ConsolidatedSolicitation_Question_Matrix_AMD_1.pdf

Question # RFP Document Page Section Paragraph Text or Observation Question or Recommended Change Rationale Answer

Combined Synopsis Solicitation HR0011- 18-R-0002

L-1.0 Proposal Submission Requirements

Transmittal Letter Is the transmittal letter to be a separate document when submitted or can it be in

Volume I: Administrative? Clarification See L-1.0, "The proposal shall be formatted into a transmittal letter and five separate electronic folders…"

Combined Synopsis Solicitation HR0011- 18-R-0002

L-1.0.1 Proposal Transmittal Letter

Transmittal Letter Can the government confirm that the following info is correct for who we should address the transmittal letter to since no where in the RFP states who should be our

POC? DARPA

Attn: Ms. Lydia Richards, Contracting Specialist 675 North Randolph Street Arlington, Virginia 22203-2114 HR0011-18-R-0002@darpa.mil

Clarification Address the transmittal letter to the points of contact listed in Solicitation Paragraph (xvi).

Combined Synopsis Solicitation HR0011- 18-R-0002 5

L-1.1.3 OCI

The Offeror shall acknowledge the requirement for a Non-Disclosure Agreement in the format prescribed by Attachment 2 by including a signed copy within this Volume submission for itself as the prime contractor. After contract award, all individuals working on the contract will be required to sign the Non-Disclosure Agreement.

Attachment 2 is written for employees and by the requirements on page 2 of the Combined Solicitation the Government is asking for the Prime contractor to sign the NDA and submit. Would the Government consider changing or adding Attachment 2.a with the verbiage changed to reflect the prime company name?

Clarification The POC for the proposal should fill out and sign the NDA, place "TBD" for the contract number. This will serve as an acknowledgement of the

NDA.

Combined Synopsis Solicitation HR0011- 18-R-0002

L-1.3.2 Transition- In Plan 5

On page 6 there are two sections numbered the same Quality Control Plan and Transition-In Plan. Was this a mistake? We believe Transition-In Plan should be Section L-1.3.3.

Clarification See revised Solicitation, Section 1.3.2 Transition-In Plan has been changed to Section 1.3.3 Transition-In Plan.

Combined Synopsis Solicitation HR0011-

M-2.4 FACTOR 4 –

PRICE

Attachment 6 - Pricing Does the Government want backup spreadsheets for pricing showing how the numbers were calculated?

Clarification No, the government does not want additional pricing information not required by Attachment 6.

Combined Synopsis Solicitation HR0011- 18-R-0002

M-2.4 FACTOR 4 –

PRICE

Attachment 6 - Pricing Does the Government want separate backup spreadsheets for pricing showing on-site and one for off-site? Clarification

No, the government does not want additional pricing information not required by Attachment 6.

7 PWS 3 1.6.5 2

The PWS states: ' The team located in Indianapolis will work both onsite and offsite at the contractor location and onsite at DFAS.'

Please specify the type of audit readiness work that is authorized to be worked at the contractor site.

Clarification All transactions described in Section 4 of the PWS.

8 PWS 5 2.3 1

The PWS states: 'Teleworkers will only use government furnished equipment to remotely access the DARPA/DFAS network.'

Please specify the type of audit readiness work that is authorized to by a Teleworker.

Clarification All transactions described in Section 4 of the PWS.

9 PWS 5 2.3 1

The PWS states: 'Teleworkers will only use government furnished equipment to remotely access the DARPA/DFAS network.'

Can Teleworkers perform work at home, public places, corporate offices other than their own office, and/or government offices other than DARPA.

Clarification.

What is DARPA's definition of a Teleworker. This may help reduce costs.

Telework will be implemented in accordance with revised Section 1.6.3 of the PWS provided the contractor has a telework policy approved by the Contracting Officer. This approved policy will include acceptable locations. The government does not anticipate any telework beyond situational telework due to a government site shutdown.

10 PWS 6 4.2.3 1

The PWS states: ' Guide Defense Agency Initiative (DAI) end users on technical items and system requirements when building system transactions and trouble shooting system issues.'

Does the word 'guide' mean:

1) to provide subject matter expertise at meetings or

2) to assist in developing detailed requirements when building the system including functional requirements, process flows, and ergonomic requirements.

Clarification.

Do we need a requirements person.

Guide includes both 1 and 2.

11 PWS 7 4.2.5.1 1

The PWS states: 'Provide on-site support at the DFAS Columbus, OH facility with a primary concentration on Mechanization of Contract Administration Services

(MOCAS).'

Please define the specific work duties related to the 'Mechanization of Contract Administration Services'.

Clarification.

Does this mean converting manual processes to automated processes or something else.

Major contract reconciliation and liaison services between DFAS Columbus and DARPA.

12 PWS 8 4.3.3 1

The PWS states: 'Create new or review and update the existing permanent file documentation (procedures, processes, and key control points) necessary for DARPA to assert audit readiness, while also identifying significant financial improvements issues where corrective action plans need to be applied, including Complimentary User Entity Controls (CUECs).'

Please define or provide examples of CUECs. Clarification The CUECs are controls that DARPA must have in place so the SSAE18 reports can be relied on by external auditors. There are too many to list.

Attachment 6 - Pricing

Template Labor Rates

Tab Labor Category and Location Specifications

Can the Offeror propose an alternate mix of work locations for labor categories? Yes, see updated Section L-1.3.1.

Combined Synopsis

Solicitation 1 Description (v) 5

2001 Option: Audit Readiness Support Services. Services in accordance with PWS tasks 4.1, 4.2, and 4.3

CLIN 2001 cites Audit Readiness Support Services only. Was this intentional, or did the Government mean for this Option Period to also include Accounting and Financial Management Support Services?

If this Option Period is different from other Option Periods, it will impact proposed pricing and staffing plan.

See updated Paragraph (v), CLIN 2001 has been updated to say Audit Readiness, Accounting, and Financial Management Support Services.

Combined Synopsis

Solicitation 5 L-1.1.4 1

Offerors shall complete representations, certifications, and acknowledgments and statements via the System for Award Management (SAM) (http://www.SAM.gov).

A completed copy from SAM and any additional representations and certifications required by this solicitation shall be included in this Volume.

Can the Government please confirm that a completed copy from SAM is required from the prime Offeror only, and not from the Offeror's subcontractors?

Confirmed, a completed copy from SAM is required for the prime Offeror only.

Attachment 6 - Pricing

Template Master

Sheet Tab

Master Sheet, Units Attachment 6_Pricing Template calls for the Unit in Lots. We understand that this is an FFP contract; however, will the Government accept pricing Units by Months so that vendors can receive monthly payments?

Using "Lot" as the unit allows for any type of billing. The vendor will be allowed to bill monthly.

Combined Synopsis

Solicitation

L-1.4 Volume IV:

Factor 3

CPARS or Past Performance Questionnaires If an Offeror performed work as a subcontractor, can the Offeror submit a CPARS rating for that work which was given under the prime's name?

Our industry point-of-contact is no longer with the company

Please see the updated Section L-1.4

Attachment 1A -

Additional Requirements

2 2 All Organizational Conflict of Interest Can the Government please clarify whether an OCI plan is required if a subcontractor is an incumbent providing services within the SOW but provides no other services within DARPA?

See Section L-1.1.3 for instructions on resolving organizational conflict of interest questions.

Attachment 1A -

Additional Requirements

1 of 5 First Table Third Row Subject Matter Expert (Special Projects) Can another certification or master’s degree be substituted in lieu of C.P.A. for the Subject Matter Expert (Special Projects) labor category? For example, MBA, PMP, CGFM, CDFM, etc.?

Strict adherence to a C.P.A. limits the candidate pool.

Per Section L-1.3.1, "Offerors may deviate from historical labor mix provided in Attachment 5 to include key personnel proposed. The Offeror shall not deviate from the three (3) key personnel to be evaluated in Section L-1.2.2, and shall include these position in the staffing plan." Also, per Section L-1.3.1, "The staffing plan should clearly state the number proposed full-time equivalents (FTEs), the labor category description, their PWS responsibilities, and requisite minimum qualifications." Per Section M-2.2, "The Government will evaluate how well the Offeror's staffing plan, quality control plan, and transition plan show a sound approach and understanding to effectively manage resources necessary to provide quality services to meet the PWS."

Combined Synopsis

Solicitation 6 L 1.2.2

Attachment 1A lists 8 positions as Key Personnel; however, section L-1.2.2 only lists 3 positions as key.

Can the government please clarify how many (and which) positions are considered key?

Attachment 1A reflects all positions that have historically been considered Key Personnel. For the purposes of evaluation, the Government will review the Key Personnel resumes of the positions listed in Section L-1.2.2. Per Section L-1.3.1 Offerors may deviate from historical labor mix provided in Attachment 5 to include key personnel proposed. The Offeror shall not deviate from the three (3) key personnel to be evaluated in Section L-1.2.2, and shall include these position in the staffing plan." and "Any proposed change to Key Personnel will be captured in Attachment 1A prior to contract award."

21 NA NA NA NA Is there a current contract value for this work?

Yes there are current contract values for the two consolidated contracts. However, the Government will not disclose those values. As stated in Attachment 6 "…contractors are highly encouraged to propose their own unique solution." In addition, the government anticipates there will be changes to historical pricing based on a consolidated approach. Furthermore, the Government has provided historical context of FTEs previously required via Attachment 5.

22 Attachment 6 The attachment calls for hours and rates to be submitted. Are you looking for a T&M arrangement?

The attachment calls for hours and rates to be submitted. This is not needed for FFP pricing.

No, this contract will primarily be Firm-Fixed Price.

23 Attachment 1A 4 3 This is a Firm Fixed Price contract. Make it T&M to conform to the apparent intent of Attachment 6 Apparent conflict within the solicitation

The Government will not change the contract type to Time and Materials. Per Section M-2.4, the intent of Attachment 6 is to require

Offeror to provide appropriate information for the contracting officer to make a determination that the price proposed is reasonable using FAR

15.305(a)(1) or other proposal techniques in FAR 15.404-1 as necessary.

24 Attachment 1A 4 3 This is a Firm Fixed Price contract. Is travel to be Firm Fixed Price?

The broad statement indicates yes, although this is uncommon.

See revised Solicitation (v) and Attachment 6 listing CLIN contract types.

All CLINS for travel and ODCs will be Cost Reimbursable.

25 Attachment 1A 4 4 Reimbursement for travel-related expenses shall be in accordance with the

Contractor’s approved travel policy.

Is travel to be reimbursable according to the policy approved by the contractor?

The reimbursement concept conflicts with the FFP concept.

See response to Question 24.

26 HR0011-18-R-0002

Page 4 L-1.1.2 Security 3rd The Government will not sponsor facility clearances in anticipation of this award. Is there a facility clearance required for this contract? If yes, how soon would this requirement be needed for the contractor to be in compliance?

Yes per Section L-1.1.2 Offerors are required to have no lower than an interim secret facility clearance for this contract. Offerors shall provide proof of compliance with this requirement at the time of proposal submission.

27 HR0011-18-R-0002

Page 4 1.6.7. Security Requirements (Attachment 1)

1st Unless stated elsewhere all contractor personnel performing work under this contract must have and maintain no lower than an interim SECRET security clearance. The security requirements are in accordance with the attached DD Form 254, DoD Contract Security Classification Specification, which will be provided to the contractor upon award of the contract. The contractor shall comply with all security policies and procedures that apply to DoD and DARPA. Security procedures shall be made available to contractor personnel.

Security (Secret) Clearance(s) required for the personnel, Are all positions required to be Secret Clearance at the time of submitting proposal, time of award, or is there a later period in which security clearance must be in place?

Per Attachment 1, paragraph 1.6.7, "…personnel performing work under this contract must have and maintain no lower than an interim SECRET security clearance." Therefore, the clearance must be held prior to performing work on the contract. Note that the Government will evaluate, the Key Personnel required in Section L-1.2.2 in accordance with Section M-2.1.

28 HR0011-18-R-0002

N/A N/A N/A N/A Is there an existing contract where an incumbent is currently providing these services? If there is an incumbent, can you provide their name?

This requirement is a consolidation of two contracts. The incumbents are Creative Solutions Consulting, Inc. (CSCI) and Ernst & Young, LLP

(EY).

29 HR0011-18-R-0002

N/A N/A N/A N/A If there is an incumbent, will there be a right of first refusal for existing personnel? No, this requirement is not subject to the McNamara-O'Hara Service Contract Act so Executive Order 13495 "Nondisplacement of Qualified Workers Under Service Contracts" is not applicable.

30 HR0011-18-R-0002

Page 4 Item # 4A (Attachment 1A)

1st All travel requests, other than local travel, shall be approved in advance by the Contracting Officer’s Representative.

Will travel be required throughout the US or specific to the three locations identified within the solicitation?

The Government reserves the right to require travel to any location required to support the requirements within the scope of work but does not currently anticipate the need for travel to areas other than the three locations identified within the solicitation.

31 Attachment 1 6 3.2 1 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service.

In order to meet the secret security requirements as a small business, would the government consider allowing a Small Business Offeror to utilize the secret facility clearance of a JV and/or teaming partner that has an incumbent contract with

DARPA?

Per Defense Security Service (DSS) a subcontractor may not sponsor the small business prime for a facility clearance (FCL). In the case of a joint venture (JV) the cleared partner may not sponsor the uncleared partner.

Both partners must have already obtained a FLC independently of the JV to receive FCL. Please call the DSS hotline at 1-888-282-7602, Option 3 for additional explanation and/or clarification.

Attachment 1 and

Attachment 6 6 4.2 and 4.3

In the PWS CLIN 0002 is noted to have a separate PoP. Audit Readiness Support Services. Audit Readiness and Financial Management Support Services in support of PWS tasks 5.1, 5.2, and 5.3. Accounting and Financial Support Services. This CLIN is in support of PWS task 5.2.

Would the government provide the corresponding LOE associated with this CLIN or confirmation of the labor the categories that currently support Audit Readiness Support Services vs. Accounting and Financial Management Support Services?

It is incumbent upon the Offeror to determine the level of effort based on their approach and understanding of the PWS.

Combined/Synopsis

Solicitation L-1.1.2 Security

Refers to EACH OFFEROR shall provide proof from the Defense Security Service, Facility Clearance Branch that they possess no lower than an interim secret clearance.

What does the term OFFEROR represent? Does it mean that the Prime only must have these security clearances? Does it mean that all team members must have the security clearance before bidding? Or just one of the team members must possess this clearance?

The prime must have an minimum interim FCL at the time of proposal.

The prime may then sponsor their subcontractor for their FCL upon award. In the case of a JV please see question 31. Please call the DSS hotline at 1-888-282-7602, Option 3 for additional explanation and/or clarification.

Combined/Synopsis

Solicitation L-1.1.2 Security

Refers to EACH OFFEROR shall provide proof from the Defense Security Service, Facility Clearance Branch that they possess no lower than an interim secret clearance.

If it is accepted that just one of the team members must meet these security qualifications. Is it required that we must have a documented signed teaming arrangement in place before we propose? Would a joint/venture be required under these circumstances, if so then when? If these types of documents are required will there be a time period after the vendor is notified that the Offerors are allowed to turn in the documents

All joint venture agreements must be approved by the SBA prior to contract award in accordance 13 CFR 124.513. An SBA signed and approved joint venture agreement is not required at the time of proposal submission.

It is my understanding that many of the current staff on the expiring contract will transition to the new contract vendor, if selected.

It is my understanding that many of the current staff on the expiring contract will transition to the new contract vendor, if selected. If this is the case and these security clearances are restricted to current DOD and DFAS vendors, then it appears that you will be limiting competition. Is this the intent and has this been evaluated?

The Government is unaware of an arrangement where many of the current staff on the expiring contract will transition to the new contract vendor. Please see question 31 regarding the non-displacement of qualified workers.

Master