Q A.pdf

Questions and Answers HQ0034-14-R-0023 WHS Administrative Support Services

# Question Answer 1 How many IDIQ basic contracts will be awarded?

The government intends to award multiple award IDIQ contracts and has not established a preset number.

2 Can a bidder be awarded a basic IDIQ contract without being awarded to one of the Task Orders?

Yes

3 Are we anticipating more work to be awarded under the basic IDIQ contract, in addition to the two task orders?

Yes, we anticipate additional task orders under the anticipated contract

4 Who are the incumbent basic contract holders? Please provide company DUNS number in addition to company name.

Spartan Business & Technology Services

5 Who is the incumbent performing task order #1?

Please see response to Question #4

6 What is the total dollar value and period of performance for task order #1?

The period of performance is specified in section 1.5 of each Task Order PWS. The estimated dollar range for Task Order one is $1M-$2.5M and for Task Order two is $1M-

$2M 7 Who is the incumbent performing task order #2?

See #4

8 What is the total dollar value and period of performance for task order #1?

See #6

9 We will be teaming with a subcontractor for this effort. Will you permit subcontractor reference as one or two of the maximum allowable three references, provided that the subcontractor performed as a prime on the reference contract?

No, please review revised solicitation and respond accordingly

10 If you do permit subcontractor reference per question above, will you evaluate them with equal weight as the prime SDVOSB’s references?

See #9 response

11 Please confirm information provided in

1.6.6. of the basic contract PWS and Task Order #1’s PWS, that the base contract will be FFP and the task orders will be FFP IDIQ. It appears that the information

The CLINs listed in the solicitation are FFP and the CLINs listed in Task Order 1 and 2 are also FFP, please see revised solicitation.

(Section 1.6.6, pg. 2, Task Order 1 and 2) is erroneously switched.

12 Can the proposed Task Order

Manager and Alternate be the same for both Task Order #1 and Task Order #2?

Please review the revised solicitation and respond accordingly.

13 Can the proposed Management/Program Analyst(s) be the same for both Task Order #1 and Task Order #2?

Please review the revised solicitation and respond accordingly.

14 Can the proposed General Clerk IV(s) be the same for both Task Order #1 and Task Order #2?

Please review the revised solicitation and respond accordingly.

15 Can the Offeror include the past performance of subcontractors in Volume III or are all past performance references and questionnaires to come from only the prime?

See #9

16 If Offerors can use the past performance of subcontractors, will the subcontractors have to submit experience where they were the prime contractor, too?

See #9

17 Please confirm that the Task Order Manager is the only key personnel for Tasks 1 and 2.

Yes, the Task Order Manager is the only key personnel for both Task Order PWSs. (See

Amendment 4, Section 1.6.11.1, Task Order PWS, 1 and 2)

18 Please provide guidance on the clearance requirement for this solicitation. If the contractor is to have an existing clearance prior to award, it will significantly reduce the number of responses and significantly limit competition for this solicitation.

The offeror is required to demonstrate within their proposal that they meet all security requirements as stated in the solicitation at the time of proposal submission.

19 We are a relatively new company with no relevant corporate past performance for this solicitation, although the Company principals have significant experience with other companies. With no relevant past performance, will we be rated Unsatisfactory or Neutral? It is requested that subcontractor Past Performance be considered in the evaluation.

The government has determined that the past performance evaluation criteria is appropriate for this requirement and therefore there will be no changes with respect to this portion of the solicitation.

20 Since this procurement is subject to the Service Contract Act, awardees for Task Orders 1 and 2 will be required to give

See#17 first preference to incumbent SCA employees. Accordingly, it does not seem appropriate to include SCA labor categories as Key Employees. It is requested that Key Employees be limited to non-SCA employees.

21 Several of our federal customers who provide annual CPARS have refused to complete Past Performance Questionnaires, and have stated "this is why do CPARS." Will the vendor be penalized if our customers do not submit past performance questionnaires? Can we included CPARS in the Past Performance Volume in lieu of questionnaires?

The submission of Questionnaires is not a requirement to be eligible for contract award. It is simply one of several tools the government can use to evaluate past performance. Please see solicitation.

22 Reference RFP, page 18, Section C, second paragraph reads: "The Offeror shall include resumes for the key personnel within this volume...."

Question. Are all personnel considered key, or just the vendors designated Task Order/Site Manager?

Please clarify.

See#17

23 Can the government clarify whether one offeror can be awarded both task orders?

One offeror can be awarded both task orders.

(See Amendment 4, under Evaluation Factors, Basis For Contract Award ) 24 Can the government specify which specific labor categories are considered key personnel?

See #17

25 If teamed with another company can the Offeror’s proposal include a Past Performance citation of a teammate assuming the work was performed as a Prime Contractor

See #9 response

26 Page 18 of the RFP states that resumes should be included for all key personnel. On page 4 of the PWS for Task Order 1, it states that the Task Order Manager is considered key personnel, followed by a statement identifying the qualifications for all key personnel, including a Task Order Manager, Financial/Budget Analyst, See #17 regarding Key Personnel. Resumes are not required (See Amendment 4, 52.212-1 Addendum, Volume II ) but offerors must demonstrate that they are able to perform all requirements as stated in the solicitation and their responses will be evaluated based on the terms of the solicitation. Please review the revised solicitation and respond accordingly.

Management/Program Analyst, Executive Administrative Assistant and General Clerk Iv. For Task Order 1, would the Government please clarify if the Task Order Manager is the only person considered to be key personnel, or are all staff positions listed also considered key personnel?

If all positions are considered key, does the government require resumes be submitted for each proposed position?

27 Page 18 of the RFP states that resumes should be included for all key personnel. On page 4 of the PWS for Task Order 2, it states that the Task Order Manager is considered key personnel, followed by a statement identifying the qualifications for all key personnel, including a Task Order Manager, Management/Program Analyst, Secretary IV and General Clerk IV.

For Task Order 2, would the Government please clarify if the Task Order Manager is the only person considered to be key personnel, or are all staff positions listed also considered key personnel? If all positions are considered key, does the government require resumes be submitted for each proposed position?

See #26 response

28 Page 5 of the RFP PWS states that there will be a 30-day phase-in period for the awarded Contractor. Page 5 of Task Order 1 and Task Order 2 state that there will be a two-week phase-in period for the awarded Contractor.

Would the Government please clarify how long the phase-in period will be?

See section 1.6.17 of the Basic PWS. The phase-in period for Task Orders 1 and 2 is two weeks. The phase-in period for the basic PWS has been deleted

29 Page 18 of the RFP states that “the Offeror shall provide Past Performance Questionnaires (PPQs) to its customer references.” Can the

A past performance questionnaire was submitted in Amendment 1. Please review the solicitation and respond accordingly government please confirm that questionnaires are required and if so can we get the government to issue the questionnaires as soon as possible?

30 The RFP in the Evaluation Factors section states in Section 3 Rating Methods that the “Offeror must have served as the Prime Contractor for each referenced contract”. If the vendor is proposing a team to include subcontractors, does this statement refer to the “Offeror” as the prime and any of its subcontractors? Can Past Performance be submitted by a proposed subcontractor as long as they served as the Prime Contractor for the referenced contract? Or, is the government asking that all past performance be submitted by the Prime only?

See #9

31 The RFP states the following regarding the place of performance:

“1.6.5 Place of Performance: The work to be performed under this contract will be performed at the Pentagon, Mark Center, Pentagon Heating and Refrigeration Plant and other DC metropolitan locations.” It doesn’t appear that services will need to be performed at the winning contractor’s facility, and the solicitation doesn’t indicate that data will be store at the contractor`s facilities. Given these circumstances, can you please clarify whether a Facility Clearance is indeed required for the winning contractor. Also I would like to know if there is an incumbent for this contract (if so, please provide incumbent name and contract number), or if this is a new contract.

A facility clearance is required per the solicitation and please see the response to

Question#4 with respect to incumbent.

32 We request the contracting office to review and change the NAICS to 541611

- Administrative Management and General Management Consulting Services.

We believe that the NAICS 541611 is a better fit because two of the three major task areas (Management & Professional Services and Financial Management Services) are professional/analytical in nature and are classified under NAICS 541611.

Per the definition provided by the Bureau of Census, industry classified under 541611 is primarily involved in:

Administrative management consulting services, Site selection consulting services, Financial management (except investment advice) consulting services, Strategic planning consulting services, General management consulting services.

The government has reviewed this requirement and determined that NAICS Code 561110 to be the most appropriate NAICS Code for this requirement.

33 Are there any incumbent contractors providing administrative support

See#4

34 Can the government please provide the name(s) of the incumbent(s)?

See#4

35 Are the incumbent contractors eligible to be a prime for the recompete

Yes

36 If incumbents, can the government please provide the SCA seniority dates and labor categories for the existing staff? This information is required for pricing SCA benefits.

The government is not required to provide this type of information during the solicitation phase.

37 The government states the following:

“Additionally, proposals envisioning compensation levels lower than those of predecessor contractors for the same work will be evaluated on the basis of maintaining program continuity, uninterrupted high-quality work, and availability of required competent administrative service

This is the government’s first time requesting a compensation plan for this requirement employees.”

a. Can the government please explain how new Offerors will know if they are lower or higher than the predecessors?

b. Since new Offerors will not be privy to predecessor pricing data how will the government fairly judge Offerors

Request the government revise or remove this statement to make it fair for new Offerors

38 The government is requiring a personnel matrix that outlines to the CLINS, position titles, labor categories, PWS tasks assigned and number of proposed hours.

Is the government requiring that Offerors submit candidate names for each position and specify their exact duties other than the general position description information provided in the solicitation?

Request that the government revise or remove this requirement to make it fair for new Offerors .

The personnel matrix doesn’t require actual candidates’ names.

39 The government is requiring the following: “Contractor person designated in the PWS to perform work supporting the Assistant Director of Operations under this contract must have a Secret security clearance at time of the proposal submission”

Can the government please clarify this requirement?

Is the government going to provide specific workload data and what the requirements are for this position?

Please see solicitation and respond accordingly.

Request that the government revise or remove this requirement to make it fair for new Offerors

40 The Task Orders state that the “PHASE IN” Period is two (2) weeks;

however, the Basic IDIQ PWS states “thirty (30) days.

Can the government please clarify which is correct?

See Amendment 4, page 4, Basic IDIQ PWS.

The phase-in for the basic PWS period has been removed.

41 The government states the following:

“The estimated hours and labor categories are simply estimates on what it may take to perform the requirements listed in this PWS based on past history on similar projects.

The contractor is not required to propose the hours listed below and is encourage to use sound judgment and businesses practices when preparing the price/cost proposal”.

New Offerors will be at an unfair advantage in proposing varying staffing levels without the government providing workload data by functional task and area; this clearly favors the incumbent contractors. Is the government going to provide additional workload data by functional task and area currently being supported so that new offerors can assess staffing levels accurately?

Furthermore by providing estimated hours that are not in fact the true hours that all offerors will be evaluated by is somewhat misleading because new offerors will have no other frame of reference to determine alternative staffing levels that the government can later claims presents a performance risk.

Request that the government provide hours that all offerors will be fairly judged by, this will level the playing

All offerors will be evaluated based on the responses in their proposal as to whether they meet all requirements as stated in the solicitation. Please see revised solicitation and respond accordingly field and each offeror will then be evaluated based on price.

42 Would the government consider changing the NAICS code from 561110 which has a size standard of $7M to one with a higher size standard such as 541611 (Administrative Management and General Management Consulting Services) which has a size standard of $14M?

Changing the NAICS to 541611 is more comprehensive of the category of services listed on page 1 of the “Basic_IDIQ_PWS” document (Administrative Services, Management Professional Services, and Financial Management Services).

It also allows for a lower-risk solution by providing a more competitive range of SDVOSB companies that may be in a better position (maturity and financial) to successfully manage task orders under this IDIQ.

The government has reviewed this requirement and determined that NAICS Code 561110 to be the most appropriate NAICS Code for this requirement.

43 The RFP states the following regarding the place of performance:

“1.6.5 Place of Performance: The work to be performed under this contract will be performed at the Pentagon, Mark Center, Pentagon Heating and Refrigeration Plant and other DC metropolitan locations.”

It doesn’t appear that services will need to be performed at the winning contractor’s facility, and the solicitation doesn’t indicate that data will be store at the contractor`s facilities.

Given these circumstances, can you please clarify whether a Facility Clearance is indeed required for the winning contractor.

A facility clearance is required. Please see solicitation and respond accordingly.

44 Should an Offeror submit only the resume for the Task Order Manager, or are resumes required for each position identified in TO 1 paragraphs

See#26

45 Similarly, should an Offeror submit only the resume for the Task Order Manager, or are resumes require for each position identified in TO 2 paragraphs 1.6.11.2 through 1.6.11.5 for TO 2?

See #26

46 If resumes are required for all positions (TO 1 - 1.6.11.2 through 1.6.11.6, and TO 2 - 1.6.11.2 through 1.6.11.5) and there are multiple personnel proposed in the respective position, is a resume required for each and every proposed individual

See #26

47 Could you provide the questionnaire

See Amendment (1)

48 Based on the information pulled from the requirements, can you please clarify the Phase-In/Out periods, i.e., 30 days or 2 weeks……

See #28

49 Also, is the Start Date for Task Order 1 and Task Order 2 the same; and if so, will the Phase-In/Out requirement be the same per your response to my question 1 above?

The start date and phase-in period is the same for both task orders.

50 Will the Task Order Manager have an office.

No

51 Will the Government provide the Past Performance Questionnaire (PPQs) referenced in the solicitation

See Amendment 1

52 Is there an incumbent; and if so, are they eligible to re-compete? Might we also ask the contract value, if applicable?

The incumbent can compete and the contract ceiling for the IDIQ is $45M.

53 Regarding the administrative support services requirement, HQ0034-14-R- 0023: Can you please provide the name of the previous contractor and the contact number? Thank you for your time.

See #4

54 Is this solicitation the re-release of HQ0034-13-T-0028 (Comprehensive Clerical and Administrative Support Services) ; which was originally released on/about 12 April 2013?

Yes

55 Is the incumbent contractor, or contractors, qualified to respond to the solicitation based on the Service Disabled Veteran Owned set-aside assignment AND the 561110 NAICS Code/$7M 3-year revenue average?

Any contractor meeting the terms and conditions of this RFP can compete.

56 Will the Government accept Joint- Venture proposal / solicitation responses without prejudice? That is to say, does the Government perceive Joint Ventures in a negative light?

Any contractor meeting the terms and conditions of this RFP can compete.

57 Page 18 of 56 of the solicitation PWS states "The Offeror shall include resumes for the key personnel within this volume. Resumes are not counted against the page limit for this factor."

However, the solicitation PWS only calls out/ identifies one key personnel, the Project Manager - yet the Task Orders call out multiple key personnel. Question - Is the Government asking for Key Personnel Resume(s) with regard to the PWS or the Task Order(s)?

See #26

58 Does the Government wish to retain any of the current incumbent personnel?

This is a business decision to be made by the offeror along with following the requirements of FAR 52.222-17( Non-displacement of Qualified Workers)

59 Will the Government provide contact information for the current incumbent personnel such as Government-office phone number or Government-provided work email addresses?

Please see response to question #4

60 Will the inclusion of current incumbent staff resumes within a bidder's response be graded higher than resumes of non-incumbent personnel?

All offerors will be evaluated based on the responses in their proposal as to whether they meet all requirements as stated in the solicitation.

61 The PWS states that proposals consist of specific volumes; the volumes

Please review the solicitation and respond listed only require a Technical Approach & Capability/Resumes for the Task Orders one and two; there is not a separate volume for a response to the PWS. Question - Is it correct that the Government does not want a PWS-response but only a response to the two Task Orders accordingly.

62 How much transition time or contract overlap does the Government anticipate between the current incumbent's contract end date and the new contract's start date

Reference pg. 4 of Task Orders 1 and 2 PWS.

The phase-in period will consist of two weeks.

63 We currently do not have a Secrete Facility Clearance, will the government sponsor us for one after contract award and before start of services

No, The offeror is required to demonstrate within their proposal that they meet all security requirements as stated in the solicitation at the time of proposal submission.

64 RFP, page 18, para D; States the Offeror shall 3 past performance contract references for each task order where the Offeror has served as the prime contractor only

360Patriot has been performing work in support of the U.S Army’s Domestic Abuse and Victim Advocacy Program as well as for the OSD Recovery Care Coordination Program as a subcontractor.Our support to these DoD program’s began in 2010 where we continue to receive outstanding Past Performance evaluations . The provision requiring an offeror to have three prime past performances restricts the competition and appears to make 360Patriot ineligible. This is disturbing since 360Patriot is a highly qualified SDVOSB and is able to provide WHS additional competition for this important acquisition.

The government has determined that the past performance evaluation criteria is appropriate for this requirement and therefore there will be no changes with respect to this portion of the solicitation.

65 “The Offeror shall provide the main Cover Letter, Certifications, Completed Provisions, Signed 1449, Offerors shall submit their Certifications and Provisions under their www.sam.gov account under “entity record.” 252.209-7994 must be http://www.sam.gov/

Contractor Security Classification and NDA/OCI for this volume” What does WHS require to meet the “Completed Provisions” and “Contractor Security Classification” requirements within Volume I?

completed and provided. Offerors must also demonstrate which level of security classification their company holds (Secret). See Addendum to FAR 52.212-1, Volume I, and section B. Administrative (Volume I)

66 Is the Management/Program Analyst and the Task Order Manager considered the same position for all intent and purposes or are these two distinct and different positions? Are we to provide labor pricing for the Task Order Manager position? Since the Task Order Manager needs to be available from 8:30AM to 5:30PM, five days a week; is there a reason why this position was not provided in the RFP as a billable labor category?

Is it the Government’s intent that this position be dual-hatted or is this considered a non-billable position?

Amendment 4 removed the 8:30 AM to 5:30PM requirement from the basic PWS. In reference to whether or not this position is a billable labor category, no tasks were directly attributed to this position and it is the responsibility of the offeror to propose the task order manager according to their business interest.

67 The Task Orders 1 and 2 mention a 2 week transition period, but the Basic Contract mentions a 30 day phase in/phase out period. Please clarify how long the transition period is for each task order?

See#28

68 Each of the PWS’s (Base Contract, Task Order 1, and Task Order 2) require a Task Order Manager and Alternate as Key Personnel. Please clarify whether one person can fill that position for overall contract or whether your intent is for the contractor to offer multiple Task Order Managers.

See#66.

69 In the Government’s usage of the word “Offeror”, is it safe to assume this refers to the combined past performance of both the Prime contractor and any Subcontractor companies that are members of the Offeror’s team

Please see response to Question #9

70 Given the requirement that past Please see response to Question #9 performances must be submitted on contracts where the “Offeror” has served as the prime contractor, is it acceptable that the 3 references submitted for each task order come from contracts, in which a Subcontractor on the “Offeror’s” team has served as the prime contractor for that reference

71 RFP page 25 states, “For Task Order

1 and 2, price will not receive a rating; however, proposals must be deemed fair and reasonable prior to award.” However, RFP pages 20 and 21 detail that for the overall basic contract award as well as Task Order 1 and Task Order 2 awards that price is a factor. On page 22 the RFP details that, “Technical and Past Performance are equal and when combined are significantly more important that Price; however Price is a significant factor. Are we to understand correctly that Price is a significant factor but will not receive a rating

Yes

72 RFP page 19, Tab – 2, section 3, states, “including whether or not the labor category is subject to the Service Contract Act”. Clause 52.222-42 details 4 Employee Classes

Not a question

73 PWS page 10, section 4.2 details, “The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Office.”

However, some of the Labor Categories in Task Orders 1 and 2 details that only a NCIC is required.

Is a Secret security clearance required

A secret security clearance is specified in section 5 of the Task Order PWS (Section

1.6.7). All employees are not required to have one. (Section 4.2., Basic PWS, pg.8). Please see revised solicitation and respond for all employees or is there only the requirement for a Secret clearance based on the individual Labor Category

74 Resumes/Key Personnel: RFP page 15 details that Volume II, Factor 1, is to include resumes. PWS page 5 section 1.6.11 details that Key Personnel include a Task Order Manager and Alternate are Key Personnel. Is the Task Order Manager the only required resume to be included in Volume II? Is the Alternate Task Order Manager resume required? Are there any other additional resumes required, and if so what Labor Category resumes

See#26. Please review the revised solicitation and respond accordingly.

75 Will the Gov’t please clarify what certifications Offerors are required to include in Volume I Administrative www.sam.gov

76 Technical Exhibit 3 of the Task Order Performance Work Statements state that “the estimated workload hours and labor categories are simply estimates on what it may take to perform the requirements listed in this PWS based on past history on similar projects. The contractor is not required to propose the hours listed below and is encouraged to use sound judgment and businesses practices when preparing the price/cost proposal”. Does the government believe that the Specific Task descriptions (i.e., Administrative Services, Management and Professional Services, Financial Management Services) in Section 5 provide a reasonable basis of estimate for contractors to estimate the expected workload

Yes. Please review the revised solicitation and respond accordingly

77 The Instructions to Offerors requires contractors to submit a completed copy of the representations and

See#65 http://www.sam.gov/ certifications data, however the solicitation also requires contractors to be registered in the SAM database.

The SAM database includes the requested representation and certifications data. Do contractors have to submit a copy of the representation and certification as part of their proposals or can contractors state within their proposals that a copy is available in their SAM account?

78 Factor 2 states that the Offeror must have served as the Prime Contractor for each referenced contract. Does Offeror in this context include all team members (i.e., the prime and subcontractors)?

Only past performance references where the offeror has served as the prime will be accepted

79 In order to comply with the Service Compliance Act, will you provide the following:

Name and contact information of any incumbents for Task Orders 1 & 2.

Incumbent employee name and contact information

For incumbent information, see #4.

Will you be directing incumbent contractors to provide to Offeror’s the names, salary and contact information of employees working on incumbent contracts

No, see #79 (legal please advise)

81 How many IDIQ contracts will be awarded

See #1

82 Who is the incumbent contractor

See#4

83 Does the incumbent contractor meet the under $7M size standard?

The government will make such determination during the evaluation process.

84 Section 4.2 states all employees of the contractor shall have a SECRET clearance, however, Task Order 1 and Task Order 2 mostly require only a

See#73

NCIC check. Does the task order requirements override this section?

85 Does the Task Order Manager require a

SECRET clearance?

No

86 Basic IDIQ Instructions to Offerors, Sec D, Past Performance: Instructions state “no more than three (3) past performance contract references for each task order (a past performance reference can be used for both task orders) that reflect recent and relevant experience where the Offeror has served as the prime contractor only.” Please clarify whether the 3 past performance statements apply to the Prime only? As a small business under $7M, having 3 prime contracts of this size would restrict us from this proposal. Would the government agree to 3 Prime contract statements across the team with at least one from the Prime offeror?

All 3 past performance references apply to the Prime only

87 Page 2 of the DD254 Section 13 states to see attached for special instruction, however, nothing is attached

Please see revised solicitation and respond accordingly

88 Is a resume required for the alternate for the Task Order Manager

Resumes are not required but offerors must demonstrate that they are able to perform all requirements as stated in the solicitation and their responses will be evaluated based on the terms of the solicitation.Please review the revised solicitation and respond accordingly

89 Is the Task Order Manager cost considered part of the FFP for the task order? If so, what CLIN should include the Task Order Manager?

This is a business decision to be made by the offeror.

90 Section 1.6.11.1 (Basic-PWS document) states “The follow person is considered key personnel by the government: Task Order Manager.”, however, Task Order 1 and Task Order 2 Section 1.6.11.1 state “The following personnel are considered key personnel by the government: Task

Order Manager. Qualifications for all key personnel are listed below.” then the Task Order Manager and Alternate, Financial/Budget Analyst, Management/Program Analyst, Executive Administrative Assistant, and General Clerk IV are all listed.

Which personnel are considered key

91 Based on the following instruction, will the vendor need to identify the labor categories per CLIN?

Tab 2 – Labor Categories shall include the following elements:

(1) All line item numbers and descriptions.

(2) The labor category(s) associated with each line item.

(3) The number of full-time employees (FTEs), fully-burdened unit price (hourly rate), labor hours and price associated with each labor category, including whether or not the labor category is subject to the Service Contract Act.

(4) The sub-total for each performance period. (5) The total overall price.

Please review solicitation and respond

92 For the Task Order responses, are resumes for all Key Personnel (ie:

financial/budget analyst, management/program analyst, etc) required or just the task order manager and alternate?

See #17 regarding Key Personnel.

Resumes are not required (See Amendment 4, 52.212-1 Addendum, Volume II ) but offerors must demonstrate that they are able to perform all requirements as stated in the solicitation and their responses will be evaluated based on the terms of the solicitation. Please review the revised solicitation and respond accordingly 93 Will WHS use Department of

Veterans Affairs CVE's database (vetbiz.gov) for verified SDVOSBs to determine eligible bidders

No, the government can utilize different methods to obtain a vendor’s business classification. The CVE database is unique to the Department of Veterans Affairs.

94 Will appendices in the technical responses count towards page limit

Yes, please review the revised solicitation and respond accordingly

95 For past performance citations and questionaires, can all bidders use the

A reference can be for both task orders but must clearly identify on the questionnaire that same 3 for both task orders? Would our clients have to submit to questionaires for both task order responses or can they submit one for both?

this reference applies to both orders.

96 For Volume 1, can we submit a copy of our SAM.gov report in lieu of certifications and completed provisions

Yes

97 Is a facility clearance required by the prime to bid? If the bidder is still in the process of obtaining one, can the bidder provide that information? Can the bidder use a subcontractor's facility clearance to meet this requirement

The offeror is required to demonstrate within their proposal that they meet all security requirements as stated in the solicitation at the time of proposal submission. A bidder cannot use a subcontractor’s facility clearance.

98 For the compensation volume, are bidders required to submit proposed annual salaries for all of the positions in each task order or just the administrative positions

Only those positions not covered by SCA

99 Is there an incumbent and if so, is an awardee other than the incumbent expected to transition incumbent staff

See#4 for incumbent. The awardee is responsible for transitioning staff in accordance with section 1.6.17 (Phase-in).

Please review the solicitation and respond accordingly 100 Is the Task Order Manager a billable

Labor Category This is a business decision to be made by the offeror. There are no direct tasks associated with this position. Please review the solicitation and respond accordingly.

101 For Task Order 1 - is the Task Order Manager the only key personnel, or are all of the Labor Categories also key personnel (i.e., General Clerk IV, Executive Administrative Assistant, etc

See#17

102 Under the section 1.6.11.1 Key Personnel – is this one resume per position

Resumes are not required (See Amendment 4, 52.212-1 Addendum, Volume II ) but offerors must demonstrate that they are able to perform all requirements as stated in the solicitation and their responses will be evaluated based on the terms of the solicitation. Please review the revised solicitation and respond accordingly

103 Can we propose the same staff for both Task Orders

This is a business decision to be made by the offeror. Please review revised solicitation

104 Are these Sample Task Orders, or Actual Task Orders actual Task Orders that will be awarded

105 Under the section ESTIMATED

WORKLOAD AND CLIN

STRUCTURE (Technical Exhibit 3)

– does it represent 12 months, or the entire 5 years of the contract

It is 12 months on a yearly basis for five years.

106 Is there an incumbent currently supporting this effort? If so, who is that incumbent? What is the value of that contract?

See#4 for incumbent. $2M IDIQ Contract

107 (Task Order 1) The CLIN numbering for the Option Years is the same as the numbering for the Base Year (0001, 0002, etc.).

Should the numbering for the Option Years be 1001, 1002… for OY1;

2001, 2002… for OY2; 3001, 3002… for OY3, and 4001, 4002 for OY4?

See Amendment 4, Task Order PWS 1 and 2 under Technical Exhibit 3-Estimated Workload

& CLIN STRUCTURE.

108 (Task Order 2) The CLIN numbering for the Option Years is the same as the numbering for the Base Year (0001, 0002, etc.).

Should the numbering for the Option Years be 1001, 1002… for OY1;

2001, 2002… for OY2; 3001, 3002… for OY3, and 4001, 4002 for OY4

See #107

109 Can the individual possess an Interim Secret clearance at the time of proposal

No, the offeror is required to demonstrate within their proposal that they meet all security requirements as stated in the solicitation at the time of proposal submission 110 Task Order 2, para 5.2.2 (secretary

IV). No security clearance is required for this position; yet there is a Secret clearance required for the Secretary III position.

Question: Please confirm there is no security clearance required for the Secretary IV position(s).

No security clearance is required for Task

5.2.2. Please review the solicitation and

respond accordingly.

111 Does WHS want to see all resumes for all positions? (21 for TO 1, and 16 for TO2)

See #102

112 Section 1.6.7 states Security Requirements: Contractor personnel designated in the PWS to perform work supporting the Director of the

Facilities Services Directorate (FSD) and the Assistant Director of Operations, FSDunder this contract must have a Secret security clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract.

Question: Do all positions proposed report to these directorates therefore requiring all contract personnel to have secret security clearances? Or more precisely, do all contract personnel under this contract need to have a secret security clearance?

113 CLIN 0001 of TO 1 is for a two week phase in period prior to contract start date.

Question: Is this in addition to the 1880 hours?

Please review solicitation and respond accordingly.

114 The RFP refers to the DD-254 for Security Clearance guidance and requirements, but section 13 on Page 2 of the DD-254 "Security Guidance" states "****See attached" although there is no attachment to the DD-254.

Question: Can the government provide clarification and the referenced attachment?

See revised solicitation for attachment.

115 Page 3, Para 1.6.7 states that contractor personnel designated in the PWS to perform work under the contract must have a Secret Security Clearance at time of proposal submission.

Question: Would the government require all potential personnel bid under the contract to already be employees of the bidder who would hold their Secret Clearance? If so, this would also require all bidders to have a current Facility Clearance. Will the government grant an Interim Secret Facility Clearance to proposing companies so they can hold the clearances of all proposed contractors during the proposal process?

No interim clearances will be provided.

Regarding proposed personnel, this is a business decision to be made by the offeror.

116 Task Order 2, Page 3, Para 1.6.7 states that all contractor personnel must have a Secret Clearance at the time of proposal submission.

Question: In addition to the previous question regarding the government providing interim clearances, Page 10, Para 5.2.1 for the General Clerk IV; page 11, Para 5.2.2 for the Secretary IV; page 13, para 5.2.4 for the Secretary II; and page 13, para

5.3.1 for the Management/Program Analyst all state that there is no security clearance required for these positions. This seems in conflict with the afore mentioned Secret Clearance requirement. Can the government clarify why Security clearances are required to bid for these positions that do not require them?

See section 4.2 of the Basic PWS, “Contractor employees required to have security clearances in performance of this work will be specified at the Task Order level”

117 Task Order 2, Page 4, para 1.6.11.1 Key Personnel identifies The Task Order Manager as the only Key personnel in the front part of the paragraph but then states that key personnel qualifications follow and lists the Task Order Manager and Alternate; Management/Program

Analyst; Secretary IV; and General Clerk IV.

Question: Can the government confirm that the only Key Personnel is the Task Order Manager?

118 13. Task Order 1, Page 3, Para 1.6.7 states that all contractor personnel must have a Secret Clearance at the time of proposal submission.

Question: In addition to the previous question regarding the government providing interim clearances, Page 11, Para 5.2.2 for the General Clerk IV; page 12, Para 5.3.1 for the Program Management/Analyst; and page 12, para 5.4.1 for the Financial/Budget Analyst all state that there is no security clearance required for these positions. This seems in conflict with the afore mentioned Secret Clearance requirement. Can the government clarify why Security clearances are required to bid for these positions that do not require them?

See #73

119 Task Order 1, Page 4, para 1.6.11.1 Key Personnel identifies The Task Order Manager as the only Key personnel in the front part of the paragraph but then states that key personnel qualifications follow and lists the Task Order Manager and Alternate; Financial/Budget Analyst;

Management/Program Analyst;

Executive Administrative Assistant;

and General Clerk IV.

Question: Can the government confirm that the only Key Personnel is the Task Order Manager?

See#17

120 Section D. Past Performance (Page 18 of 56) states that for Task Orders 1 and 2, the offeror shall provide no more than three (3) past performance contract references for each task order that reflect recent and relevant experiences where the offeror has

No, the government has determined that the past performance evaluation criteria is appropriate for this requirement and therefore there will be no changes with respect to this portion of the solicitation.

serves as the prime contractor only.

Question: Can team members qualification be used if they meet the requirements in the SOW?

121 In the SOW Pages 3-5 it list 3 clins:

0001 - Administrative Support Services, 0002 Management Support Services and clin 0003 Financial Management Support Services.

However in Task order one, the clins are as follows: 0001 Phase-In Period, 0002-General Administrative Support Services IV, 0003 Management/Program Support Services, 0004 Executive Administrative Support Services, 0005 Financial/Budget Support Services for Task 2 the clins are as follows: 0001 General Administrative Support Services IV, 0002 Admin Support Services IV, 0003 Administrative Support Services III, 0004 Administrative Support Services II, and 0005 Management/Program Support Services..

Question: Would the government consider renumbering the clins in order for the labor categories to match so that there is consistency for labor categories used in the two task as well as the overall IDIQ vehicle?

See Task Order PWS 1 and 2 (Attachment 3/Technical Exhibit 3 – Estimated Workload &

CLIN STRUCTURE) Please review revised solicitation and respond accordingly.

122 Section H-3, Compensation Plan (pages 55-56).

Question: If a subcontractor on our team is only proposing professional financial/management/budget employees and no administrative employees as defined in 29 CFR 541, do they have to submit a compensation plan for those employees?

The offeror is required to submit a compensation plan for professional employees.

123 Section 2) EVALUATION FACTORS, b. Factor II: Past Performance (page 21 of 56). Appears to indicate that offerors will only be

The government has determined that the past performance evaluation criteria is appropriate for this requirement and therefore there will be no changes with respect to this portion of the evaluated and not subcontractors.

Also it appears that offerors past performance will only be evaluated on those contracts for which the offeror is the Prime.

Question: Will the government allow subcontractor past performance to be considered?

Question: Given that most small businesses have a great deal of work as subcontractors, will the government allow past performance as a subcontractor to be considered?

solicitation.

124 Task Order 1, Technical Exhibit 3, CLIN Structure Page 16, provides CLINs for the Base Period That do not align with CLIN structure for Option Periods on page 18.

Question: Will the government restructure CLINS to align?

Question: Will the government restructure CLINS for Option Periods to be numbered differently from the Base Period?

See#121

125 The subject section refers to "firm fixed price." Please clarify if the fixed portion of the price is the labor hour rate or the total. If the total, please confirm it is the government's intent to have the successful vendor bill a fixed amount monthly without regard to hours worked and/or labor categories utilized

Yes, the monthly amount is fixed without regard to the hours worked and/or labor categories utilized

126 The award of Task Order 1 and 2 will not be made to the same offeror."

Please clarify why if the same vendor's proposals are evaluated as best value for both TOs that the award won't go to both vendor

The government has deleted this requirement.

(See Addendum to FAR 52.212-2)

127 Request the government consider an extension to no less than 15 business days following publication of final answers to vendor questions, especially if the requirement remains to provide 39 resumes with technical proposals

See amendment 4

128 Please clarify the customers for the two TOs. Part 5 of TO 1 refers to "FFD" and all positions/requirements in Part 5 reference Facilities Services Directorate.

Part 5 of TO 2 refers to "LFD, ECM, SPMD, DMD." However, some positions/requirements in Part 5 of TO 2 reference support for Facilities Services Directorate (see 5.2.1, 5.2.3, and 5.2.4).

Do both TOs support FSD? If yes, are only those referencing FSD in TO 2 supporting that Directorate? If yes, what Directorates are supported by the other positions

Both task order customers reside in WHS/FSD.

Please see revised solicitation and respond accordingly.

129 Please clarify if the references provided can include submissions from both the proposing prime and any identified subcontractors

References must be from prime only

130 Subject section references providing "number of hours proposed." It appears that the government utilized 1880 hours per FTE in the estimated quantity of hours in Technical Exhibit 3.

Recommend the government consider increasing the number of hours/FTE.

1880 hours/year represents total hours worked (2080) less the 10 federal government holidays (2080-80=2000) and an additional 120 hours of leave or 15 days. It is highly unlikely that new employees will take 15 days of leave in the first year (SCA requirements are only 10 days). Therefore, using 1880 unfairly deflates the basis for calculating a firm fixed price for the requirements.

Please see revised solicitation and respond accordingly.

131 If all positions listed in Section 1.6.11.1 are "key" and require resumes, please consider a reduction of resumes to be submitted with vendor proposals. The total number of resumes required based on the estimated FTE data provided in each Task Order PWS and position identified as key is 39. The vast majority of those positions are covered by the Service Contract Act (SCA) and, therefore, are subject to 52.222-17 Nondisplacement of Qualified Workers which requires the vendor to provide

The Task Order Manager is the only key personnel (See#26 for resume response) right of first refusal to the incumbent contract staff. Under those circumstances, requiring resumes has deleterious effects: 1) vendor proposals are evaluated on faulty information (resumes submitted versus the candidates who will actually fill the positions who will likely be the current incumbents) and 2) a drastic advantage to the incumbent contractor which is likely the only company (especially given that this is a small business set aside with a NAICS threshold of $7M) with the staffing resources to submit almost 40 qualified resumes for this requirement.

132 The referenced section states "The Offeror shall include resumes for the key personnel within this volume." Please confirm that all positions listed in Section 1.6.11.1 in each Task Order PWS are considered "key" and require submission of resumes.

See #26

133 Please provide the PPQ in an editable format to allow for easy of use by vendor references

The government will not be submitting an editable PPQ (See Amendment 1)

134 Is this solicitation the result of or was it affected by the results of the Sources Sought RAJ060720130147 Administrative Support 8 (a) Set-Aside published in June 2013? The customer and labor categories appear to be exactly the same.

Yes

135 Is this solicitation the re-release of HQ0034-13-T-0028, Enterprise Administrative Support Services which was cancelled in May 2013? The requirements appear very similar.

Yes

136 Is there an incumbent(s) contractor currently providing these services? If yes, please provide the name of the incumbent and the contract number(s)

See#4

137 Will the Government sponsor the apparent awardee for Secret clearance

The government will not be sponsoring any awardee

138 How many contracts does the Government anticipate awarding as a result of this solicitation

The government intends to award multiple award IDIQ contracts and has not established a preset number.

139 Is there an incumbent contractor? If so, See #4 who 140 The NDA/OCI looks to be required from employees upon hire; however, the proposal instructions indicate that they should be included as part of Volume I. Is this correct

See Amendment 4, addendum to FAR 52.212- 1.

The NDA forms must be submitted prior to commencement of contract performance, not at time of submission of offer.

141 Past performance: "Offeror must have served as the Prime Contractor for each referenced contract

Yes

142 Does this statement exclude the ability to use a subcontractor's past performance for evaluation

Yes

143 Is the Task Order Manager required to be on-site

No

144 How can the contractor use sound judgment on estimating the exact number of personnel is required without having historical knowledge of the current contract

Please see revised solicitation and respond accordingly.

145 Can the Government provide the number of FTEs that are currently working for Task Order 1 and 2

See #144

146 Can the Government provide the minimum and maximum number of FTEs at any given time for the Incumbent contract

See#144

147 Can the Government provide the minimum and maximum number of FTEs at any given time for the Incumbent contract

See response to #144

148 Is there a Size limit to emails WHS can receive

10Mbs per email.

149 Is there an incumbent contractor performing the work outlined in Task Orders 1 and 2? If so, will the government provide the incumbent contractor company names and the previous contract number

Yes, see response to question #4. Incumbent contract number:…