Amendment 2_RFP_24-054_06242024.pdf

100 Stellarator Road Princeton, NJ 08543 USA

AMENDMENT 2

REQUEST FOR PROPOSALS (RFP) 24-054

New PROPOSAL DUE DATE: July 9, 2024

June 24,2024

TO: Potential Offerors for RFP No. 24-054

SUBJECT: Amendment No. 2 Amendment No. 2 includes:

A. Revision to the following Documents:

Section V Attachment 3b_Temporary Staffing Pricing Worksheet (version 1)_06142024_RV2

B. Part 2 of the Questions and Answers Session:

The following questions have been addressed below:

https://www.pppl.gov/

TO: RFP24-054

SUBJECT:Amendment No. 2 Page 2

no. Document Section Supplier Question PPPL Response

A. What is the incumbent spent? Can you please let us know the previous spending of this contract? Is there an incumbent or any form of previous award in reference to this contract? If the answer to question is "yes" what was the price of the awarded bid? B.

Could you please confirm if there is an incumbent contractor for this contract? If yes, please provide the contractor’s name, contract number and contract value. "Who is the incumbent contractor currently providing the services listed in the Scope of Work?

Are there incumbents for this RFP? If so, who are the incumbents? Is this a new initiative? If not, please provide the names of the current vendor(s) providing the services. Who are the current providers? Please provide us with the incumbent’s response documents that they have submitted previously. Is this a re-compete RFP? If yes: a. Could you please provide the names of the current suppliers who are currently providing services to the Agency?

When did the existing contract start, and what is the annual monetary value of the current contract since inception?

How many resources are currently engaged in the current contract?

Can you please share the number of positions served in previous years under this contract? Is this service currently being provided by a contractor? If so, how many contractors are providing this support?

A. There were 18 original awarded BOAs with an approximate spend of over $21M over the course of 5 years starting from 2019. B. Yes there are incumbents. C. Under DEAR 970.5204-3

ACCESS TO AND OWNERSHIP OF RECORDS (OCT

2014)(DEVIATION), Procurement actions are considered contractor-owned records under paragraph (b)(3). "Records relating to any procurement action by the contractor, except for records that under 48 CFR 970.5232-3 are described as the property of the Government."

As such, a further breakdown of the information related to individual awards will not be released.

Currently there 11 BOA subcontracts providing these services. The number of positions vary throughout and are on an as needed basis.

SUBJECT:Amendment No. 2 Page 3

no. Document Section Supplier Question PPPL Response

Could you please confirm if it is a mandatory requirement for the vendor to be able to provide staffing solutions for all six categories? Or would there be flexibility for a vendor that specializes in certain categories but not all? Are we required to bid on all six skill categories identified in Exhibit A of Attachment 1_Statement of Work? Is it mandatory to bid on all the positions?

It is not mandatory for the supplier to be able to provide staffing solutions for all 6 categories.

To ensure FCRA compliance, it is our company’s policy to provide clients with an attestation of completion of background check pursuant to client’s requirements, but not the actual results. Will PPPL accept letters of attestation in lieu of actual background check results? Yes, an attestation letter is acceptable.

How will you release the requirements through email or a portal? Email, when a need arises.

A. Are there any pain points or issues with the current vendor(s)? What are the pain points of this contract?

What are the current challenges/ pain points PPPL is facing? B. If there where incumbents what you liked about them?

A. Previous issues involve suppliers who have received a BOA but have failed to respond to Job Order requests. Another is when suppliers have suggested candidates who are overqualified, resulting in rates higher than the proposed range for a position at PPPL. They have shown a lack of attentiveness or cavalier attitude to our needs and specifications. Promising start dates to candidates before a fully executed job order is initiated. Not tracking subcontractor end dates and them working without available funding.

Not following SOW guidelines or subcontract guidelines. B. Quality of candidates has been good depending on supplier. Attentiveness to turnaround time regarding scheduling. Wanting

SUBJECT:Amendment No. 2 Page 4

no. Document Section Supplier Question PPPL Response our business especially as we grow, more opportunity for the firms to do business with us.

Are there any pain points or issues with the current vendor(s)? What are the pain points of this contract?

What are the current challenges/ pain points PPPL is facing?

Past challenges have included instances where suppliers, upon receiving a BOA, did not follow through with Job Order requests. The candidates recommended by these suppliers were deemed overqualified, leading to proposed rates exceeding the designated range for a position at PPPL. Their lack of responsiveness to our requirements and specifications has been evident.

A. Are resumes required at the time of proposal submission? If yes, Do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes? Do we need to submit the resumes with this proposal or once awarded? B. If the proposed candidates are not available at the time of award, will the agency allow us to provide replacement personnel with similar or more skill sets? C. Based on referenced section and the sample mechanical engineer position description, can the government provide sample position descriptions for the other five categories? D. Do we need to submit resumes of the six Skill categories mentioned in Exhibit A with proposal submission or at the task order level? E. Should sample resumes be included in the RFP response and if so, how many per category should be included? If resumes are to be included to demonstrate capabilities across the PPPL Skill

A. PPPL is not soliciting resumes for open positions for a Job Order request and is not requiring the submittal of resumes in support of all the skill categories. Resumes are only required for your Key Personnel that would managing the BOA agreement (if Awarded).

Reference Section IV Evaluation Criteria requirements. B. Resumes are not being required for this procurement. C. The sample resume is just a sample of what the resume format and content that will be provided. PPPL will not be providing an additional sample at this time. D. refer to the answer addressed under A.

E. refer to the answer addressed under A. F.

refer to the answer addressed under A.

SUBJECT:Amendment No. 2 Page 5

no. Document Section Supplier Question PPPL Response

Categories, can the names of the individuals be removed for privacy? F. For which job requirements do the offeror need to provide resumes? What would be their job description?

Will PPPL require an onsite Project Manager from the subcontractor to be present full-time onsite?

This is not project-specific therefore there is no need for an onsite Project Manager. The Temporary Staffing Augmentation Program aims to meet laboratory position requirements as needed. The role is job-specific and temporary in nature. The supplier will oversee their employee, but daily tasks will be guided by a designated Princeton Technical Representative.

132 Section III

Will the Government's statement provided in Section III ("Previous experience with providing temporary personnel for one [1] or more of the sample skill categories identified in Exhibit A of Attachment 1_Statement of Work.) confirm the Government will accept previous experience from all team members of the Prime Contractor?

The outcome will be determined by whether the experience fulfills the requirements specified in the Statement of Work.

SUBJECT:Amendment No. 2 Page 6

no. Document Section Supplier Question PPPL Response

Will there be overtime? If so, will time and a half be paid in the bill rate?

Overtime is determined on a case-by-case basis depending on need and only if approved. Only non-exempt (SCA) temporary staff will receive time and half. Exempt employees will be paid straight time for all hours worked over 40. Non-exempt (SCA) are eligible for Time and a half will be billed at the straight time bill rate for all hours worked and have the additional 1/2-time hourly rate added to the Bill rate total. For example, Employee's DL is $10/hr. The markup from supplier is 25% with a total STBR of $12.50/hr.

The OTBR for this employee would be $17.50.

(STBR + half time DL rate or $12.50/hr. + $5hr).

How will target pay and bill rates be determined for each Temporary Job Request Form? How will temporary labor rates be adjusted in comparison to permanent salary ranges? What input do suppliers have in this based on the current candidate pool?

The min and max salaries are established by referring to the details mentioned in Attachment 3b_Temporary Staffing Pricing Worksheet, Tab

3. Sample Job Order Proposal.

Attachment 3b Section V

It notes Overhead, GA and Fringe %'s, if we calculate fringe that includes all of those columns, is ok if we fill out just the fringe column?

Yes, however, it is necessary to include a detail note to this section.

136 SOW

3.0 pg. 4 para-G “It is expected that all temporary personnel supplied by The Staffing Agency will: Dress appropriately for the position(s)”

A. Will each Job Order direct the expected appropriate dress for the position if there is a specified dress expectation? B: where can we get a copy of the PPPL policies and procedures?

A. Yes, this information will be provided if there is an expected specific dress code. B. This information will be provided the subcontracted personnel once a Job Order has been issued and during their orientation.

SUBJECT:Amendment No. 2 Page 7

no. Document Section Supplier Question PPPL Response

137 SOW

3.0 pg. 4 para–K The Staffing Agency shall provide resumes of proposed resources for the six resources identified in Exhibit A: PPPL Skill Categories for consideration that clearly demonstrate the Offeror’s ability to provide qualified resources capable of meeting identified needs and performing outlined tasks providing requisite deliverables described in the Job Description Exhibit B.”

A. How many resumes need to be provided for each of the six resources identified in Exhibit A? Question B: And are these required with the proposal submission or only with each specific Job Order?

A. None. PPPL is not requesting resumes for an open position. Only resumes of Key Personnel that will be managing the Basic Ordering Agreement (BOA), if one were to be awarded. B.

Resumes for Job Descriptions would only require submission upon on a request (when needed).

SUBJECT:Amendment No. 2 Page 8

no. Document Section Supplier Question PPPL Response

138 SOW

3.0 pg. 4 para–L The Staffing Agency should describe their benefits, holidays and other elections offered to staff utilized for this agreement in a format like the table provided below. PPPL seeks Offerors with holiday schedules as similar to the Federal structure as possible, to provide consistency to temporary staffing services when laboratories are closed that will be included in any ensuing

BOA.”

Is there an incumbent? What benefits should be carried over for existing personnel? How long has the incumbent personnel been on that contract.

A. Yes. B. These are temporary staffing services and there are no benefits from PPPL. The personnel you are providing are employed by your firm. C. Current Incumbent Master BOA max is 5 years and are in there last year. Job Orders for the temporary assignment and the length of time is variable, from 6 mths up to a max of 2 years depending on the department need for the role they are fulfilling.

SUBJECT:Amendment No. 2 Page 9

no. Document Section Supplier Question PPPL Response

139 BOA page 8 what type of time and material is the subcontractor responsible for?

The supplier is responsible for accuracy of the direct labor rate, mark up, timekeeping and all payroll related requirements for their subcontracted personnel. PPPL would provide work materials, such as a laptop and appropriate office area.

140 BOA page 8

Will a SF1444 be presented by PPPL in a job order if a new labor classification is needed for that particular job order?

Yes. The supplier would be required to complete the SF1444 form and forward back.

If any information is marked as confidential, is it necessary to provide a redacted copy? No.

Could PPPL please clarify if we have to provide sample or actual resumes with our response? If we have to provide actual resumes, can we replace the proposed personnel at the time of the Actual Job order?

PPPL is not requesting resumes for an open position. Only resumes of Key Personnel that will be managing the Basic Ordering Agreement (BOA), if one were to be awarded. Resumes for Job Descriptions would only require submission upon on a request (when needed).

Could PPPL please clarify if Part I and II of the response have to be submitted in a single file or separately?

Part I and Part II in a single file, and clearly identified.

Will the lowest priced vendors be awarded first as you want the best value?

Per Section IV, Evaluation and Basis for Award, No. 1. Award will be made to the qualified, responsive, and responsible Offeror whose evaluated proposal provides the best value to PPPL. Evaluation factors other than cost or price, when combined, are significantly more important than cost or price. Best value will be determined by a tradeoff analysis of comparative differences in the value of technical

SUBJECT:Amendment No. 2 Page 10

no. Document Section Supplier Question PPPL Response merit with differences in cost / price. PPPL is more concerned with obtaining superior technical and management features than with making an award at the lowest overall cost / price.

If there where incumbents what challenges did you have with them and what you liked about them? Reference response to question 23

What do you mean by the company should provide latest annual report(Under Part 1 (Overview and Administrative, Brief Description of the company)?

Are you referring to tax returns? Will it go against us from an evaluation point if we do not have an annual report ready ? This is not applicable, at this time.

What are you referring when you say The Offeror must provide the professional qualifications and experience of the Offeror’s personnel proposed to work on this subcontract to ensure personnel have the training, credentials, qualifications, knowledge, skills, abilities, and experience necessary to perform assigned tasks. Are you referring to the supplier’s credentials or are you referring to the personnel(Temp Staff) that the supplier will provide?

Please clarify.

This is in reference to the Suppliers credentials.

Will you consider commercial past performance or only Govt? Please advise Both are acceptable.

As a small woman owned business can we bid by ourselves without a subcontractor/Teaming Partner? Yes.

SUBJECT:Amendment No. 2 Page 11

no. Document Section Supplier Question PPPL Response

How many temporary workers do you plan to hire annually from this contract? This information is unknown.

Can you provide an estimate of the number of FTE’s involved and/or a yearly dollar spend for this program? This information is unknown.

152 SOW

Attachment 1-Statement of Work; 3.0 Scope Of Work; paragraph J: This section deals with subcontracting. Is this a requirement to be addressed at the time a work “request” is provided during contract execution or do you wish for this to also be addressed in the Part II Proposal Section?

This information should be provided in your proposal response.

Proposal Structure:

Are there specific formatting or structural preferences for the electronic copy of the proposal beyond those outlined?

This proposal should not be no more than 15-20 pages including the cover letter. Font should be business standard, and size between 10-12. B.

There are no other specific formatting or structural preferences in the electronic copy of the proposal beyond those outlined. It is required that each document come back in the same format provided, for example, Attachments 3a and 3b, shall remain each in their perspective formatted document (i.e., excel, and pdf) and each sent separately and apart from Parts I and Part II and clearly marked as Part III, respectively.

Experience Requirements

What constitutes sufficient evidence of experience in providing temporary personnel? Are client testimonials or case studies appropriate?

Documentation provided by the Offeror must include a summary of clients with a brief description of the services. Yes. Client testimonials and case studies are appropriate.

SUBJECT:Amendment No. 2 Page 12

no. Document Section Supplier Question PPPL Response

Discounts and Pricing:

Are there particular forms or documentation required to accompany mentions of discount arrangements

No. Only the completion of Attachment 3a_Offeror Information and Pricing Form and Attachment 3_Temporary Staffing Pricing Worksheet version 06142024 RV 2 are required documents to be submitted within your proposal.

Will exceptions or recommended edits be considered for the subcontract and SOW?

Only exceptions to the subcontract may be considered, as identified under Section III, Instructions for Proposal Preparation Section 17 and Section V, Attachment 3a_Offer Information and Pricing form.

Part I- Overview and Administrative

C Supplier Responsiveness- "A proposal will be considered responsive if the proposal is in compliance with all the requirements as outlined in this

RFP."

Is this section asking vendors to demonstrate compliance with the Section I Attachment 1_2024 SOW list of requirements such as those on page 4?

Please confirm if this is what is meant by "as outlined in this RFP."

A supplier’s responsiveness is not just limited to the SOW. The RFP response should include at a minimum an understanding of PPPL's need, a clear outline in your proposal addressing all relevant required information found within the SOW and Section IV Evaluation Criteria documents, and any other required documentation as outlined in the RFP, as identified in Section III_Instructions for Proposal.

Proposal Instructions state, "Items marked with a * are required to be completed and submitted with your proposal." While Attachment 3b-Temporary Staffing Pricing Worksheet is not marked with a *. Are vendors required to submit a completed Attachment 3b? Please clarify.

Yes. Attachment 3a_Offeror Information and Pricing Form and Attachment 3_Temporary Staffing Pricing Worksheet version 06142024 RV 2 are required documents to be submitted within your proposal.

Would you accept references from public as well as commercial entities? Yes, this is acceptable.

160 How many vendors is the agency planning to select? Unknown at this time.

SUBJECT:Amendment No. 2 Page 13

no. Document Section Supplier Question PPPL Response

As ‘15. COST AND PRICING DATA’ within the attachment ‘Instructions for Proposal Preparation’ directs not to submit pricing with the proposal, could you please clarify this?

Certified Cost and Pricing Data is not being requested to be submitted with your proposal.

Firms are required to complete and submit Attachments 3a and 3b, found in Section V with their proposals.

Do we need to submit pricing within the proposal documentation? Please confirm

Yes. Section V, Attachment 3a and Attachment 3b are required to be completed, signed, and submitted with your proposal, in the same formats as provided and separate from Parts I and II.

Is there an established temporary staffing program?

If yes:

Is there a Managed Services Provider managing the contingent/temporary staffing program for PPPL? Or Is this program managed internally?

How many vendors are there?

What is the annual volume of requirements?

Please explain if there will be an external MSP managing this program or if it will be managed internally.

How many vendors do you anticipate to be in this program?

What is the annual volume of requirements?

Yes, there is a current Temp staffing program managed internally by PPPL. Currently there are 11 suppliers. The annual volume of requirements is unknown.

There are 6 categories. Could you please provide your estimations regarding the requirement volume for each category annually? Unknown at this time.

There is not a specified bill rate entered in the pricing worksheet and offerors need to provide markup only, correct? Yes, that is correct.

SUBJECT:Amendment No. 2 Page 14

no. Document Section Supplier Question PPPL Response

166 What is PPPL's expected time to fill roles?

15 - 30 days depending on the needs of the search. There may be exceptions depending on search.

What is the projected workforce headcount for hiring in the first year of performance? Unknown at this time.

Can you please provide the average duration of the temporary assignments, especially for the more technical roles? If an average length is not known, can you estimate if the majority is above or below 6 months?

The average duration range is typically 6 months, however, depends on the need of the department.

Are vendors to explain their overtime policy in the proposal narrative or add a note to the pricing sheet?

No. If any Overtime would be required it would be based on PPPL's policy.

“Evidence provided in the Offeror’s proposal as well as input from references from former clients and previous contracts will be considered”

What are the Governments expectations here?

PPPL's expectation is that the Offeror would provide at a minimum at least 3 - 5 references from previous/ former clients and a brief description of the services that were provided.

Is there any available data regarding previous vendors who have participated in the previously competed subcontracted iteration of this contract?

A. There were 18 original awarded BOAs with an approximate spend of over $21M over the course of 5 years starting from 2019. B. Yes there are incumbents. C. Under DEAR 970.5204-3

ACCESS TO AND OWNERSHIP OF RECORDS (OCT

2014)(DEVIATION), Procurement actions are considered contractor-owned records under paragraph (b)(3). "Records relating to any procurement action by the contractor, except

SUBJECT:Amendment No. 2 Page 15

no. Document Section Supplier Question PPPL Response for records that under 48 CFR 970.5232-3 are described as the property of the Government."

As such, a further breakdown of the information related to individual awards will not be released.

Currently there 11 BOA subcontracts providing these services. The number of positions vary throughout and are on an as needed basis.

A. Is the subcontractor supposed to submit only own W2s in response to requirements? B. Does the above answer mean a subcontractor can use visa holders who is subcontractor’s employee?

The subcontractor is responsible for withholding and filing appropriate taxes on behalf of their subcontracted employee (personnel). Visa holders are allowable but should be identified upon submission for further review. Upon selection, it may be necessary for additional personal verification including a Foreign National Access Program verification through our site protection team since we are a government work site.

Is subcontracting by subcontractors allowed? If yes, can visa holders from another company be submitted if the resources are NOT citizens of Cuba, North Korea, Iran, Syria. Russia and China will need to go through deeper review and may be restricted.

Subcontractors are allowed to use "lower-tiered" subcontractors. Visa holders are allowable but should be identified upon submission for further review

Are only US residents and Citizens are allowed to be submitted in response to requirements.

Visa holders are allowable but should be identified upon submission for further review.

Upon selection, it may be necessary for additional personal verification including a Foreign National Access Program verification.

Does PPPL expect us to pay for the holidays/sick leave/vacation or can they be unpaid?

The supplier, as the employer, is responsible for any applicable leave benefits and what is required by law.

SUBJECT:Amendment No. 2 Page 16

no. Document Section Supplier Question PPPL Response

The new worksheet indicates that all Technical and all Engineering positions will be treated as ‘Exempt,’ however, in the past there have been several positions that would fall into those categories that definitely come under the Service Contract Act.

Attachment 3b_Temporary Staffing Pricing Worksheet has been revised to allow for mark up rates for both nonexempt and exempt.

Does the 15–20-page proposal page limit include resumes of key personnel? This question is in reference to Amendment 1 answer to Question 14, "This proposal should not be no more than 15-20 pages including the cover letter."

The page limit does not take into account the resume of the key personnel. Key personnel resumes should be clearly identified within your proposal.

Could you please provide further clarification on the requirement in Section 3 Scope of Work, specifically regarding the statement, 'The Subcontractor may be required to deploy temporary personnel within one

(1) day of identification'?

Deployment would occur upon a fully executed Job Order. If there is a requirement to start the next day, this information would be communicated prior to the need. However, these circumstances are rare.

Are all positions in the labor categories to be treated as “non-Exempt” for the purposes of applying the SCA rate/benefit guidelines? Some positions within the same ‘Skill Category’ could be considered Exempt while others may not. Since the additional benefits under the SCA requirements represent a significant additional burden, this could greatly impact how we determine our costs.

Could you provide some guidance as to how we are to respond as the six skill categories listed, since they appear to include both exempt and nonexempt classifications. As the mandatory benefits for positions subject to the Service Contract Act may differ from those not subject to the Act, can the

All positions are not to be treated as "non-exempt". Attachment 3b_Temporary Staffing Pricing form has been revised to distinguish Non- Exempt and Exempt.

SUBJECT:Amendment No. 2 Page 17

no. Document Section Supplier Question PPPL Response vendor propose differing markups rates for SCA vs non-SCA positions?

180 SOW

3.3 3. After 1000 hours % of annual salary No Charge approx.

4 -6 months

Where it says if PPPL wishes to directly hire an employee after 1,000 hours there would be No Charge. If I were to write up a proposal that included a charge for employees that were brought on full time after the 1000 hours, would I be rejected?

1000 hours is a fair enough time for PPPL to determine if a candidate is worth converting or not. 1000 hours is plenty of hours where the firm can make their money and then some. This is not contingency staffing.

Is the title page and table of contents included in the total page count? Yes.

In the RFP instructions it mentions a cover letter, should we assume that this is the same as the "letter of submittal"? Yes.

Please acknowledge your receipt of this RFP Amendment No. 1 by signing below and returning it with your proposal package.

Reminder: Proposals are Due no later than July 9, 2024.

Sincerely, Cheryl Colan

SUBJECT:Amendment No. 2 Page 18

Procurement Specialist

Company: ______________________________

Signature: ______________________________

Name: _________________________________

Title: __________________________________

Date: __________________________________