CYP RFP NAFNDW-25-R-2002 AMEND 0002 QandA ATTACHMENT.pdf

RFP NAFNDW-25-R-2002

NDW CYP BUY DOWN OF CHILD CARE SPACES

AMENDMENT 0002

10 JANUARY 2025 PRE-PROPOSAL CONFERENCE

QUESTIONS/ANSWERS:

Question 1: Can you define that a space can be vacant 15 days per year, is that calendar days or business days?

Answer 1: Business days. Business days are defined as the days Center(s) are open and serving children.

Question 2: We have multiple centers. If for some reason one of the centers was deemed ineligible, would that potentially put at risk the other one in our proposal and if so, should we submit separate proposals for each?

Answer 2: You may submit all your centers in one proposal. All eligible centers within proposals will be considered. Additionally, you may also include in your proposal if you have additional spaces by age group and center, above the RFP maximums identified.

Question 3: Is there a form for the Past Performance Questionnaires? And if there is, what is the deadline it must be submitted?

Answer 3: The Past Performance Questionnaire was provided with amendment 0001 and will again be attached to this amendment (0002). Submission instructions and applicability are included in the RFP. Completed past performance questionaries should be received by the RFP closing date/time with your proposal. Ensure that organizations that you have requested to complete questionaries are described in your proposal narrative.

Question 4: What if we do not meet all the required or preferred quality standards of the RFP at the time we submit our proposal, but we are working towards achieving standards?

Answer 4: You may still submit a proposal and include what standards, either required or preferred, that you are working to achieve as well as key dates on progress to meet applicable standards and when you will meet the standard(s). For example, if a center is not currently nationally accredited but is in process, include key dates such as when you submitted your application for accreditation and when you anticipate receiving your accreditation.

Question 5: We have multiple centers. Would it make more sense if we do a pricing proposal per center and show how many slots [spaces] are available per age group for each center over the five-year period? Or do we need to submit a separate proposal for each center?

Answer 5: In this scenario, it is recommended and preferred that you submit one proposal with multiple pricing tables and number of spaces by each age group/CLIN for each center separately in the single proposal.

Question 6: Can our proposal exceed the maximum number of slots [spaces] identified in the

RFP?

Answer 6: Yes, your proposal may include additional spaces, by age group/CLIN, you may have available.

Question 7: Regarding the price proposals. Where do we include any of our administrative or other costs associated with managing spaces, etc.

Answer 7: All of your costs associated with each space should be computed/included in the

“Monthly Not to Exceed Cost per Space” by age group/CLIN.

Question 8: Does the “Monthly Not to Exceed Cost per Space” have to match our current published parent fees/other fees.

Answer 8: No, because the “Monthly Not to Exceed Cost per Space” in your proposal may include any administrative costs associated with your proposal. Also, you may consider including in your proposal narrative what the additional costs above your current published parent fees/other fees are.

Question 9: Regarding Section K of the RFP, what parts of this section do we need to include in our proposal?

Answer 9: You should include the answers/statements/information for the items highlighted in

“grey” in Section K of the RFP in your proposal.

Question 10: If our staff have already undergone a background check, is it required for the DoD to do another one?

Answer 10: Not necessarily. In general, licensed childcare centers in DC and VA already have background check requirements for staff that meet DoD standards. If a contract is awarded, DoD will review the background checks that have already been completed and validate compliance. In the event additional screenings are needed to meet contract requirements, DoD will process and pay for those checks.

Question 11: How would the contractor be notified if a family is experiencing a financial hardship?

Answer 11: The contractor will manage the enrollment of spaces. Through that process, eligible families will be provided information that they may be eligible to request a financial hardship waiver. Families will submit requests to the contractor who in turn will submit to the government Contracting Officer Representative for review/approval. The contractor will be notified of the approval and the approved rate adjustment. Financial hardship waivers are not common in Department of Defense childcare centers.

Question 12: Regarding the pricing proposal, are we able to include things like registration fees, summer fees, field trip fees and late fees?

Answer 12: Yes, those costs are to be included in the “Monthly Not to Exceed Cost per Space” in your proposal. Also, you may consider including in your proposal narrative what those costs are. If the contract is awarded, the contractor will not be able to charge parents or the government more than the contracted cost per space without contract renegotiation.

Question 13: What is the estimated timeline for reviews [of proposals] and award decisions?

Answer 13: We anticipate making an award decision as soon as possible, current plans are for decisions no longer than 3 months after the RFP closes including any period of negotiation with offerors. This is plan, not a definite timeline.

Question 14: The RFP requests proposals/pricing for a base year and four (4) option years. If we submit a proposal and the pricing changes due to unforeseen circumstances, will there be an opportunity to request an adjustment.

Answer 14: Yes, contractors may request fair and reasonable pricing adjustments for compelling reasons for consideration by government. Paragraph B-3 “Renegotiation of estimated option year costs can occur prior to awarding that option year.”

Question 15: If awarded the contract, what would happen if a DoD family withdrawals their child from the program in the middle of the contract? Would the contractor still be paid.

Answer 15: The contract will be for the specified number of spaces/by age group. The contractor will keep the contracted spaces enrolled with eligible DoD personnel, making offers from the DoD waiting list [MilitaryChildcare.com]. When one DoD child leaves, the next child on the DoD priority waiting list fills the vacated space. The contractor will be paid for all awarded spaces so long as a space is not vacant for more than 15 business days per contract year.

EMAIL Questions/Answers:

Question 16: In reference to L-3.1(b) Regarding required resumes, can you provide more guidance on which key personnel the NAFI would like to verify qualifications? We understand that we can define who the key personnel are for our program, however, we are submitting an application for multiple locations and our centers have significant administrative support from our national office. Are you primarily seeking information about the qualifications of the staff on-site / operating centers and delivering programs, and/or for administrative support staff as well?

Answer 16: The offeror should include resumes for all key personnel in their proposal that they define as individuals who are major contributors to this project. The government does not further specify.

Question 17: Per H-6, this contract would be subject to EO 14026. Please confirm the required minimum wage requirements beginning January 1, 2025.

Answer 17: The minimum wage requirements are specified in section H-5 and H-6 of the RFP.

Question 18: Due to the complexities and variable nature of childcare enrollment, please confirm the DoD shall pay the Contractor the subsidy for the full operational cost of the vacant space to reserve the space exclusively for the DoD until the space is enrolled with a DoD eligible child. In the case when a DoD eligible child enrolls and then departs from care, the DoD will continue to pay for 15 vacant days at full operational cost. Will the contractor be allowed to enroll another DoD child in the vacancy during that time to continue serving DoD eligible families?

Answer 18: See Question/Answer #15.

Question 19: Are you able to share the DoD parent fee policy with us?

Answer 19: Current DoD parent fees are available at: DoD Parent Fees School Year 2024-2025 .

Note: see Table 2 “CDC Full-Time & SAC Camp Rates (High Cost)” for the DC/northern VA rates.

Question 20: Is there a current waitlist of eligible families within the MilitaryChildCare.com site that would allow enrollment of these spaces to begin as soon as a contract is executed?

Answer 20: Yes, upon contract award the contractor will be given access to

MilitaryChildcare.com to begin enrollment process for existing DoD waiting lists.

Question 21: Is there a recording of the preproposal meeting that could be send to bidders?

https://mcccentralproduction.s3.us-gov-west-1.amazonaws.com/mcc_central/2024-08/Tab%202A%20-%20Encl%20(1)%20Navy%20CYP%20SY24-25%20Parent%20Fee%20Policy_Revised%20FINAL.pdf?X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Credential=AKIAQZLYJBGV4FAERJIM/20250204/us-gov-west-1/s3/aws4_request&X-Amz-Date=20250204T145818Z&X-Amz-SignedHeaders=host&X-Amz-Expires=21600&X-Amz-Signature=6b4d07db75d872c74b86097a67801761e35d9cfe4b35f4bed57b8a2712aede05

Answer 21: There is not a recording for public release. All questions/answers from the pre-proposal meeting are included with this questions/answers of this document.

Question 22: Will we be given guidance on what constitutes financial hardship based on the policy mentioned in C-6.6.1.1?

Answer 22: See Question/Answer #11.

Question 23: If we have additional slots available over the maximum published available spaces, what is the best way to present additional spaces in our submission? Can we add a column to the tables in Part I, Section B-6. Pricing to illustrate future capacity, or include them in the Qty

(Spaces) column, even if the number of spaces exceeds the maximum?

Answer 23: You may include/present additional spaces above the maximum number of spaces specified in the RFP in your proposal. You can include the additional number of spaces in the

Qty (Spaces) column or in a separate column/table. Also see Question/Answer #6.

Question 24: Is the maximum number of slots published in the RFP the maximum number that will be awarded across each geographic region, or the maximum per location/vendor awarded?

The maximum number across all age ranges appears to be 64 in the DC area, and 132 in the

Virginia area - does that mean a total maximum of 196 slots will be eligible for funding under this resulting contract across both regions?

Answer 24: The maximum number of spaces for all age ranges is by two distinct geographic areas. RFP section C-6.2.1. specifies 64 total spaces for the defined DC area and section C-6.3.1.

specifies 132 spaces for the defined VA area. Also see Question/Answer #23.

Question 25: What is the timeline for notification of award or procurement negotiations?

Answer 25: See Question/Answer #13.

Question 26: Regarding Past Performance [PPQ], we submitted a response to similar

Department of Defense RFP for another geographic area within the last 12 months. Past

Performance Questionnaires were submitted for that RFP. Is it possible to utilize those same

PPQs since they are already on file with NAFI - to perhaps request they be transferred - or do we need to request that our sources provide them again?

Answer 26: You may submit the same, completed Past Performance Questionnaires since they were recently completed for a similar RFP (1 year form original RFP date). See the questionnaire, page 2. However, you must resubmit copies with your proposal for this RFP, they cannot be transferred.

Question 27: Per C-16., which clearances will be required of our personnel? Will this apply to all staff in the centers? Or is this not relevant since the center is not based on the installation?

Answer 27: See Question/Answer #10.

Question 28: Would you provide further guidance on what is requested in the Project

Management Professional (PMP), and Quality Control Plan (QCP)? Both of which are mentioned in Section L-2.2. but not elsewhere in the RFP.

Answer 28: “Project Management Professional (PMP)” is removed from paragraph L-2.2 by this amendment. See section C-8. “Quality Control” of the RFP for what is requested for the Quality

Control Plan (QCP). The QCP may be described in the proposal narrative or provided as an attachment to the proposal.

Question 29: Where can we access the Past Performance Questionnaires?

Answer 29: See Question/Answer #3.

Question 30: Can you please provide a link to the background screening requirements for staff on the premises (beyond what is required by state licensing)? We would like to ensure we roll any additional cost for any additional screening that we don't already do into our slot pricing.

Answer 30: See Question/Answer #10.

Question 31: If we are awarded a contract for a given number of spaces, but have more slots available, will there be a process for increasing the number of paid spaces in the contract?

Answer 31: The government may consider future contract modifications to increase the number of contract spaces based on future requirements.

Question 32: If a center loses accreditation, what is the timeline under which they would need to be reaccredited before we would lose our spaces in the contract?

Answer 32: Any contract performance discrepancies, remedies, and timelines for corrective action will be managed by the government Contracting Officer should a situation arise.

Question 33: Will there be communication guidelines for contacting families on the waitlist?

Can we communicate with families ahead of their moving to the top of the waitlist to make them aware of our programs? Will we be able to contact wait list families to offer availability if we have slots that are not paid by the contract (for example, if they wanted to pay privately until they became eligible for a paid space)?

Answer 33: Upon contract award, the government Contracting Officer Representative will provide the contractor with specific communication protocols regarding wait list management and parent offers made through MilitaryChildcare.com.

Question 34: Are the spaces only for MCCYN/Navy/Coast Guard, or would other Child Care

Aware families be eligible?

Answer 35: Any spaces awarded through this RFP are for all eligible DoD personnel defined in section C-6.5. of the RFP. DoD personnel enrolled under this contract will not be eligible for any other DoD fee assistance program such as Military Childcare In Your Neighborhood so long as their child is enrolled/covered under this contract.

Question 36: Does the DoD require any specific curriculum or curricular materials to be used in the programs?

Answer 36: There is no specified curriculum that shall be used so long as it meets

State/City/County licensure requirements and if applicable, the national accrediting organization’s standards.

Question 37: Does the DoD require any specific assessments or developmental screenings?

Answer 37: Developmental screenings and/or assessments shall meet applicable

State/City/County licensure requirements and if applicable, the national accrediting organization’s standards.

Question 38: Does the DoD require any specific requirements to meet the needs of children with special needs or multi-lingual learners?

Answer 38: Requirements to meet the needs of children with special needs or multi-lingual learners shall meet minimum State/City/County licensure requirements and if applicable, the national accrediting organization’s standards.

Question 39: Do the DoD slots need to be in dedicated classrooms, or can they be mixed in with other enrolled children?

Answer 39: Spaces [slots] do not have be in dedicated classrooms for children of eligible DoD personnel and they may be integrated into other age-appropriate classrooms as defined by minimum State/City/County licensure requirements and if applicable, the national accrediting organization’s standards.

Question 40: How is this contract paid? We will be committing to staff and reserve of number of classrooms for the exclusive use of DoD personnel. Will the contract be a firm price, regardless of how many children actually enroll? Are you guaranteeing enrollment?

Answer 40: The contract will be a Firm-Fixed-Price type contract. See sections B and C of the

RFP. Also see Questions/Answers #1, #15, and #39.