRM II RFP Supplemental Section 4 – Instructions, Conditions, and Notices to Offerors Rev3.

4.0 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAR 2026, Incorporated by Reference)

4.1 Points of Contact

The Contracting Officer (CO) and the Contracting Specialist (CS) are the sole points of contact for this solicitation. Prospective Offerors are warned against contacting other Government personnel regarding this solicitation prior to contract award. If such contact occurs, the Prospective Offeror (including subcontractors or teaming contractors) may be excluded from consideration.

Contracting Specialist: Adrianne M Crutchfield Unclassified Email Address: Adrianne.M.Crutchfield@nga.mil

Contracting Officer: Haydee L Soto-Carreras Unclassified Email Address: Haydee.L.SotoCarreras@nga.mil

4.2 SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION CONTINUITY

Prospective Offerors are encouraged to review the full text of solicitation provision Federal Acquisition Regulation (FAR) 52.204-7, System for Award Management including the requirement for continuity of SAM registration. NGA will verify SAM registration at the time of proposal submission and prior to award. A lack of or lapsed SAM registration does not automatically deem an Offeror ineligible for award, and the CO may provide an opportunity to register or to remedy a lapsed registration in accordance with FAR 9.104-5(d). As part of the responsibility determination, the CO will consider the totality of the circumstances, including whether the Offeror can demonstrate it has already remedied a lapsed registration, completed a new registration, or initiated an update to a lapsed registration previously active. Any exchanges with an Offeror regarding its registration status on SAM pertains to the Offeror’s responsibility and, therefore, are not considered negotiations.

4.3 NARI 5X52.209-9004, USE OF CONTRACTOR SUPPORT (OCT 2009)

(A) The Government will use American Systems Corp. and Falcon Logic for facility support only. The Government will use Pardus, Inc. and BVTI, Inc. for administrative, technical, and cost analysis support during source selection and during the term of any resulting contract. The exclusive responsibility for source selection will reside with the Government.

(B) Proprietary information submitted in response to this solicitation will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (the Procurement Integrity Act) (41 U.S.C. 423) (hereinafter referred to as "the Act") as implemented in the FAR. The support contractors are bound contractually by the Protection of Information and Nondisclosure Agreements clause with respect to proprietary information. By submitting a proposal in response to this solicitation, the Contractor consents to the Government disclosing Contractor proprietary information to the aforementioned contractors for the purposes indicated.

4.4 General Proposal Instructions

The HRM II solicitation is a full and open competition under NAICS code 541612 Human Resource Consulting Services. To be eligible for award, Offerors shall be registered under the applicable NAICS code at the time of proposal submission.

To be eligible for consideration under this solicitation, the Offeror shall possess an active Top-Secret clearance with access to Sensitive Compartmented Information (SCI) under the applicable CAGE code as required for performance under the resulting contract and in Accordance DD Form 254 Attachment 13. Offerors that do not possess the required active Top-Secret SCI clearance at the time of proposal submission will be considered ineligible for award and their proposals will be removed from further consideration.

The Government intends to award one contract as a result of this solicitation.

4.5 Information to Offerors

(A) The Contracting Officer will use SAM.gov and the Classified ARC website to post the Request for Proposal (RFP), solicitation amendments, and related announcements for the HRM II solicitation, as applicable. The Government will make all solicitation materials available on SAM.gov. The Government may also post corresponding notices and amendments on the Classified ARC to ensure consistent notice to interested parties.

Questions regarding this solicitation shall be submitted in accordance with the instructions provided in the solicitation and applicable amendments. Unless otherwise stated, questions shall be submitted by email to the Contracting Officer and Contract Specialist identified in the solicitation. The Government will provide responses to pertinent questions, as appropriate, through solicitation amendment posted on SAM.gov and the Classified ARC.

The electronic version of the solicitation is the official version for this acquisition. No hard copies of the RFP will be issued.

Interested parties are advised that this acquisition requires the Offeror to possess an active Top Secret Facility SCI Clearance at the time of proposal submission and the capability to support SCI access in accordance with the DD Form 254.

(B) Contractor Bidder’s Library (CBL) - A digital reference library has been established containing technical reference documents. The CBL is located on the Classified ARC website.

(C) To access the Classified ARC, refer to the appropriate option below:

- Open https://acq-ui.ace.proj.nro.ic.gov/

- Select Forgot Your Password to reset account. If classified email address has changed since last login or other assistance is needed, contact the Classified ARC Technical Support for Questions Secure line: 855-4223 Open line: 703-230-6300

(D) Proposal Retention - In accordance with Revolutionary Far Overhaul (RFO) Part 4.309 storage, handling and contract files the Government will retain one copy of all unsuccessful proposals. No proposal material will be returned.

4.6 Proposal Preparation Costs

The Government will not pay any costs incurred by an Offeror in the preparation and submission of a proposal in response to this solicitation. The cost of preparing proposals in response to this solicitation is not considered an allowable. The CO is the only person who can legally obligate the Government for the expenditure of public funds in connection to this procurement.

4.7 Proposal Preparation Instructions

(A) The Offeror’s proposal shall include all data and information required by this section and shall be submitted in accordance with instructions under Section 4.7. The Government will conduct a compliance review, and failure to meet a material solicitation submission requirement will render the proposal ineligible for evaluation.

(B) General Instructions

i. Proposals shall be clear, concise, and include sufficient detail to support a thorough and effective evaluation. Offerors should not simply rephrase or restate the Government’s requirements. Proposals shall provide convincing rationale supported by factual, verifiable information that fully demonstrates that the Offeror understands the requirements outlined in the Performance Work Statement (PWS) of this solicitation. Proposals shall clearly describe how the Offeror intends to fully satisfy these requirements. The Offeror should assume the Government has no prior knowledge of the Offeror’s capabilities and experience, and will base its evaluation solely upon the information presented in the Offeror’s proposal (with the exception of Past Performance).

ii. Elaborate brochures or documentation, detailed artwork, or other embellishments are unnecessary and are not desired.

iii. Separate volumes for the elements of the proposal shall be prepared in accordance with Table 4-1 and all the instructions set forth herein. All proposal volumes shall be UNCLASSIFIED to the greatest extent possible. All proposal volumes SHALL be properly identified and marked with the proper Classification level including UNCLASSIFIED. Data marked as “Proprietary” will not be disclosed without the Offeror’s written permission except under conditions provided in the Offeror’s restrictions, unless disclosure is required by law or regulation.

iv. Each volume shall be written or presented on a stand-alone basis. Information required for proposal evaluation that is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing between volumes is not authorized.

v. A table of contents shall be incorporated into each volume of the Offeror’s proposal and shall include a listing of the section titles, subsection titles, and paragraph along with page numbers for each title. A glossary of acronyms and terms for each volume shall be provided. All acronyms shall be defined at first use.

vi. The Offeror shall prepare the proposal as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be as defined in this Table, all of which shall be within the required page limits as specified in the Table.

TABLE 4-1 PROPOSAL ORGANIZATION TABLE

Signature in PDF.

Organizational Conflict of Interest (OCI) Disclosure and Analysis Form(s) (Government Provided template, RFP Attachment 3) OCI Mitigation Plan Attachment 3 No Limit

5 pages MS Word or PDF

Sub-Factor 1.1: Technical Approach to Mission Areas

Sub-Factor 1.2: AI-Enabled Innovation & Resource Optimization

Sub-Factor 1.3: Staffing Plan/ Key Personnel

No more than 4 pages for all others Key Personnel Positions Excluding letter of commitment MS Word or PDF

Sub-Factor 1.4: Transition- In Plan

* Page limit for the Past Performance references is only for the portion submitted by the Offeror (Part 1). Pages submitted by Evaluating Organizations (Part 2) do not count against the page limit.

ii. Illustrations and Tables - Tables or diagrams shall not exceed 8-1/2 by 11-inches, inclusive of 1-inch margin border. Color is permitted. Landscape is permitted. All information (except for document numbers, classification markings, page numbers, etc.) shall be provided within the page margins previously identified. Figure callouts may be single-spaced. The font size for illustrations and tables shall be no less than:

Art: 8-point Arial Tables: 8-point Arial Titles: 10-point Arial, bold, title case

iii. Page limitations - Unless otherwise specified, each page of the proposal volumes, including appendices and annexes, will be counted, with the following general exceptions: blank pages, title pages, tables of content/tables of illustrations, appendices that include a list of acronyms, and cross-reference matrices. Further, all volume parts marked as “None” for Page Limit will be excluded from the page count. Pages excluded from the count shall not contain additional or inappropriate information, and, if such is found, these pages will be removed by the CO and not evaluated. Pages marked "This page intentionally left blank" will not be counted. All pages submitted by an Offeror in excess of the limitations contained in the solicitation instructions will not be read or evaluated.

iv. Electronic File Compatibility - The Government will access the Offeror’s proposal using a network running Microsoft (MS) Windows 10 and MS Windows XP Workstations. The Government will use two core applications of MS Office 2021 (Word and Excel) to access files. It is the Offerors’ responsibility to ensure that all of its “.docx” file submissions are fully compatible with MS Word 2021 and its “xlsx” files submissions are fully compatible with MS Excel 2021. Proposals which fail to provide this compatibility may not be evaluated. Offerors shall remove macros and close any linked information used in developing spreadsheets prior to submittal. Excel spreadsheets shall include working formulas of calculations within the spreadsheet. Excel spreadsheets shall remain unaltered and unincorporated into any other format. No files, documents, spreadsheets or cells shall be password protected. Notwithstanding the general prohibition on password-protected files, the PCL/PII attachment required by Section 4.12(B) shall be password protected in accordance with the submission instructions provided by the CO. Any other file applications shall be saved to a “.pdf” files with security features turned off, and shall be capable of being read, manipulated and saved using Adobe Reader DC on a Windows 10 platform. Failure to comply with this instruction may result in the Offeror being determined non-compliant and removed from the evaluation process, whether Prime or Subcontractor.

v. File Naming Conventions - The Offeror shall name files using standard naming conventions that clearly identify the file. The Offeror name in the file naming convention shall not exceed 20 characters. The commonly used acronym or abbreviation for a company name is encouraged for use in the naming convention. Offerors shall use standard Microsoft/Adobe extension naming conventions such as:

.xls or.xlsx for Microsoft Excel files .doc or .docx for Microsoft Word files .pdf for Adobe Acrobat files

vi. File characteristics - Each file shall be stored in a folder that corresponds to the proposal volume it represents. The files within the folder shall be named in an unambiguous manner, using plain text language to facilitate the evaluator’s ease of accessing the files for evaluation. The Offeror shall insert the file name in the header of each document.

a. Links. The Offeror shall hyperlink information in its proposal when possible and prudent (i.e. cross-references made to other sections, tables, or figures within that document). The Offeror shall make the existence of hyperlinks obvious through the use of an outline box, different font color, underlining, or other highlight method. Electronic submission shall contain a table of contents with hyperlinks to facilitate ease of navigation within the proposal volume.

b. Hyperlinks or cross-references - Hyperlinks shall not be used to link items between different volumes and/or documents. This restriction is necessary because the Government will be placing electronic versions of the volumes on the evaluation servers, causing the previously created hyperlinks between different volumes/documents to be broken.

vii. Multimedia - Sound or video files shall not be embedded into proposal documents.

viii. Graphics - Graphics, which are embedded into documents, shall be kept as simple as possible. Graphics are for supplemental information only. Including large amounts of narrative within artwork and tables is not permitted. This practice will be considered a deliberate attempt to circumvent the page limitations, and the data will not be considered for evaluation.

ix. Price Information - The Offeror shall complete the Price Proposal Workbook (Attachment 12) in its entirety, and not change any of the blue-colored cells, or change any formulas already embedded into the workbook. The Offeror’s prices shall be complete with an accurate reflection of all aspects of the requirement. The Offeror shall submit pricing for the base period and all option periods. Offerors shall remove macros and close any linked information used in developing spreadsheets prior to submittal. Offeror shall remove any hidden or locked cells, except those included in the original template. Use of Excel spreadsheets shall remain unaltered and unincorporated into any other format. All price information (i.e., proposed dollar amount) shall be included only in the Price Volume.

Failure to comply with this instruction may result in the Offeror being determined materially and substantially non-compliant and removed from the evaluation process, whether prime or subcontractor.

(E) Timeliness of Submission

The requirement for timeliness of submission and “late” proposals in accordance with FAR 52.212-1 are fully enforceable for each volume submission. As such, failure to submit timely proposal volumes at or before the time specified in the solicitation will deem the entire proposal late, and the proposal will not be considered.

(F) Solicitation Question and Answer Period Any questions or requests for clarification regarding the solicitation shall be submitted by email to both Points of Contact:

- Contracting Officer: Haydee.L.SotoCarreras@nga.mil

- Contract Specialist: Adrianne.M.Crutchfield@nga.mil

Questions already submitted through the ARC have already been accepted and shall not be resubmitted. All new questions shall be submitted following the revised question submission instructions.

All questions and requests for clarification shall identify the applicable solicitation section and page number for each question. The Government will not provide response for questions that contains vendor’s proprietary information to maintain fair competition.

Questions or Requests for Clarification Submission Due Date and Time

(G) Proposal Submission and Due Date Proposals shall be submitted under the HRM II webpage on the Classified ARC website. The maximum size capacity for a file submitted on the Classified ARC cannot exceed 100 Megabytes (MB).

Proposal Submission Schedule

Proposal volumes submitted after the above date and time will be considered LATE and will not be evaluated further and will not be eligible for award.

(H) Classified Information –Unclassified proposals are recommended; however, if an Offeror intends to submit classified information, the Offeror shall first notify the CO in order to arrange proper handling procedures. Where classified information is required in an Offeror’s proposal, it shall be provided as a classified supplement and in a single addendum to the appropriate Volume. Each entry in the classified addendum shall reference the proposal section, page number, and paragraph number to which it applies. Similarly, a reference shall be placed in the unclassified section where the classified insert applies, giving the page and paragraph numbers within the addendum where it can be found. The classified addendum is part of the overall page count as described in Table 4-1 above. Any documents or portions of a volume that are Classified shall be posted the HRM II site on the Classified ARC.

4.8 CONTENT OF PROPOSAL

(A) This section describes the format and content of each volume that are to be included in the Offeror’s proposal. Each volume shall only include the information specified herein, (i.e., technical/management information only in Volume 2, Past Performance only in Volume 3, etc.). Any information that is in the wrong volume will not be considered. Each Offeror shall submit the following proposal response to this Solicitation in strict accordance with the following instructions for Volumes 1-6:

Volume 1 Offer Volume 2 Technical/Management Approach Volume 3 Past Performance Volume 4 Security Volume 5 Small Business Participation Plan Volume 6 Price

(B) When making its evaluation, the Government will consider any failure to conform to these instructions and rules, and any attempt to evade these specifications and rules on the basis of technicalities. If an Offeror does not understand these instructions, then it shall submit questions(s) within the Question and Answer (Q&A) period for the solicitation clarification. The Government will post all pertinent questions and Government answers, as appropriate, through amendment on Sam.Gov and the Classified ARC to ensure the same information is available in both locations.

(C) Using the instructions provided below, address as specifically as possible the actual methodology you would use for accomplishing/satisfying requirements associated with the Evaluation factors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation.

Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.9 Volume 1 – Offer

VOLUME 1 Content

(A) Cover Letter.

The cover letter shall address or provide, at minimum, the following:

i. Corporate Name, Address, Additional Details for award (if different than the submission)

ii. At least two Point of Contacts (POCs) (Title, Phone Number, email) for questions /clarification, if necessary, of the Offeror’s proposal

iii. Solicitation Number

iv. Commercial and Government Entity (CAGE) Code

v. Tax Identification Number (TIN)

vi. Unique Entity Identifier (UEI) Number

vii. Defense Contract Audit Agency (DCAA) POC (Phone Number, email)

viii. Validation that proposal signatory is authorized to legally bind the Offeror

ix. Statement that the proposal is valid for 200 calendar days from the date established for receipt of proposal.

x. Statement of Compliance indicating either complete compliance with the solicitation or a detailed analysis of any objections, exceptions, or contingencies to the terms of the solicitation. The statement either (i) agrees to the terms and conditions of this solicitation (which consists of all Sections, including all documents, exhibits, and other attachments that are incorporated therein by reference and made a part thereof) and any solicitation amendments; or (ii) takes exceptions to any terms or conditions of the Solicitation, and clearly identifies those exceptions. Exceptions to any of the terms and conditions of this solicitation may be considered by the Government to be unacceptable.

xi. Complete business address of the Offeror, the corporate name to be used on any resultant contract, and the remittance address if different from that above. If this name does not identify a “parent company” or sponsoring “corporation” name, also provide such identity, as appropriate.

xii. A statement acknowledging their compliance with criteria included in FAR Part 9.104-1 General Standards for Responsible Prospective Contractors.

xiii. A statement acknowledging consent for the Government to use the planned consultants in support of the acquisition as indicated in Section 2, Clause 5X52.209-9004, Use of Contractor Support.

xiv. In table format, a list of all subcontractors and/or all interdivisional transfers proposed. The UEI number shall be provided for each entity listed.

(B) Proposal File Matrix The Offeror shall prepare a Proposal File Matrix, which provides a cross-reference of the softcopy files. The Offeror shall submit the matrix in a format similar to the one shown in Table 4-1, Proposal Organization Table. The matrix shall indicate the proposal volume section, subsection, and paragraph, cross-referenced appropriate with the PWS paragraphs, applicable RFP instructions, evaluation criteria, and contract deliverables, as applicable. The Proposal File Matrix is not included in the Volume page count.

(C) Completed Offer The Offeror shall submit the Standard Form 1449 and amendments, "Solicitation/Contract/Order for Commercial Items", with Blocks 17 a and 30 b, and c filled in, and the signature of an official authorized to contractually bind the Offeror in Block 30 a of the Standard Form 1449; Sections 1-4 of Solicitation shall be submitted. The Offeror shall provide any fill-ins or certifications required by the Solicitation, for inclusion in any resulting contract. Offeror shall complete Section FAR 52.212-3, Offeror Representation and Certification-Commercial Products and Commercial Services.

(D) Commercial Small Business Subcontracting Plan All Offerors that are classified as a large business under the NAICS code of this RFP shall provide a Commercial Small Business Subcontracting Plan that contains all the elements required by FAR 52.219-9 Alt III (January 2025) and DFARS 252.219-7003 (Alt I) or DFARS 252.219-7004 (if the Offeror has a comprehensive subcontracting plan). The Commercial Small Business Subcontracting Plan is submitted separate from the Small Business Participation Plan (Volume 5) (which is required of both large and small businesses for source selection evaluation). An approved Commercial Small Business Subcontracting Plan is a requirement for award to a large business. Failure to submit and negotiate the Small Business Subcontracting Plan shall make the Offeror ineligible for award, in accordance with FAR 52.219-9.

(E) OCI Disclosure and Analysis Form(s)

1. The Offeror shall complete an OCI Disclosure and Analysis Form for itself and for all proposed subcontractors whether or not an actual OCI exists. The Offeror shall submit the completed RFP Attachment 3 - OCI Disclosure and Analysis Form(s) with the submission of its proposal (Volume 1). The Offeror shall provide all relevant information concerning work performed on the current effort and any financial interests and describe the effort expected to be performed under this effort (to include that of its teammates, consultants, subcontractors) that may create an OCI or potential OCI as a result of participation on this effort. If the Offeror identifies an actual, potential, or perceived OCI, the Offeror shall describe the conflict in sufficient detail to permit the Government to assess the issue and shall submit any available information regarding the Offeror’s proposed approach to avoiding, neutralizing, or mitigating the conflict. If requested by the Government, the Offeror shall submit a formal OCI Mitigation Plan. Any such request for additional information regarding potential or actual OCIs does not constitute discussions under FAR 15.306.

1. If the Offeror concludes that no actual, potential, or perceived OCI exists, the Offeror shall affirmatively state in its submission.

4.10 Volume 2 – Factor 1: Technical/Management Approach

The Offeror shall provide a Technical/Management volume that addresses its proposed approach to satisfying the HRM II PWS requirements. The Technical/Management Approach Volume shall be specific, complete, clear and coherent, and tailored to the HRM II requirement. The Volume shall convey the Offeror’s understanding of the technical and management requirements and objectives, and the Department of War (DoW) and Intelligence Community (IC) procedures, processes, and missions relevant to HRM II. The Offeror’s response will be evaluated against the Technical/Management Sub-factors listed below and further defined in Section 5 Evaluation Criteria:

Table 4-2 TECHNICAL/MANAGEMENT EVALUATION SUB-FACTORS

Sub-Factor 1.1: Technical Approach to Mission Areas

Sub-Factor 1.2: AI-Enabled Innovation and Resource Optimization

Sub-Factor 1.3: Staffing Plan/ Key Personnel

Sub-Factor 1.4: Transition-In Plan

Using the instructions provided below, the Offeror shall specifically provide the methodology it proposes for accomplishing and satisfying requirements associated with Sub-factors 1.1, 1.2, 1.3, and 1.4. Proposals shall include the attachments noted in Table 4-1 Proposal Organization Table. The following information shall be included within the Technical/Management Volume:

VOLUME 2 Content

(A) Table of Contents

(B) Ground Rules and Assumptions

i. The Offeror shall provide all key ground rules and assumptions that have significant impacts on the proposed Technical/Management solution. Ground rules and assumptions shall be limited to those necessary to explain the proposed Technical/ Management Approach and may include for example, Government-furnished resources, security-related operating constraints, or management conditions that materially affect the proposed approach. All assumptions shall show the impact tied to the section of the PWS.

ii. The Offeror shall describe, in general terms, how each ground rule or assumption has impacted the Technical/Management solution. The ground rules and assumptions included in this section shall track to other sections of the offer as appropriate. If no assumptions were made, include a statement to that effect.

(C) Sub-Factors:

i. Sub-Factor 1.1: Technical Approach to Mission Performance The Offeror shall provide its approach to successfully fulfill the HRM II requirements outlined in the solicitation, clearly demonstrating their understanding of the scope and complexity of this effort, the technical and management requirements, including any risks, and highlighting any key or unique functions and features of its proposed approach to meeting the PWS requirements.

(a) The Offeror shall demonstrate a comprehensive understanding of the HD requirements as set forth in the performance work statement (PWS) and propose a sound, feasible, and effective approach to performing the full scope of work across all PWS performance areas.

(b) The Offeror shall describe its management approach to address resource allocation, volume handling, prioritization methodology, and surge capacity for the following areas;

· manage evolving requirements;

· scalability to meet work load and focus area requirements;

· cross-functional coordination among content areas;

· management and integration of subcontractor capabilities; and

· how performance will be monitored, evaluated and reported to provide visibility into the effectiveness of the proposed processes.

(c) The Offeror shall demonstrate its understanding of applicable regulatory requirements including Defense Civilian Intelligence Personnel System (DCIPS) performance management and compensation requirements, Intelligence Community Policy Guidance (ICPG) applicable to HR operations, Office of Personnel Management (OPM) regulations for federal HR, and explain how these requirements apply to relevant PWS sections.

(d) The Offeror shall address its technical approach both within and across all of the HD offices. The response shall be tailored to the PWS requirements and shall not rely solely on generic corporate practices or processes that are relevant to HRM II PWS.

ii. Sub-Factor 1.2: Artificial Intelligence (AI)-Enabled Innovation and Resource Optimization

(a) AI-Enabled Service Delivery Plan The Offeror shall provide an AI-Enabled Innovation and Resource Optimization Plan that demonstrates its approach to delivering services that leverage existing government-approved AI capabilities to innovate and optimize HR operations in support of PWS Section 2.0, Description of Work. This plan shall be demonstrated through detailed responses to two use case scenarios as described in section (B) below. No separate general plan is required.

The plan shall address:

Offerors shall demonstrate their capability to provide services using existing government-approved AI platforms and tools. This requirement seeks a strategic approach to service delivery, not system implementation. Offerors shall not propose the acquisition, introduction, or implementation of new tools or software not already approved by the Government.

Offerors shall describe which approved platform capabilities they would utilize in their service delivery approach and explain why they are appropriate for achieving the stated objectives. The Government has approved various AI platforms including those from providers such as OpenAI, Google, and Meta.

The plan shall include a comprehensive, realistic, and measurable approach to improving efficiency, reducing manual effort, and optimizing resource utilization over the period of performance while maintaining security compliance.

The Offeror shall describe how their service delivery approach will work within a standard federal HR environment that includes HRIS systems, reporting platforms, and cloud computing capabilities.

(b) Use Case Demonstrations The AI-Enabled Innovation and Resource Optimization Plan shall be demonstrated through detailed service delivery plans for two of the five use cases showing how the Offeror will leverage existing approved AI capabilities to optimize HR functions.

For each selected use case scenario, the Offeror shall describe its methodology for assessing the Government's current capabilities and optimizing the existing environment. The response shall address the Offeror's approach to evaluating current tools, systems, and processes; identifying opportunities for improvement; and enhancing functionality, efficiency, and performance through configuration, integration, and process improvement, as applicable.

For each use case selected, Offerors shall address:

a. AI Platform Application

· Identify which approved platform capabilities will be used and explain why they are appropriate for the selected use case

· Describe how outputs will be delivered and the proposed integration method (e.g., API, batch processing, or other approved method), compatible with existing HRIS systems, reporting platforms (SQL, Tableau, Python), cloud computing environments (e.g., AWS, Azure), and associated analytics platforms

· Explain how results will be incorporated into existing HR processes and workflows

b. Implementation Approach

· Expected Outcomes

· Specific, measurable improvement targets (e.g., reductions in cycle time, manual effort, or error rates; increases in throughput, timeliness, or accuracy)

· Supporting rationale and implementation timeline

· Service Delivery Requirements

· Prerequisites for successful service delivery

· Government approvals needed (security, system access, data access)

· Data quality requirements and assumptions

c. Prior Experience

· Two relevant examples of delivering similar AI-enabled services in federal or DoD environments

· For each example, include: source of experience (prime, subcontractor, teaming partner), contract number, relevance to proposed approach, and measurable results achieved Specific Use Case Scenarios

· The Offeror shall provide service delivery plans for only two (2) use case scenarios:

· One (1) use case scenario selected from Category A; and

· One (1) use case scenario selected from Category B Important: Failure to provide only one (1) response from Category A and only one (1) response from Category B will result in the proposal being evaluated as noncompliant with the solicitation instructions.

Category A - Select One (1) A1. Automated Resume Screening (PWS 2.3.6) Assessment and optimization of existing resume screening capabilities, including enhanced use of keyword matching and integration with current applicant tracking system(s).

A2. Enhanced Reporting (PWS 2.4.1) Assessment and optimization of existing reporting capabilities, including integration of current dashboards and optimization of existing analytics and reporting platforms.

A3. Self-Service Enhancement (PWS 2.1.16) Assessment and optimization of existing employee self-service capabilities, including improved use of portal functionality, knowledge base features, and integration with current help desk systems.

Category B - Select One (1) B1. Process Automation (PWS 2.1) Assessment and optimization of existing workflow automation capabilities, including enhanced use of current robotic process automation (RPA) tools, integration of existing automation solutions, and identification of process efficiencies.

B2. Workforce Analytics (PWS 2.4.1) Assessment and optimization of existing workforce analytics capabilities, including integration of current data sources, enhancement of reporting functionality, and improved analytical outputs using existing tools and platforms.

iii. Sub-Factor 1.3: Staffing Plan/ Key Personnel The Offeror shall provide its Staffing Plan that includes the following elements:

(a) Staffing Plan

· The Proposed contract staffing plan shall be structured to support its technical and management approach that demonstrates adequate resources to meet PWS workload requirements. The Offeror shall submit Attachment 4, Staffing Matrix.

The Government-provided Workload Estimates are included in Attachment 2 and shall be used for proposal development purposes only. The work load estimate is provided as historical data only to assist with proposal development and will not be included the resulting contract award.

· The staffing plan shall provide sufficient detail for the Government to assess the following;

· The Offeror’s ability to meet the HRM II PWS requirements based on the proposed contract staffing plan, team composition, number of personnel, and the proposed skill mix, education, and experience for the positions proposed for this effort.

· Approach to maintaining the staffing level required by the PWS during workforce changes, including attrition, transfers, and clearance processing delays.

(b) Key Personnel

Offerors shall provide resumes for each of the Key Personnel positions described in the HRM II PWS Appendix B using the template provided in Attachment 5. Resumes shall include a description of the experience and capability for all key personnel proposed by the Offeror. The resume shall demonstrate how the following proposed key position candidates meet the required qualifications as outlined in the PWS Appendix B. If proposing any Key Personnel not currently employed by the Offeror or a teaming partner, the Offeror shall provide a signed letter of intent or other documentation confirming the individual’s agreement to perform under the contract if awarded, including availability at contract start and current clearance status.

The maximum page limit is 2 pages for the EAP Counselor resume and no more than 4 pages for all other resumes.

· Key Personnel Position(s):

· One (1) Program Manager (PM)

· One (1) Deputy Program Manager (Deputy PM)

· Two (2) EAP Counselors

· One (1) Human Analytics Expert

· One (1) Competencies Expert

· One (1) Talent Acquisition Lead

· One (1) Performance Management/ Performance Pay Team Lead

All Key Personnel shall hold a current TS/SCI clearance. The Offeror shall indicate the clearance status for each proposed Key Personnel individual. If any of the proposed Key personnel fails to meet this security requirement, the Offeror’s proposal will be removed from competition.

iv. Sub-Factor 1.4: Transition-In Plan Transition Plan:

The Offeror shall submit a maximum 7-page transition-in narrative plan describing its approach to assuming performance from the incumbent contractor and achieving full operational capability, including transition timeline schedule, knowledge transfer approach, workforce transition, and readiness to perform during the 90-days phase-in period. The plan shall identify when proposed staff, including the Key Personnel and other required labor categories, will be in place and ready to perform. The proposed plan shall begin at contract award and continue through completion of transition-in activities.

The transition-in plan shall address the 90-day start-up period only. Offerors shall tailor their response accordingly. The Governments primary objective remains sustained, effective, and compliant delivery of HR support services throughout the period of performance.

At a minimum, the Offerors shall address the following:

· Transition timeline and major milestones;

· Staffing ramp-up schedule, including availability of Key Personnel and other proposed staff;

· Knowledge transfer approach, including any assumptions regarding incumbent contractor cooperation and Government support;

· Workforce transition approach, including recruiting, onboarding, and retention of required personnel;

· Security clearance, facility access, system access, and other transition dependencies affecting readiness to perform;

· Continuity of operations approach to avoid disruption of HR services during transition;

· Transition risks, assumptions, and mitigation strategies; and

· Readiness to perform at the completion of the phase-in period.

4.11 Volume 3 – Factor 2: Past Performance: The past performance evaluations will assess an offeror’s likelihood/probability of success in performing the solicitation requirements as indicated by the Offeror’s record of present/past performance on relevant contracts. The results will then be assessed to derive the offeror’s past performance rating.

(A) Past Performance Questionnaire (PPQ) (Attachment 6)

i. Reference Submission Requirements The Offeror shall submit Past Performance Questionnaires (PPQs) for a minimum of two (2) and a maximum of three (3) recent contracts/programs that are similar in size, scope, and complexity to the HRM II Performance Work Statement (PWS), Attachment 1. For purposes of this solicitation, “recent” means contracts/task orders or programs performed within the last five (5) years of the date of the HRM II solicitation issuance or contracts/task orders currently being performed provided that there shall have been at least 12 months of completed performance on the contract/task order as of the date of issuance of this solicitation. Of the maximum three (3) references submitted, no more than one (1) reference may be as a subcontractor.

ii. PPQ Completion Instructions The Offeror shall complete Part 1 of Attachment 6, Past Performance Questionnaire, for each referenced contract/program. The Offeror shall then provide the PPQ for completion of Part 2 to the appropriate reference official as follows: (a) for prime contract references, the applicable Government Point of Contact (POC) or Contracting Officer’s Representative (COR); and (b) for subcontractor references, the applicable Prime Contractor POC. Part 2 shall be completed only by the identified Government or Prime Contractor Official and shall not be completed by the Offeror.

iii. Submission of Completed PPQs It is the Offeror’s responsibility to ensure that all completed PPQs are submitted by the Government or Prime Contractor on or before the proposal due date to the CO and CS with the subject line: “HRM II Requirement- Past Performance PPQ.”

(B) Master Past Performance Reference List (Attachment 7) The HRM II Master Past Performance Reference List shall be submitted in the Government format provided in Attachment 7 and shall include completion of all column fields for each of the contracts/task orders with the Proposal Volume 3 by proposal due date and time.

(C) Contract Reference Summaries Offerors shall provide Project Summaries for each effort referenced in the PPQs and Master Past Performance Reference List. The Project Summaries shall describe the past collective expertise used on previous contracts of a similar nature. Offerors are encouraged to submit any information that they consider relevant in demonstrating their ability to perform the proposed effort to include, but not limited to, how the referenced performance is relevant to the HRM II PWS requirements, description of the project team composition/labor mix, illustrate the company’s capabilities, and shows the company’s ability to ensure quality, manage project process, cost, schedule, and mitigate risks. If performance was as a subcontractor on the referenced project, include the function/service on the project and a description of the subcontracted effort and amount in the summary.

(D) Subcontractor/Teaming Partner Consent Forms Offerors shall submit completed forms as part of the proposal and identify the Prime Offeror Name. Offerors shall provide subcontractor's or teaming partner's consent before disclosing subcontractor/teaming partner past performance information.

(E) Organizational Structure Change History Offerors shall include a maximum of two (2) pages in its proposal volume a detailed “roadmap” describing all organizational changes (if applicable), to include specific names and dates.

4.12 Volume 4 – Factor 3 Security

Table 4-3 SECURITY EVALUATION SUB-FACTORS

Sub-Factor 3.1: Facility Security Clearance (FCL) and FOCI

Sub-Factor 3.2: Personnel Security Clearance (PCL) TS/SCI

Sub-Factor 3.3: Security Plan

Sub-Factor 3.4: Cybersecurity Hygiene

Sub-Factor 3.5: Supply Chain Risk

The security volume shall demonstrate the Offeror’s ability to meet the security requirements of the solicitation in accordance with the DD Form 254 and Sections 4 and 5 of this RFP which will enable minimal contract transition at the time of award to full performance of the effort. The security volume will not include proposed subcontractor(s) information, as the Offeror will be responsible for ensuring that its subcontractor(s) meet(s) security requirements in accordance with the DD Form 254 and applicable security policies and regulations. The security volume shall provide sufficient information for the Government to evaluate the Security Sub-Factors set forth in Section 5 at the time of proposal submission. The Security Factor will be rated Pass if all Security Sub-Factors are rated Pass. The Security Factor will be rated Fail if any Security Sub-Factors are rated Fail.

The Security volume shall specifically contain the below information.

Sub Factor 3.1: Facility Clearance (FCL) and Foreign Ownership, Control, or Influence (FOCI) The security volume shall provide the following information on the Offeror’s FCL using the FCL template at Attachment 8:

· Company Name

· Address and Zip Code

· Commercial and Government Entity (CAGE) Code

· Facility Clearance Level

If the Offeror is a small business joint venture and if 13 Code of Federal Regulations (C.F.R.) 121.103(h)(4) applies, “Offeror” includes the “joint venture itself or the individual partner(s) to the joint venture that will perform the necessary security work.”

The Offeror shall provide a copy of the most recently adjudicated signed, dated, witnessed or notarized Certificate Pertaining to Foreign Interest (SF 328) for the FOCI evaluation. If any of the responses on the SF 328 are “yes”, the Offer shall submit official communications documentation from Defense Counterintelligence and Security Agency (DCSA) that corresponds with the CAGE code(s) and most recently adjudicated SF 328 form submitted that authorizes the company’s FCL with FOCI. Official communications documentation can be in the form of a letter on DCSA letterhead, a memorandum from DCSA with DCSA logo or letterhead, or an email communication from DCSA showing date/time stamp and official DCSA email address. In lieu of documentation from DCSA, the Offeror shall submit a screen capture of their current FCL status as reflected in the National Industrial Security System (NISS) that corresponds to the CAGE code(s) submitted. The screen capture shall display a date that is no more than thirty (30) days before the date of the proposal submission.

Per C.F.R. 32 Part 117.11, National Industrial Security Program Operating Manual (NISPOM), the Cognizant Security Authority (CSA) will consider a U.S. entity to be under FOCI when a foreign interest has the power to direct or decide issues affecting the entity’s management or operations in a manner that could either result in unauthorized access to classified information; or adversely affect performance of a classified contract or agreement. The U.S. entity may also be considered to be under FOCI when a foreign interest or government is currently exercising, or could exercise, that power, whether directly or indirectly, such as through ownership of the U.S. entity’s securities, by contractual arrangements, or other means. When a CSA has determined that an entity is under FOCI, the primary consideration will be the protection of classified information.