RFP_Questions_2-3-16.pdf

Solicitation HQ0034-16-R-0133 - Questions and Answers

Solicitation Doc Name and Section Question Answer 1 L.2.1.2.2 and L.2.1.2.3 (Figure 1, Resume Format/Template) We suggest that the Attestation language and signatures be the last item (e.g., table row) in the body of the formatted resume instead of in the footer. This will keep the overall document page footer uniform with company name, page number, classification info, etc., making it easier for evaluators to read. Please acknowledge this change to the RFP will be made.

This has been revised

2 L2.1.2.3 We suggest that the resume length for Key Personnel be three pages in order to adequately demonstrate to evaluators the relevance of these individuals in terms of "previous job positions and experience in relation to the PWS and their roles, and specific acquisition development projects they have been engaged with and in what capacity." Please acknowledge this change to the RFP will be made.

The language will not be changed

3 Atch 1, Para 11.4, 11.5, 11.6 The Government states that these tasks are "To be completed within 6 months of contract award and updated annually." To account for transition from the incumbent workforce, we believe this should be within 6 months of start-work date, which would allow for the development of better products.

Please acknowledge this change to the RFP will be made.

The language will not be changed

4 L.1.5 Page Limitations Can we include a cover page outside of the page counts?

The Government doesn’t require a cover page, if included the cover page will be counted towards the page count

5 L.1.5 Page Limitations To help Government evaluators better assess the proposal, can we include list of Acronyms and Abbreviations outside of page count?

The Government does not require a Acronyms and Abbreviations, if added, this will be included in the page count

6 L.1.5 Page Limitations To help Government evaluators better assess the proposal, can we include a compliance matrix outside of the page count?

The Government does not require a compliance matrix, if added, this will be included in the page count

7 B.3 Section B.3 is missing from the final RFP but was in the draft RFP. The final RFP goes from section B.2 to B.4. Was this section omitted intentionally?

This section has been revised

8 L.2.1.4 The instructions for the Past Performance Questionnaire states that "The offeror shall complete blocks 1 through 7 on the form [past performance questionnaire]. The offeror shall request that the client's representative most knowledgeable of the project complete block 8 on the form..."

However, the past performance questionnaire is not numbered/blocked in any explicit way.

Would the Government please number the blocks on the form?

A new form will be uploaded with block numbers

9 PWS 1 and 2 para 13.4 Is the estimated travel plug numbers inclusive of applicable indirect burdens?

Yes

10 PWS 3 For PWS 3 EE, will the Government provide a plug number for travel?

Plug numbers are provided in the CLIN Structure found in the Solicitation Exhibit 6

11 Section B Under which CLIN should a bidder propose any equipment or materials (e.g., Primavera COTS software licenses for schedule analyses tools, COTS parametric modeling tools) that are required throughout each

An ODC CLIN will be added to all Tasks Orders, Solicitation Exhibit 6

PWS? Alternatively, does the Government intend to identify a separate ODC CLIN for these items? If so please provide a plug number for these ODCs.

12 At a recent WHS Small Business Industry day, WHS projected the RFP release for this program in the April 2016 time frame. With the release this week ahead of schedule, it puts non-incumbent competitors at a disadvantage. This is very large, complex, and mission critical procurement. If WHS wants true industry competition beyond their incumbent contractors, we believe a minimum reasonable proposal response time is 45 days. Respectfully request the proposal due date be extended to at least February 19th.

The closing date will remain the same

13 The Draft RFP indicated that the maximum value for each task order would be $48M. It does not appear that there is a maximum amount per task order in the final RFP, is that the intent?

The maximum value is listed in the solicitation, not the draft solicitation

14 The amended PWS for MPS 1 added the phrase “Work in this area will require TS or TS/SCI clearance” in several places. Are we to interpret this to mean that all staff that work these sections of the PWS require this level of clearance, at least one staff member on the team that works these sections of the PWS have this level of clearance, or something else?

At least ONE employee supporting these tasks will require a TS/SCI clearance.

Requirements for additional staff with TS/SCI will be dependent on the amount of work to be done and the material to be addressed.

15 Section L.1.0, page 43, states: The

Washington Headquarters Services, Acquisition Directorate (WHS/AD) intends to make award of a minimum of two (2) but no more than five (5) Cost Plus Fixed Fee (CPFF), Multiple Award, Indefinite Delivery Indefinite Quantity (IDIQ) contracts. The Period of Performance (POP) for these contracts is a twelve (12) month Base Period and four (4) twelve (12) month option periods. The requirements of Task Order 0001, Major Program Support, and Task Order 0002, Engineering Enterprise, are provided as a continuation of the Performance Work Statement (PWS) for this Request for Proposals (RFP). Each offeror will provide a cost proposal for Task Orders 0001 and 0002, which will be evaluated for purposes of Task Order 0001 and 0002 awards and shall contribute to the best value determination for the multiple IDIQ awards.

Offerors should NOT address PWS 3 or 4 in

Question 1: Is Task Order 0001 strictly associated with the first PWS (Attachment 1

– MPS PWS 1), or both MPS PWSs (Attachments 1 and 2; MPS PWS 1 and MPS PWS 2). Is the Government expecting a single award for this task order, or multiple awards?

The Government intends to award:

Task Order 0001, PWS 1 - Major Program Support: Software Engineering and Schedule (Attachment 1), and Task Order 0002, Engineering Enterprise (Attachment 3)

The remaining orders will be competed amongst the IDIQ contract holders

Question 2: Is the last sentence saying that we should not address PWS 3 correct?

Attachment 3 is the PWS for EE, which we believe is to be addressed in Task Order 0002

16 Section L.2.1.2 Factor 2 – Personnel for Task Orders 0001 and 0002, Page 45 states:

The offeror shall provide a list of personnel to accomplish the requirements of Task Order 0001, Major Program Support , and Task Order 0002, Engineering Enterprise, made up of members of the management plan and Senior Subject Matter Experts (SME)s

Question: To confirm, are we expected to provide named staff for the management team and senior SMEs only?

Yes, provide named staff for the management team and senior SMEs only

Section L.2.1.2.2, page 46 states: The Offeror should identify at least 50% of the specific individuals to staff the workload plan at the time of proposal submission and submit resumes for these individuals using the format of the resume format template (see figure 1).

The 50% requirement applies to each Task Order.

Atter the offeror determines its required staffing for a task orderit should provide resumes for 50% of the proposed task order staffing

Question 1: Request the government clarify the 50% requirement. Does the 50% refer to all staff required to support Task Order 0001, MPS and Task Order 0002, EE tasks or just members of the management plan and Senior Subject Matter Experts (SME)s as referenced in Paragraph L.2.1.2?

Question 2: Will the government please provide a total number of staff required to support Task Order 0001, MPS? Will the government please provide the total number of staff required to support Task Order 0002, Engineering Enterprise?

The offeror should propose the number of staff required to complete the requirement that reflects the offeror’s understanding of the task(s).

18 Section L.2.1.2.2, page 46 states: The

Offeror should identify at least 50% of the specific individuals to staff the workload plan at the time of proposal submission and submit resumes for these individuals using the format of the resume format template (see figure 1). In the event the Offeror cannot identify 50% of the specific individuals to staff the workload plan at the time of proposal submission, the following applies.

The contractor shall provide data and information to describe their understanding of the staffing requirements and their staff recruiting efforts to the degree that is sufficient to enable the government to conclude with confidence that the Offeror will fill these positions

The offeror must provide resumes of at least 50% of the specific individuals to staff the workload plan and may provide the remainder of the prospective staff qualifications in the staffing plan and not in resume format.

Alternatively, if the offeror provides resumes of at least 50% of the specific individuals to staff the workload plan, the offeror may choose to declare that the remainder of the positions will be filled with highly qualified individuals no later than 15 working days after award.

with highly qualified individuals no later than 15 working days after award.

Question1: Please confirm our assumption that the offeror will provide the “prospective” or “unnamed” staff qualifications in the staffing plan and not in a resume type format.

Question 2: Will contingent hire offer letters be adequate for the government to assure the contractor understands and can conclude with confidence that the contractor will fill these positions with highly qualified individuals not later than 15 working days after award?

Question 3: Will contingent hire personnel with equivalent demonstrated leadership and experience performing similar work reduce the archival combined technical/risk ratings over named incumbent staff?

Yes, contingency letters will be accepted. It is preferred that contingency letters are submitted with corresponding resumes.

All information provided for Factor 2 will be rated in accordance with the criteria stated in section M.

19 Section L.2.1.2.3, page 46 states: The offeror shall designate at least 10% of its proposed staffing as Key Personnel. The resumes for Key Personnel shall identify the specific roles and responsibilities of the individuals, their previous job positions and experience in relation to the PWS and their roles, and the specific acquisition development projects they have been engaged with and in what capacity. The resume shall also identify all formal education (e.g., college, training courses, etc.), the dates completed, and degrees or certifications earned. These resumes will be submitted in a MS Word format in accordance with the resume format template (see figure 1). Each resume shall be no more than two pages in length.

Question 1: Is there a page limit for resumes and if so what is the total page count for all resumes?

Question 2: We assume the offeror determines which positions will be key.

Please confirm this assumption.

Each Resumes shall be no more than two (2) pages in length; but there is no limitation as to the number of resumes that may be submitted.

The offeror determines which positions will be key.

Section L.2.1.1.1 Factor 1, Page 45 title:

Program Management Plans for Task Orders 0001 and 0002 Question: The title implies there are two distinct Program Management Plans for Task Orders 0001 and 0002. Does the government require two separate and distinct Program Management Plans or an integrated PMP that addresses both Task Order requirements as

Plan should be submitted for each task order.

part 40 page proposal submission limitation?

The 40 page limitation applies to the entire proposal.

21 TASK 0001 12.1 Continuous Process

Improvement; Page 19 states: The contractor shall maintain a threshold of 75% of its workforce certified as Green Belt or higher with an objective of 90%

Question: The Green Belt 75 % or higher requirement appears to be written for the entire workforce supporting this contract and not just Task 0001 or the Continuous Process Improvement section. Can you please explicitly confirm the basis for the 75% minimum Green Belt requirement? This is not an industry standard requirement and may unfairly favor an incumbent where this is part of the government office process. Is this requirement a goal for the performers over the first year or some other period of performance?

Document Section Number

Page No.

Question

22 Solicitation Section B, Items Labor 0001 through 4001, and Section L.2.3, Volume 3

2-7, and

Section L.2.3 requires that the Schedule Labor CLIN values identified in Section B should be completed with submission.

However, the Items in Section B state, “This CLIN is established to provide Cost Plus Fixed Fee (CPFF) services and will be used for those task orders that are issued for cost reimbursable work as described by the Performance Work Statement (PWS) in sections C and in section J, Attachments 1, 2, 3, and 4.” Should the Total Est Cost + Fee” completed in Section B include costs for Attachment 4, even though those costs are not included in Volume 2?

Costs shall be provided for task order 0001 and 0002. The PWS’s for Attachment 2 and Attachment 4 costs are not required at this time

23 Solicitation Section H.4 Security Considerations

21 “Each task order will specify the type and level of security required.”

The Government provided the type and level of security clearance required by PWS paragraph for PWS 1 and PWS 3. Can the Government provide this for PWS 2?

A DD254 will be provided as soon as possible

Solicitation

H.12 Non- Disclosure of Sensitive and/or Proprietary Data

b. Signed Agreements

Section L.1.5 Section L.2.3

Section L.1.5’s table and Section L.2.3 references submission of NDAs in the offerors Volume 3. L.2.3 states “Exhibit 2 “NDA Form” for each person planning to work on the contract”. Is the offeror required to submit this information within the proposal or upon award?

Upon award

25 Solicitation Section L 43 The solicitation states “A single email Multiple emails are acceptable.

L.1.2 Proposal Submission cannot exceed 10 Mbs; zip files are accepted”. If an offerors full response exceeds 10 Mbs, will multiple submission emails be accepted? For example, may an offeror submit Volume 1 and Volume 2 in one email and Volume 3 in a second email?

If this is acceptable will a slight subject line variation from the instructions in Section L.1.2 be permissible to indicate multiple emails (Example: First email - HQ0034-16- R-0133 “Offeror Name” email 1 of X, Second email - HQ0034-16-R-0133 “Offeror Name” email 2 of X)?

Yes, this is acceptable

(Example: First email - HQ0034-16-R-0133 “Offeror Name” email 1 of X, Second email - HQ0034-16-R-0133 “Offeror Name” email 2 of X)

26 Solicitation Section L L.1.5 Page Limitations

44 The solicitation states “Pages shall be numbered consecutively”. Should this be by volume or by factor?

By Volume

27 General General N/A Is an 11x17 page permissible as a two page, page count in an offerors submission?

No, only 8 1/2 x 11

28 Solicitation Section L L.1.2 Proposal Submission

43 Are PDF submissions of Volume 1 and Volume 3 acceptable? Both volumes have a requirement for signatures and by allowing a PDF there is the option to use electronic signatures. Otherwise, a signature may need to be scanned in and embedded as an image which increases file size greatly.

Additionally, sections of the Solicitation, which have been provided in pdf, need to be completed and submitted with an offeror’s submission.

If PDF submission of Volume 1 and Volume 3 as a whole are not permissible, can Offerors submit those completed

Volume 1 and Volume 3 shall be submitted in Microsoft Word and Portable Document Format

(PDF).

The word documents do not require signatures. In the event of differences between the word and the PDF documents, the PDF documents shall control.

sections of the solicitation in pdf? Please clarify how offerors should input the required PDF attachments.

29 Solicitation Section L L.1.7 Table of Contents

46 Section L.1.7 states “offerors shall include a Table of Contents in each Volume, which will not count toward page limits”. Section L.1.5’s table does not have a table of contents identified in Volume 3 – Administrative. Please confirm the offeror should submit a Table of Contents in Volume 3 and it will not be counted against page count.

The offerors shall include a Table of Contents in each Volume, which will not count toward page limitations.

30 Solicitation Section L L.2.1.2 Factor 2- Personnel for Task Orders 0001 and

46 Can the PM sign as the Corporate Officer in the Resume Format footer?

This varies by firm

31 Solicitation Section L L.1.5, Volume 3, OCI Form

44 The page limitation identified for the OCI form is 2 pages. Does this mean the offeror should only include one OCI form (if applicable)? Additionally, are subcontractors required to submit these forms? If so, can the government please exclude the OCI form(s) from page limitations?

Any OCI, even subcontractor OCI’s must be reported.

Page limitation for OCI will be unlimited (this will be revised in the solicitation)

32 Solicitation Section L L.2.1.3 Factor 3

46-47 Do the Small Business Subcontracting Plan and Small Business Participation Commitment only apply to Task Orders 0001 and 0002? If not, how are offerors expected to calculate the percentage commitment of small businesses for the

Small Business Subcontracting Plan and Small Business Participation Commitment apply to all task orders. Subcontracting Plans are measured once a year entire IDIQ if the whole IDIQ is not being priced?

33 Solicitation Section L L.1.2 Proposal Submission

43 Are all subcontractors required to submit sealed bids? Is there a threshold for the subcontractors who are required to submit sealed bids?

Subcontracts may submit their bids through the prime. If subcontractors chose to submit bids, then the instructions of L.1.2 must be adhered to.

34 Labor Categories

Attachment 6 N/A Are offerors permitted to submit additional labor categories aside from those provided in Attachment 6? If so, do labor category descriptions need to be included in the cost volume?

Yes, all labor categories require descriptions, all are needed to be included in the cost volume

35 Solicitation Section L L.1.0 Instructions to Offerors

43 While Section L (Para L.1.0) provides instruction to the offerors relative to Task Order 0001 (Major Program Support) and Task Order 0002 (Engineering Enterprise), there is also a statement that “Offerors should NOT address PWS 3 or 4 in the proposals”.

The last sentence of this paragraph states, “Offerors should NOT address PWS 3 or 4 in the proposals.” Should this be amended to read “Offerors should NOT address Task Order 0003 or Attachment 4 in the proposals”?

This Section has been revised

36 Solicitation Section L

2.0 Submission

Requirements

45 Please confirm that Factor 1 should address PWS 1 (Director, Major Program Support:

Software Engineering and Schedule Risk Assessments), PWS 2 (Director, Major Program Support), and the PWS for Director, Engineering Enterprise?

Factors apply to task order 0001 and 0002. The solicitation has been revised. Do not address

PWS 2 MPS

37 Solicitation Section L L.1.5 Page Limitations

44 Section L, (L.1.5) discusses a 40 page limit for “Factor 1 – Program Management Plans for Task Orders 0001 and 0002”. However, Section M (M.1.1) talks about “Factor 1- Program Management Plan for Task Order 0001 and 0002.”

There is a conflict between section L and section M with regard to the number of PMPs expected of the offeror. Can the Government please clarify if the offeror should submit two PMPs, covering each Task Order separately, or a single PMP that covers both Task Orders?

The offeror should submit two plans

38 Solicitation Section L L.2.2.1 Accounting System

48 Are subcontractors required to complete the Accounting Systems Checklist (Exhibit 5) or just prime contractors?

Prime

39 Accounting System Checklist And

NDA

Exhibit 5 And Exhibit 2

N/A Can the government please provide a fillable version of this form so that offerors can easily edit and complete?

A fillable version is not available

40 Solicitation Section L L.2.2.2 Factor 5- Cost of Task Orders 0001 and 0002

48 The MPS Order (Task Order 0001) spans two (2) performance work statements (PWS). Should the contractor provide a cost estimate for each Task Order 0001 PWS? Or will a cumulative Task Order 0001 cost estimate suffice?

Section L has been revised.

EE PWS

Attachment

Section 2.1 Engineered Resilient Systems

8 Section 2.1 of the EE Order (Task Order 0002) PWS states “Liaison with, and travel to, the performers sites may be required.”

For the purpose of offerors’ proposals, will

Plug numbers are provided for travel and Other Direct Costs in the solicitation, Exhibit 6 the Government provide a travel $ estimate for this Task Order PWS, as was done for the MPS order (Task Order 0001)?

42 Solicitation Section L L.2.1.1.2 Factor 1- Program Management Plans for Task Orders 0001 and 0002

45 The Program Management Plan asks the offeror to provide “the percentage of overall effort performed by each subcontractor in the area of work provided.” Is the percentage of effort calculated based on hours or cost?

Cost

43 Solicitation Section L L.2.2.2 Factor 5- Cost for Task Orders 0001 and 0002

48 Section L.2.2.2 states, “Each offeror shall provide their proposed cost for the base period and four one year option periods for Task Order 0001, Major Program Support, and Task Order 0002, Engineering Enterprise.”

Please confirm that the government would like to see costs separated out by task and by base and option periods, with a summary of costs for both tasks.

Base and option periods costs shall be broken out separately and a summary of both task orders

44 Solicitation Section L and M L.2.2.2 Factor 5 Cost for Task Orders 0001 and 0002 – and M.3.3 Options

48 and

Section L.2.2.2 asks for each offeror to “provide their proposed cost for the base period and four one year option periods.”

Section M.3.3-Options states, “The Government will evaluate offers for task order award purposes by adding the total price for all options to the total price for the basic requirement. The total evaluated price is the sum of the total prices submitted for

(a) the base period, (b) all option periods, and (c) the six-month extension authorized by FAR clause 52.217-8.

No, the offeror should not also price out the 6 month extension period.

For purposes of determining the evaluated price for the six month 52.217-8 extension, the total price is calculated as one-half of the total price of the final option year.” In addition to the base and four one year option periods, should the offeror also price out the 6 month extension period?

45 Solicitation Section L L.1.4 Font Size

44 In the cost proposal, is an Excel spreadsheet considered a table in the terms of the instructions provided in Section L.1.3?

Please follow section L instructions in regard to format

46 Solicitation Section L L.2.1.1 Factor 1- Program Management Plans for Task Orders 0001 and 0002 and Section M M.1.2.1 Factor 1- Program Management Plans for Task Orders 0001 and 0002

45 and

Factor 1 Section L states that offerors “shall provide the specific and actual means and methodology that will be used to satisfy the requirements of the Task Order PWSs.”

Factor 1 Section M states that Factor 1 will be “evaluated to determine the offeror’s ability to skillfully manage personnel using clear lines of operational authority; provide oversight of teaming/subcontracting arrangements; and utilize staffing to maximize efficiency including surge requirements, hiring, recruiting, retention, performance management, recognition management replenishment, and transition.”

Can the government please clarify or elaborate on this inconsistency? What is the Government’s expectation for the content in Factor 1? Section M seems to evaluate a management plan whereas Section L seems to require addressing how the contractor

Section L has been revised will support every “shall” statement and requirement in the three PWS attachments.

47 Solicitation Section L L.2.1.2.3 Factor 2- Personnel for Task Orders 0001 and

46 Is the Attestation statement required for current employees of a Prime contractor or Subcontractor? Is this statement only required for contingent hires?

This statement is required to be addressed in all resumes

48 Solicitation Section L L.2.1.4 Factor 4- Past Performance

47 With the additional requirement added at the release of the final RFP for Past Performance - Factor 4, which requests an offeror to “Describe the role, if any, that the proposed personnel played in the performance of the contract or project”, would the Government consider expanding the page limitation to two (2) pages for each contract or project? Ultimately increasing the Page Limitation for Factor 4 - Past Performance to a total six (6) pages?

The Page Limitation has not been revised

EE PWS

Attachment

Section 11.4.3 Work Location

Paragraph 11.4.3 stated that the Government is providing on-site spaces “for up to five contractor personnel”. Per the second paragraph, the Government is currently providing 43 on-site spaces. Are there 43 on-site or 5 on-site desks available?

The 5 spaces are for this paragraph, the 43 spaces are for ALL EE work.

0 Contract Deliverable List Attachment

MPS List All The PWS section numbers identified in the deliverables list in Attachment 5 do not represent all or align with the paragraph numbers in PWS 1 and PWS 2. Can the Government please clarify?

The PWS’s uploaded on 01/06/2016 align with the contract deliverables

51 Solicitation Section L L.2.1.3.2 Small Business Participation Commitment

47 Considering there is five page limit for Small Business Participation Commitment, can the government please provide clarification on the requirements of L.2.1.3.2 bullet 6?

What documentation is the Government requesting to support the proposed small business participation? If an executed Teaming Agreement is required it would exceed the page limit for Primes proposing multiple small business subcontractors. Is a statement affirming a signed Teaming Agreement sufficient? If not, will the government consider having no page limitation?

A statement affirming a signed teaming agreement will be sufficient

52 Solicitation Section L L.1.2 Proposal Submission

43 Instructions provide guidance for subcontractors not submitting proposals through the prime contractor with regard to file name (“All subcontractor proposals shall clearly indicate the Prime Contractor for which they are proposing within the proposal and file name. File names shall be formatted as: PRIME-subcontractor- Volume XX.”). Is there a specific subject line for the subcontractors that submit proposals directly to the government that can map the submission to the prime? For

HQ0034-16-R-0133 – Prime Contractor Name-subcontractor.

example: “HQ0034-16-R-0133 – Prime Contractor Name”.

53 Solicitation Section L L.2.1.2.1 Factor 2 Personnel for Task Orders 0001 and 0002 Section M M.1.2.1 Factor 1- Program Management Plans for Task Orders 0001 and 0002

46 and

Section L.2.1.2.1 instructs transition to be addressed in Factor 2 as part of Personnel.

Section M.1.2.1 indicates transition will be evaluated in Factor 1 as part of the Program Management Plan. Can the government please provide clarification on the transition requirement since Section L and Section M are in conflict?

Section M has been revised