RFP_Questions_and__Responses_-_PBGC01-RP-15-0023.pdf

Questions and Responses Solicitation No. PBGC01-RP-15-0023

Contract Requirements Generation Services

1. Question: Is there an incumbent contractor? If so, who and under what contract number? Are they able to bid on this requirement as a prime contractor?

Response: This is a new requirement and therefore has no incumbent.

2. Question: Would PBGC consider providing a longer response time?

Response: The request for an extension to the solicitation response date is hereby granted. Proposals are due no later than 9:00 AM EDT on May 5, 2015.

3. Question: Is this a follow-on requirement or a new requirement?

Response: See response to Question # 1.

4. Question: Would PBGC extend the solicitation close date by three weeks to May 22nd?

Response: See response to Question # 2.

5. Question: The Annual Workload Estimates Chart located in Section C.4 of the solicitation indicates that 2 task orders per year will be greater than $1M. Can PBGC provide any additional information that would provide an upper bound on that estimate?

Response: No upper bound estimate can be provided.

6. Question: Are signed letters of intent required for both the Key Personnel and the personnel proposed for Task Order 1?

Response: Yes, signed letters of intent are required for all proposed personnel who are not current employees.

7. Question: Page 7-8 of the Solicitation (SF1449) - The Training Specialist only appears under SME-I. Should it also appear in SME-II and SME-III?

Response: No.

8. Question: Page 9 of the Solicitation (SF1449), paragraph 2 states the intent of this requirement is to decrease procurement lead times. Will the government provide current lead time data to review prior to the proposal submittal date?

Response: Please refer to Attachment 8.

9. Question: Page 9 of the Solicitation (SF1449), paragraph 2 states the intent of this requirement is to decrease total lifecycle cost. Will the government provide total contract lifecycle costs by specific discipline or contract support group?

Response: Please refer to Attachment 3 as the historical data is the only lifecycle data to be provided.

10. Question: Page 9 of the Solicitation (SF1449), paragraph 2 states the intent of this requirement is to increase the performance of existing contracts. Will the government provide past contract performance data against which to measure?

Response: No, the Government shall evaluate the Offeror’s proposed approach.

11. Question: Page 10 of the Solicitation (SF1449), paragraph 2 states that the PBGC is comprised of 14 departments which makes it difficult to achieve an enterprise-wide approach. What are the 14 department structures or functions causing difficulty in attaining enterprise portfolio management?

Response: Please refer to the Statement of Work, page ten (10) final paragraph.

12. Question: Page 10 of the Solicitation (SF1449), paragraph 2 states that current contract personnel are tasked to perform inherently non-governmental tasks. Is there a complete list or specific definitions or criteria to clearly separate non inherent and inherently governmental functions?

Response: Please refer to FAR Part 7.5 – Inherently Governmental Functions.

13. Question: Page 10 of the Solicitation (SF1449), paragraph 3 states that PBGC awards contracts in the amount of $325M annually. This information differs from the total dollar value in Attachment_3_-_PBGC_Historical_Data_(FY_12,_13,_14).xls. Please clarify.

Response: The $325M is an estimate of PBGC’s annual apportionment for contracts and is provided as background information.

14. Question: Page 10 of the Solicitation (SF1449), paragraph 3 states PBGC awards and manages 1500 post-award actions and over 225 pre-award actions annually. Can you define or list what types of actions PBGC categorizes under both pre-award and post-award? For example, reducing certain actions, such as exercising options, may be inherently unavoidable.

Response: Pre-Award requirements span initiation of requirements up to award and Post- Award is from award through contract closeout.

15. Question: Page 10 of the Solicitation (SF1449), paragraph 4 states PBGC has unique challenges with communicating their needs to the program offices. To what program offices does this sentence refer?

Response: Procurement concerns with communication challenges span the entire agency.

16. Question: Page 11 of the Solicitation (SF1449), paragraph 4 states “how much time a task will be require.” Please clarify.

Response: The Government’s intent is to acknowledge that with a hybrid contract any LH portion would be difficult to estimate and require a “best effort” from the vendor with a given ceiling price. This portion of the Statement of Work is not applicable to FFP portions.

17. Question: Page 11 of the Solicitation (SF1449), paragraph 4 chart shows four task orders. With over 225 pre-award actions, please clarify the meaning of the chart.

Response: This is an estimate of task orders under the IDIQ, given availability of funds, does not provide a guarantee of future work and is based on the growth a customer need.

18. Question: Page 11 of the Solicitation (SF1449), second paragraph states PBGC has a responsibility to meet federal strategic sourcing initiatives. What strategic sourcing initiatives is PBGC required to follow? This may have an impact on project planning and implementation.

Response: As stewards of the public trust PBGC shall follow the FAR, PBGC policy and directives, and federal procurement policy guidance.

19. Question: Page 11 of the Solicitation (SF1449), second paragraph states assistance is required with linkages between project management, portfolio management, and enterprise management.

Please clarify “enterprise management” in this context.

Response: Enterprise management refers to a roll-up from project to portfolio to enterprise and translates requirements from a singular nature to a PBGC-wide effort to streamline our processes and efficiencies.

20. Question: Page 11 of the Solicitation (SF1449), second paragraph states “PGBC’s procurement process” as well as “PBGC’s acquisition process.” Please correct your organizational acronym to avoid confusion. Are the Procurement and Acquisition Processes two different processes or referred to as the same in this paragraph?

Response: Procurement, Contracting and Acquisitions are interchangeable. The acronym of “PGBC” is a typo and should be “PBGC.”

21. Question: Page 12 of the Solicitation (SF1449), first paragraph refers to various program offices.

To what program offices does this sentence refer?

Response: Please refer to Attachment 2 to see various program offices and lines of business.

22. Question: Page 14 of the Solicitation (SF1449), paragraph 6 states a potential procurement value of over $1.5M. How does this correlate to the chart on page 11 and the figure of $325M on page 10? What is the time frame or reference for this $1.5M (annually, monthly, etc.)?

Response: $1.5M refers to the threshold for PBGC requirements being eligible for the services being requested under the resulting IDIQ. All other data is for reference points towards historical data and estimates.

23. Question: Page 14 of the Solicitation (SF1449), paragraph 6, sub-bullet 9 states requesting early market engagement may affect listed lead times in attachment 8, which is defined as a limiting constraint. Will constraints be open for revision in this contract?

Response: It is not anticipated at this time.

24. Question: Page 16 of the Solicitation (SF1449), row 1, references a Service Acquisition Project Plan (SAPP). However, that document is not listed in the volume requirements for the proposal on page 72 section L.3.16 PAGE LIMITS. It is also not discussed in detail similar to the PMP on page 74, factor 2. In addition, it is referenced as a deliverable in Task Order 1 on page 7. Please clarify if this deliverable is required for the proposal and what is expected in this deliverable.

Response: The SAPP is a deliverable due after award to the successful vendor and discussed at the post award orientation conference.

25. Question: Page 16 of the Solicitation (SF1449), row 1, references the SAPP. In column two it states, “Provides a strategic view 6, 12, 18, 25, 36, 48, and 60 months out.” Why are these intervals different than those listed on page 15, specifically 25, 36, and 48 months!

Response: This is a typo and the SAPP should be 6, 12, 18, 24, 36, 48, and 60. The intervals stated on page 15 provide a generalized accounting of these time periods which are defined in the deliverables.

26. Question: Page 16 of the Solicitation (SF1449), row 3, column 5, states Meeting Minutes’ acceptable quality level is defined as delivered "on-time." The Acceptable Quality Level of “on-time” is not a clearly defined expectation. Please clarify.

Response: The Meeting Minutes and Agenda are deliverables due after award to the successful vendor and will be discussed at the post award orientation conference.

27. Question: Page 17 of the Solicitation (SF1449), Item b, refers to FM 15-01. However, attachment 5 is FM 15-1. Please confirm this is the intended document of constraint.

Response: The constraint lettering on Page 17 is a listing of constraints and does not refer to the Attachments.

28. Question: Page 17 of the Solicitation (SF1449), Item c, refers to FM 15-02. However, attachment 6 is FM 15-2. Please confirm this is the intended document of constraint.

Response: See response to question # 27.

29. Question: Page 17, Item 2, the acronym PALT is defined as Procurement "Administrative" Lead Times, whereas in Attachment 8, it is labeled "Acquisition" Lead Times. Please clarify this constraint.

Response: PALT is interchangeable as either “Procurement Administrative Lead Times” or “Procurement Acquisition Lead Times.”

30. Question: Page 21, F.1.4. States staff must cover lunch periods. There are only 3 (or 5) key personnel. Also, what is defined as a “lunch period” and how does that align with a required 30-minute lunch break? Also, on page 21, it lists that all key personnel will have a smartphone. Does carrying a smartphone count as “available during lunch periods”? We recommend removing this requirement.

Response: All contractor personnel are required to take a 30 minute lunch break. Issuance of a smartphone is detailed as part of the GFP and nothing more.

31. Question: Page 21, please clarify last sentence of para. F.1.4., “Under this contract, PBGC shall only reimburse the contractor for direct labor costs for hours actually worked.” This does not sounds like a FFP contract.

Response: Potential task orders can be either FFP and/or LH.

32. Question: Page 54, item 5, refers to FM 15-01. However, attachment 5 is FM 15-1. Please confirm this is the intended document of constraint.

Response: Confirmed.

33. Question: Page 54, item 6, refers to FM 15-02. However, attachment 6 is FM 15-2. Please confirm this is the intended document of constraint.

34. Question: Page 71, L.3.9, please double check reference to FAR 52.215.1 for late proposals.

Response: Noted.

35. Question: Page 72, L.3.15, Volume 1, states “shall contain only contain.” Please clarify.

Response: Noted. This is a typo and should say “shall only contain.”

36. Question: Pages 72 & 75, L.3.15 & 19 list 3 sub parts: Technical Approach, Staffing Plan, and Price Proposal. However, page 80, M.1.2.3.4, introduces an “Evaluation of Options” with no previous discussion in the solicitation or attachments. Please clarify.

Response: The evaluation of options is based on the IDIQ pricing schedule noted in B.4.

37. Question: Page 79, please clarify this sentence: “for teaming, partner’ past experience will be considered the work that the vendor has performed...”

Response: Past Performance will be evaluated for the prime and subcontractor (as applicable).

38. Question: On Page 50, I.12 52.232-40 PROVIDING ACCELERATED PAYMENTS…, what is the schedule for accelerated payments for small businesses?

Response: Accelerated payments are 15 days.

39. Question: Page 1 of Attachment 1 (Task Order 1), section 1.2, please clarify “the anticipated performance of performance is as follows.” This phrase is repeated multiple times.

Response: Noted. This is a typo and should say “the anticipated performance is as follows.”

40. Question: Page 1 of Attachment 1 (Task Order 1), section 1.2, 3rd paragraph, CLIN 003 and 004 are listed. Please confirm this is a reference to 0003 & 0004.

41. Question: Page 2 of Attachment 1 (Task Order 1), 0001F & 0001G in the pricing schedule do not match 0001F & 0001G in the base period estimated level of effort. Please clarify the hours desired to be proposed on.

Response: The CLIN numbers (0001F and 0001G) were inadvertently switched in the level of effort chart. The correct CLIN information should read as 0001F – Actuarial SME III (key) and 0001G – Process Improvement Analyst.

42. Question: Page 2 of Attachment 1 (Task Order 1), pricing schedule 0001F is blacked out for the six-month base period. However, it is not eliminated from the six-month estimated period level of effort.

Response: See response to question # 41.

43. Question: Page 3 of Attachment 1 (Task Order 1), CLIN 0001I Customer Contact/Call Center Specialist SME Level II is listed as “(key).” However, it is not listed as key on the Page 2 pricing schedule for CLIN0001I. Nor is it listed on Page 10, paragraph 4.2 PBCG-37-001 Key Personnel.

Please clarify.

Response: Noted. The key personnel requirement for the Customer Contact/Call Center Specialist SME Level II will be removed.

44. Question: Page 6 of Attachment 1 (Task Order 1), Pricing Schedule CLINs list CLIN 0003-0004C, CLIN 0004"C" is not listed in any other section of the document or any other documents. Please clarify.

Response: Noted. The “C” is a typo and will be removed. The CLINs should read as 0003 and 0004.

45. Question: Page 9 of Attachment 1 (Task Order 1), states Meeting Minutes’ acceptable quality level is defined as delivered "on-time." The Acceptable Quality Level of “on-time” is not a clearly defined expectation. Please clarify.

Response: See response to question # 26.

46. Question: Regarding Attachment 8 (Procurement Acquisition Lead Times), there appears to be a problem in the category of GSA limited Source: whereas ≤ SAT is 30 days but > SAT is only 5 days. Please clarify constraint.

Response: Typo noted. Revised attachment will be posted.

47. Question: The solicitation file is named PBGC01-RR-15-0023.pdf. However, all the references in the document show PBGC01-RP-15-0023. Please clarify.

Response: The solicitation number is PBGC01-RP-15-0023.

48. Question: Is there a contractor that is performing a significant part of the work to support acquisitions across the agency? If there is a contractor currently in this position 1) what is the name of the company and 2) are they eligible to bid?

Response: See response to question # 1.

49. Question: For the education requirements (H.9) would experience be acceptable in lieu of a graduate/Masters degree?

50. Question: Factor 4 – Past Performance: Would the government consider more than three past performance references and consider a minimum of two for the prime and one or more for each teaming member?

51. Question: In section 3 of the SOO, it states that each department is currently “stove-piped and therefore forecasts and generates their own contract requirements.” How is enterprise architecture and CPIC utilized at PBGC? Are there enterprise-wide investment review and acquisition boards? Can the government provide information on the current governance?

Response: PBGC does not have a strategic acquisition approach at the portfolio and/or enterprise level. Please see attachment # 4 for additional information.

52. Question: In Section L.3.4, it states “Offerors must provide a total of 6 copies of the Proposal to PBGC prepared in accordance with the Instructions.” Since there are 3 volumes, does the government want a total of 18 volumes delivered (6 for each volume)?

Response: Yes, 6 copies of each volume should be submitted.

53. Question: In Section L.3.11, technical factors are tabbed in Volume 1. Should they be tabbed in Volume 3?

Response: Yes.

54. Question: Can the government confirm the total page limit for Volume 1 since the table found in Section 3.16 lists a minimum of 52 pages?

Response: Page limit should not exceed 58 pages (25 pages for PMP, 25 pages for QASP and PWS, 2 pages for Past Performance, and no more than 2 pages for each of the 3 key personnel resumes).

55. Question: In Section 3.16, the pricing volume (2) has an unlimited page count. Can the page count in Volume 3 be changed to unlimited since it is “the only basis for price evaluation”?

Response: The page limit for Volume 2 will be changed to reflect a maximum of 5 pages.

56. Question: In Section 2.2.4 of Task Order 1, it states: “The contractor is expected to have three (3) staff members (i.e. Key Personnel) on board at the time of award of the task order.” However, Section 4.2 lists 2 Actuarial SMEs as key personnel. Can the government confirm the key personnel labor categories and quantities for Task Order 1?

Response: The IDIQ has 3 key personnel (Portfolio Manager, Program Manager, and Acquisition Manager) and the Task Order has 2 key personnel (Actuaries).

57. Question: Regarding Task Order 1, can the government clarify what information is included in the Addendum to the Program Management Plan (PMP) found in Section 3.1? How is it different from the draft PMP found in Volume? Is it the same as a Task Order Management Plan?

Response: The addendum is the iterative submission of the draft PMP submitted as part of each Offeror’s proposal. The draft PMP is to be submitted as the initial approach as part of each Offeror’s proposal. The addendum is a deliverable to be submitted after award by the successful Offeror.

It is not the same as a Task Order Management Plan. The addendum should be all-encompassing.

58. Question: In Section L.3.17 Instructions for Factor 4 Past Performance. Currently the government would accept one past performance of a subcontractor if the Offeror proposes a teaming structure. Would the government be able to accept 2 past performances of subcontractors when the Offeror proposes a teaming structure?

59. Question: Section H.9 states that the Portfolio Manager must have demonstrated experience in managing programs in excess of $300 million. Is the $300 million threshold over one year of all an agencies procurement/acquisition budget?

60. Question: Section H.9 states that the Portfolio Manager must have 20 years of experience.

Considering that vendor/contract acquisition support to agencies in the magnitude of this scope has largely been procured in more recent years. Will the government consider reducing this minimum qualification to 10 years of experience to be consistent with the Program Manager and the Acquisition Manager?

61. Question: Section H.9. Actuary SME – The Required Specialized Experience states “**Actuary should have demonstrated experience with Calculation and Valuation of benefits payable by PBGC under Title IV of ERISA to include plan terminations including distress and/or involuntary plan termination.” An actuarial firm/resource having previously or currently providing actuarial services would be an idea SME to support this effort. With, the OCI considerations as written that may prevent a firm from doing business at PBGC based on procurements issued through this contract. Will the Government consider allowing the vendor to propose an OCI mitigation plan to address this conflict and enable a resource with the PBGC domain knowledge to serve as an

SME?

62. Question: Section L.3.10. Will the government permit the use of a smaller font size for tables and graphics?

63. Question: Section L.3.19. The requirement states “This shall include Offeror’s proposed addendum to the Draft PMP in Volume 1 in response to Task Order One.” Can the government please clarify what is meant by the “proposed addendum”?

Response: See response to question # 57.

64. Question: Section L.3.20. The requirement states “identify the required skill mix, the specific labor categories, and the number of hours allocated per labor category to successfully fulfill the requirements of the Task Order.” However, Task 1 provides an Estimated Level of Effort for each labor category which represents the required skill mix, labor categories and hours. Will the Government please clarify that only the Estimated Level of Effort specified in Task Order 1 is required as a response to this requirement?

Response: The Estimated Level of Effort specified in the Task Order is required as a part of each Offeror’s Price Proposal.

65. Question: Section L.3.20. The requirement states “Offeror shall include the resumes for all personnel.” Understanding that the “Portfolio Manager”, “Program Manager”, and “Acquisition Manager” resumes are already provided in Volume 1 - Does the Government require resumes for all 7 of the Task Order 1 non-key personnel for Task Order 1 or only for the 2 key personnel (Actuarial SME II)?

Response: Resumes are required for non-key personnel as indicated in the staffing plan.

66. Question: Section L.3.20. The requirement states “If any of the proposed staff are not current employees of the Offeror or one of its team members, then the Offeror shall provide signed letters of intent (not included in the page count) to accept employment upon contract award.” Will the Government confirm that any letters of intent are only required for the 2 key personnel (Actuarial

SME II)?

Response: See response to question # 6.

67. Question: Section L.3.20. Task Order 1 provides a list of labor categories to be used for evaluation purposes along with estimated hours used in calculating the price. Please confirm that our price proposal for Task Order 1 will be based solely on calculating the price based upon our IDIQ labor rates against the Estimated Level of Effort information provided for the Base Year and all Option Years?

68. Question: Section L.3.20. Task Order 1 provides a list of labor categories to be used for evaluation purposes along with estimated hours used in calculating the price and that the Task Order is for a Firm-Fixed Price (FFP) award. Will the Government confirm that our price proposal for Task Order 1, is only for evaluation purposes, and will not bind the contractor from performing the work under a FFP contract considering that an estimated level of effort is being used?

Response: The proposed price will be a firm fixed priced and binding, but we are requiring the breakdown for pricing evaluation purposes only.

69. Question: Given the importance of several questions related to OCI concerns and response clarifications, the requirement for a hard copy submission, and only 3 business days between the due date for the submission of questions and the due date for proposal submission will the Government please extend the due date for proposal submission by 2 weeks to permit adequate time to respond to questions and provide a more effective response from all vendors?

Response: See response to question # 2.

70. Question: Section L.3.16. Considering that the requirement is to provide up to 3 past performance references, is the 2 page limit for each of the references?

Response: No. It is a 2 page limit for all 3 Past Performance references.

71. Question: Section H. FAR Clause 52.219-8 Utilization of Small Businesses Concerns. Since this solicitation is 100% Small Business Set aside, please remove this clause

Response: This clause (located at Section I) will not be removed.

72. Question: Task Order 1 identifies two (2) Actuarial SME (II) but the task order reads for Senior Acquisitions Specialist. Which should it be?

Response: There is no reference of Senior Acquisitions Specialists in the Task Order.

73. Question: L.3.7, is a PDF acceptable?

Response: PDF documents are acceptable but must be submitted through the PBGC Secure Proposal Site.

74. Question: L.3.7 instructs offerors to encrypt/password protect proposal submissions. How should the password be provided to PBGC?

Response: Passwords shall be emailed to the Contract Specialists.

75. Question: L.3.10, Written proposal. Is two-sided printing preferred or single-sided printing?

Response: Two-sided is preferred.

76. Question: L.3.16 Page Limits. Is an introductory page on the offeror and any teaming partners part of the PWS 25-page limitation or where does an introduction to the offeror count for page count purposes?

Response: Cover pages, table of contents, and tabs are not included in the page count.

Each proposal, regardless of teaming arrangements, has specified page limits.

77. Question: L.3.18.f, Business/Price Proposal. Rather than completed Reps and Certs, can offerors refer to their updated SAM.gov entries?

Response: Section K, Reps and Certs, is required.

78. Question: M.1.2.2.1 Factor 1, PWS and QASP. Are offerors allowed to propose financial incentives and disincentives? Are any evaluation credits applied to an offeror that proposes financial incentives or disincentives?

79. Question: Will the government offer an extension to May 4, 2015?

Response: See response to Question # 2.

80. Question: Section B.4, IDIQ Pricing Schedule. Please confirm that price ceilings are for Contractor Site Rates. If for Government site rates, how will PBGC integrate contractor facility markups at the task level?

Response: All rates in B.4 shall be fully burdened.

81. Question: Section C.5, Statement of Objectives. Will offerors be permitted to adjust productive work hours such as to follow their cost disclosure practices accounting for holidays, etc.?

Response: The government does not get involved in the HR policies of contractors.

82. Question: Section F.1.2. If requested, will PBGC provide additional office and equipment for contractor staff to be localized at PBGC?

83. Question: Regarding Section F.1.3, Government Furnished Property, Equipment and Services.

This section states that PBGC will provide facility and equipment for Key Personnel, but is silent for supplies and any support for non-key personnel. Will PBGC also provide general office supplies for on-site personnel?

Response: General office supplies will not be provided for non-key personnel.

84. Question: Regarding Section F.1.3, Government Furnished Property, Equipment and Services.

Please confirm that the offeror is required to provide facilities, communications, and supplies for all non-key personnel.

85. Question: Regarding Section F.1.3, Government Furnished Property, Equipment and Services.

Will PBGC provide non-key personnel with ADP equipment? If not, will PBGC allow non-PBGC equipment to connect to PBGC networks to facilitate collaborative activities?

Response: PBGC will supply equipment as required for contractor personnel to perform duties.

86. Question: Regarding Section F.1.3, Government Furnished Property, Equipment and Services.

Please describe how contractor site personnel will have electronic communications with PBGC, specifically:

a. Will PBGC be providing VPN capabilities for remote access to PBGC hosted systems?

b. Will PBGC support point-to-point network connectivity with offeror networks?

c. Will PBGC mandate particular cyber defense tools on vendor provided systems (antivirus, etc.)? Will such tools be provided by PBGC, or will such be at offeror’s expense?

Response: No. Such tools must be included in the offeror’s fully burdened rates.

d. Will all remote communications be performed through email or PBGC externally hosted collaborative systems (e.g., SharePoint portals)?

87. Question: Section F.1.4, Hours of Operation, states that the contractor shall have staff available to cover all lunch periods during the hours of operation (Monday through Friday, 8AM to 5PM).

Please confirm that the government is requiring the offeror to have one of the three key staff onsite at all times during operational hours.

88. Question: Section F.6, Training. Clause PBGC-31-003 allows for reimbursement of training costs with authorization, however this contradicts Section B.4 which states there are no ODCs permitted. Furthermore, no CLIN is referenced in Schedule B to support such a reimbursement.

Similarly Section G.6 reference deliveries. These, too, would be ODCs that are similarly not allowed for under Section B.4 or Section B. Please clarify.

Response: ODCs will be annotated at the task order level for labor hour requirements only.

89. Question: L.3.10, Written Proposal Requirements. Will the government allow font size of 10pt for graphics and tables?

90. Question: Attachment 1, Task Order 1, states that offerors shall use the estimated hours in calculating their pricing for the base period and the option periods of the task order. Is the offeror required to propose 2080 hours, or is the offeror allowed to deviate to follow our disclosed/accepted accounting and estimating procedures to adjust productive work/billable hours to account for holidays and leave?

Response: No deviation is allowed for Task Order 1.