QA_OPM2613Q0087.pdf

RFQ OPM2613Q0087

RESPONSES TO QUESTIONS 2/7/13

QUESTIONS AND ANSWERS FOR OPM2613Q0087

Q1. The RFP discusses the requirement of up to 3 VPD (Visitor Program Director). Yet we do not read that this opportunity will be an IDIQ or other contract type. Please describe how OPM/CLD will allocate the described workload for the five sessions described in the RFP if in fact three VPD are selected?

A1. OPM reserves the right to award the full delivery to one contractor or up to (3) contractors based on the best value to the government. The award(s) will be fixed price for the base and any option periods. Date assignments will be determined at time of award. There is no IDIQ option for this requirement in the RFQ.

Q2. What is the estimated level of effort (LOE) during the three week period prior to the startup of the instructional classes two week period? What time does class end on each of the seminar days?

A2. Approximately 16 hours prior to the startup of class. Class ends at approximately 5 PM each day, depending upon the content of that day.

Q3. The agenda provided shows the course to be two (2) consecutive weeks. Does CLD anticipate all participants to remain on-site (training) for the nine consecutive days?

A3. Yes, except for the weekend. Participants can go home Friday after 5 PM and return before 8:30 AM on Monday, if that is feasible. Participants who reside close to the Center may choose to return home each evening; however, participants are encouraged to stay in the residential facility, as the networking outside of class is one of the most valuable components of the program.

Q4. Does CLD anticipate that the contractor will remain on site for the nine consecutive days?

A4. Yes, except for the weekend (see A.3)

Q5. Is the training facility a government facility?

A5. Currently, the training facilities are co-located with lodging facilities.

Q6. If this is a government facility, and the participants are provided lodging and meals, can the contractor have access to the same level of services?

A6. While lodging and/or meals may be provided to participants, contractor proposals should include itemized expenses anticipated for the full delivery of the requirement. Lodging and/or meals may be provided at onsite locations; however, the proposal should consist of actual per diem costs for the total expected travel needs. Local travel is not reimbursable inside a 35 mile radius of each facility.

Q7. Will the CLD provide audio visual equipment such as projectors, podium/lectern microphones?

A7. Yes.

Q8. The RFP discusses that the VPD is not expected to be an instructor in the delivery of course material. However, the RFP does note that the VPD could be requested to participate as a teacher/instructor. Does CLD anticipate this possible requirement to be frequent or only in a few instances? Please provide the actual number of times that the VPD/instructor may be called upon to lead course presentations?

A8. It is highly unlikely that the VPD will be called upon to deliver course content. This would occur if, for example, a faculty member had a last minute emergency and could not be present. In this scenario the VPD may be called upon to deliver existing content, if CLD staff were not available to do so.

Q9. The RFP agenda provides a breakdown of discussion topics and the CLD notes that the VPD may “teach” some topics from within the agenda discussion points.

Does CLD expect the VPD to be a seasoned small group facilitator? Does the CLD expect the VPD or “instructor” to be certified in group facilitation? <Is it an issue if a vendor plans on> having the VPD perform a teaching role as part of our proposal.

A9. The VPD must have group facilitation skills and experience but there is no certification required. The VPD works with the faculty and the CLD staff to ensure that the course runs according to schedule; that participants’ needs are met (collectively and individually); a welcoming and supportive environment exists for both faculty and participants; that participants have the materials and information they need; and any other specific responsibilities described by the CLD staff prior to the beginning of the class.

This may include supporting the small action learning team work, trouble-shooting equipment or other classroom issues (CLD has on site IT support), handling participant emergency scenarios (illness, etc.) The course specific requirements will be thoroughly described and discussed with the VPD prior to the class. CLD staff want to ensure that the VPD has all the information needed to be successful.

Q10. We recognize the request to follow the FTR (JTR) travel guidelines. Since the RFP does not appear to mention the specific location of the training facility (commercial facility/government facility) or lodging for both participants and contractor staff or requirements for per diem allowances could CLD provide clarification on this matter such as: facility for meeting, lodging facility?

A10. The locations are listed in both sections 9 and 13 of the SOO. The business/pricing proposal should include itemized travel estimates in order to build the potential cost for travel based on the key personnel proposed and their proximity to one or both of the training center locations provided. Currently, the training facilities are co-located with lodging facilities. Lodging and/or meals may be provided at onsite locations; however, the proposal should consist of actual per diem costs for the total expected travel needs.

Local travel is not reimbursable inside a 35 mile radius of each facility.

Q11. Must all three (at least) references be specific to the prime contractor activity or can some reference be for staff experience from previous positions with other firms?

A11. The references should support the experience and expertise of the staff being proposed and can come from any organization or firm if the work performed was similar to this requirement.

Q12. If this contract opportunity, as presented, does not primarily require instructors/teaching; will CLD explain the rationale for the requirement (optional) of up to 5 faculty bios? What specific credentials are expected from the identified faculty? In past iterations of this course, how many instructors has a contractor typically provided?

A12. The maximum number of faculty bios allowed is (5). If a vendor is proposing more than one member of the key personnel to cover multiple dates, then the restriction will become more relevant. It is expected that many proposals may only include one bio.

Q13. Please describe/define the term “shadowing” as used within the pricing table provided in the RFP.

A13. The line item pricing for “shadowing” will be removed and can be disregarded. There is no requirement to shadow.

Q14. What is the expected number of days/LOE for instructor, if required?

A14. Please refer to A8. The maximum would be one full day; the minimum one half day.

Q15. Could the VPD provide course instruction and also be responsible for the complete functions of the VPD?

A15. Yes.

Q16. Please describe/clarify the information being sought from within the following statement on page 31: “The contractor shall clarify for each line item if the unit price presents the contractor’s published prices or lower;” is CLD requesting the application of the contractors GSA FSS schedule prices?

A16. This statement should not only be interpreted as an application of GSA FSS schedule prices. Any pricing strategy can be explained in the business proposal’s narrative.

Q17. What is the anticipate work requirements during the three week period prior to the startup of the instructional classes two week period?

A17. Please see A2. The VPD will meet (in person or by phone) with CLD staff to discuss course content, faculty, participants, logistics, and all other aspects of the course to ensure the VPD has a clear understanding of expectations.

Q18. PRICING: On page 30 of the solicitation, the Price Information table shows a column for “Quantity”.

a. Should we put the total number of days for 5 offerings even if we are only bidding on 2 sessions?

b. What quantity should we put for Instructor days since the number is unknown?

c. Will the VPD be required to be onsite for set up on the morning of Day 1 prior to the start of the program? Can this cost be included in our ‘quantity’ calculations?

A18. (a) Pricing should be provided in enough detail to compare pricing by individual course delivery and full delivery schedule of the requirement. (b) Instructor rates, if applicable, will be evaluated based on a half-day or full-day rate. This requirement is not specifically linked to any particular module of instruction. No instruction may be required, but as a VPD, one may be asked to fill in on an emergency basis. See the responses to A8 and A14. (c) There are no set up requirements for this course. Federal and facility staff are available to set up and break down the training courses as needed.

Q19. SCHEDULE: Is the VPD required to attend any evening activities with the group?

A19. The agenda does not include any evening sessions. The VPD will be required to stay after class to make any arrangements for the next day (if needed) or to meet with a participant or small group if requested to do so.

Q20. SCOPE: Will OPM form the small groups for the action learning or is the VPD required to do that during the first week?

A20. OPM will form the small groups.

Q21. LODGING AT MDC’S:

a. How should we calculate the lodging and per diem costs for staying at the MDC’s? Will the government pay for this directly or will the contractor pay the venue?

b. Is the VPD required to stay on site over the weekend between weeks 1 and 2?

c. Will the government reimburse for lodging and per diem for the weekend between weeks 1 and 2 if VPD does not stay on site?

d. Since the program closes on Day 9 at approximately 5 p.m. (estimated time), will the government reimburse for an additional nights lodging if air travel or travel by car cannot be arranged back home for that evening?

A21. (a) The business/pricing proposal should include itemized travel estimates in order to build the potential cost for travel based on the key personnel proposed and their proximity to one or both of the training center locations provided. Lodging and/or meals may be provided at onsite locations; however, the proposal should consist of actual per diem costs. Local travel is not reimbursable inside a 35 mile radius of each facility. (b) The VPD may be required to stay onsite dependent on his/her travel requirements. (c) No. (d) The program will end at approximately 3 PM on the second Thursday of the course. If air travel cannot be arranged on that day OPM will reimburse for an additional night’s lodging.

Q22. I realize that the contractor is responsible for materials, but is the contractor simply delivering content the government has already produced, is the content need to be produced by the contractor, or is it to be co-authored?

A22. The VPD is not responsible for producing any content. The instructional materials are developed by the various faculty and copied and assembled for participants at the Centers. The VPD is responsible for ensuring that participants have the materials that have been reproduced and made available.

Q23. For this RFQ page 28 indicates all information shall be submitted in a MS Word document format. To include OPM evaluations or other information from third parties, is it required that these be converted from pdf files to word files to be considered?

A23. Adobe Portable Document Format (.pdf) is also acceptable.

Q24. Who are the “guest faculty members” that are referred to in the Logistics section?

A24. Faculty who teach the various modules of the course.

Q25. The RFP states that there is not course design requirement in this Statement of

Objectives. Does the government provide the course design, content, and details? When preparing the proposal, should we include time for our instructors to learn and become comfortable with presenting the pre-developed materials?

A25. Faculty and CLD staff prepare all content for the course. The VPD will receive course materials the week before the class so they can become familiar with them. The VPD will not be responsible for presenting any of this material, other than the opening and closing sessions. The content for the opening and closing will be provided to the VPD.

Q26. The RFP states that there is not a course design requirement in this Statement of

Objectives, however in the section entitled “Preparing the Technical Portion of the Proposal,” bullet 2 (“Proposed Technical Approach” states that the technical approach should include a discussion and proposed course. Would you please reconcile these conflicting requirements?

A26. The phrase “proposed course” will be removed from page 27 in the section entitled

“Preparing the Technical Portion of the Proposal,” bullet #2.

Q27. The content of the following modules is not clear based on their titles. Would you please provide additional information:

a. The Thinking Leader – what, specifically, constitutes the “thinking” part?

b. Understanding Strengths – what, specifically, is meant by “strengths”?

c. Resolving Conflict – what is meant by “taking the high ground”?

d. The Courageous Follower – what is meant by “courageous”?

e. Constitutional Values and the Federal Manager – what is meant by

“Constitutional”?

f. What is “A Trip to the Farm”?

A27. The VPD is not responsible for developing or delivering any of this content. The curriculum for the course is already established. Course materials will be provided to the VPD one week prior to the course so that the VPD can become familiar with the content of each module. CLD staff will also brief the VPD on the details of each session.

Q28. If the government will not provide detailed information on the content of the seminar, how should the vendor demonstrate understanding and ability to successfully accomplish the requirements in the Statement of Objectives? How would the government suggest we provide Subject Matter Expertise/Credentials that are complete enough to demonstrate “current ability to accomplish the tasking of this solicitation” in the absence of detailed content information for the seminar?

A28. The vendor is asked to demonstrate experience and expertise in facilitating similar courses and working with federal audiences. There is no design, development or delivery requirement, other than that possibility outlined in Answer 8.

Q29. In the Past Performance section, OPM requests summaries of the offeror’s success during recent engagements (including results). What would be examples of “success.” What would be examples of “effectiveness”? What type of information would satisfy the requirement “including results”?

A29. The vendor should supply any feedback or evaluation data – summative, formative or anecdotal – to indicate that their previous work was satisfactory to their clients, achieved any learning objectives, or met other performance measures.

Q30. A key outcome of the seminar must be the transfer of new knowledge and skills back in the place of work. How does OPM assure that this occurs and how does it evaluate this?

A30. Each course module includes practice and application of new knowledge and skills in the expectation that participants will be able to use the knowledge and skills upon their return to the workplace. OPM is in the process of developing more effective methods to assess post event learning transfer, but this is a work in progress. Knowledge transfer is not a performance criterion for the VPD as there is no design, development or delivery responsibility for the VPD.

Q31. Prior to spending our small firm’s time in replying to the RFP, do we have OPM’s assurance that these seminars will take place? They are likely to require travel on the part of participants, and we have seen other seminars cancelled due to the government’s current restrictions on travel for federal employees.

A31. This is a request for quotation only and does not constitute authority to proceed with any work envisioned by the Statement of Objectives, nor is it intended to commit the Government to pay any costs incurred in connection with the preparation or submission of your proposals. The government cannot guarantee that any requirement will not be cancelled. No travel is expected of vendors prior to receipt of an official order for work.

If a course is cancelled post-award, then requests for reimbursement for non-transferable, non-refundable travel purchases will be evaluated.