Amend Three SBAHQ-11-R-0002.pdf

Amendment No. Three

SBAHQ-11-R-0002

Online Communications Support Services

A.The following changes/clarifications are made to the subject solicitation:

1. Delete the Attachment 1 from the original solicitation posting and replace with the

Revised Attachment 1 dated 3.17.2011. (A strikethrough denotes deletion.)

2. Delete the Attachment 4 from the original solicitation posting and replace with the

Revised Attachment 4, Price Schedule, dated 3.17.2011.

The following language has been added to the revised Attachment 4, Price

Schedule:

―The minimum quantity to be ordered under the proposed contract is $500,000.00.

The maximum quantity to be ordered under the proposed contract is $30 million for the life of the contract. ―

The additional labor category of Software Developer has been added to the revised

Attachment 4, Price Schedule.

The ordering office information has been added.

3. The Service Contract Act is not applicable to this contract.

4. Add the following to page 8, Item 4. Deliverables: The Government will receive all source code for any computer programs that are developed.

5. The time and date for receipt of proposals is extended until 2:00 P.M. (Mountain

Daylight Time), March 29, 2011, at the place for receipt of proposals.

B. The following answers are provided to submitted questions. These answers are for informational purposes and do not change the solicitation document:

Q1. Section 1b. Reads: One technical proposal not to exceed 20 pages, which includes a detailed description of the … and one price proposal for the proposed Task Order No. 1

As this is also required in Section 1a, should this read and ―one technical proposal for the proposed Task Order No. 1‖

A1. Refer to Item A. above for answer.

Q2. Does the 20 page limit apply to the proposal AND the Task Order No. 1 combined? Or may they each be 20 pages?

A2. Refer to Item A. above for answer.

Q3. Assumptions, Condition or Exceptions. The RFP states Offerors shall submit, under separate cover, all (if any) assumptions, conditions or exceptions…. Should this be submitted SEPARATE from the price volume as a third volume or is a separate tab within the Price Volume acceptable?

A3. Refer to Item A. above for answer.

Q4. Should the completed Reps and Certs be included in one of the sections listed or have its own separate volume?

A.4. Refer to clause 52.212-3 which states, ― 52.212-3 Offeror Representations and

Certifications—Commercial Items. (Jan 2011) An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (o) of this provision. . . .‖

The Contractor should complete the representations and certifications at the ORCA website.

Q5. Is there a page limit on the past performance section?

A5. There is no limit on the past performance section. However, please be reasonable and limit response to only information that is required.

Q6. Should the Offeror submit pricing based upon the estimated LOE per labor category provided by the government or by the 2080 hours for each FTE?

A6. For the overall contract, the Offeror’s pricing should be a fully loaded hourly rate. For the task order, the Offeror’s pricing should be based upon a level of effort to perform the scope. The

Government’s estimated level of effort may not be the same as the Contractor’s based upon the

Contractor’s proposed labor mix.

Q7. It states that offerors shall provide the labor categories and labor mix appropriate for their proposed solution to meet the requirements of the effort. However, Attachment 4 gives a table with identified labor categories. Do we use the identified labor categories you provided or was that table just the suggested labor categories and the offeror is supposed to tailor it to their solution?

A.7. The offeror should use the labor categories as identified in the Attachment 4 since these will be the labor categories for the contract and subsequent task orders.

Q8. It also states to provide a description of the skills and experience per task. By "per task" do you mean a description of the skills and experience per labor category? Does the government want to see that information in the pricing volume or should it be included in the Project Staffing

Table requested in the Technical Approach Volume?

A8. Refer to Item A. above for answer.

Q9. This section also states to clearly identify the basis of estimate for the entire period of performance of this effort. In the Questions and Answers released as part of Amendment 1, the government states to not alter the Attachment 4 - Price Schedule. Should the offeror create an additional table below the provided price schedules (attach 4) to provide the estimated cost for the entire period of performance using the 2080 hours provided? Should the offeror use 1,733 hours for the 10 month base year period (10/12 of 2080)?

A9. Refer to Item A. above for answer.

http://orca.bpn.gov/

Q10. Attachment 1, Price Proposal - specific requirements (page 4). The proposal states the

G&A for the ODC's will be set and fixed at the rate proposed at time of award for base and all option periods. This G&A will not be subject to change. Is the government requesting that the proposed G&A rate be disclosed in the pricing proposal or discussed separately at the time of award?

A10. This is just a statement notifying the Offeror’s that the G&A rate must be included in the fully loaded rate and will not be re-negotiated during the period of the contract. It does not have to be disclosed.

Q.11 The solicitation seems to give two separate and different evaluation criteria. In Attachment

1, Evaluation Criteria (pages 4 and 5) provide one set of evaluation criteria and in attachment 3, On Section 52.212-02 EVALUATION another evaluation criteria is given. Could the

Government clarify which criteria shall take precedence?

A.11 Refer to Item A. above. The evaluation factors stated in 52.212-02 Evaluation –

Commercial Items (JAN 1999) will be used to evaluate the proposal. The paragraphs on page 4 were re-ordered to match the 52.212-02. Also, See Item A.1 above.

Q.12 The evaluation criteria (both given in Attachment 1 and Attachment 3) do not match the proposal instructions for the technical proposal, Attachment 1, page 2. Could the Government clarify if the offeror should respond to the instructions if they are not included in the evaluation criteria or update either the instructions or evaluation criteria?

A.12 The Proposal Preparation Instructions (Attachment 1) have been revised. See Item A.1 above. The evaluation factors are stated in Solicitation Provision 52.212-02 Evaluation –

Commercial Items (JAN 1999). The evaluation factors stated in 52.212-02 Evaluation –

Commercial Items (JAN 1999) will be used to evaluate the contractor’s proposal.

Q.13 The SBA identifies a 60 day period of performance for the initial task order. Is this 60 days working days or calendar days?

A.13 Refer to Item A above for answer.

Q.14 In Amendment 1, the SBA provides estimated hours for the task order. Can the offeror propose a different solution for the labor mix and hours?

A.14 Yes.

Q.15 Can SBA verify that they are requesting six (6) copies of a technical proposal addressing the total contract and six (6) copies of a technical proposal addressing Task Order 1?

A.15 Yes. This is correct.

Q.16 Can SBA verify that they are requesting one (1) copy of a price proposal addressing the total contract and one (1) copy of a price proposal addressing Task Order 1?

A.16 Yes. This is correct.

Q.17 On page 1 of the Proposal Preparation Instructions, SBA states, ―b. one technical proposal not to exceed 20 pages, which includes a detailed description of the offeror’s approach for the contract including a base period plus options, and one price proposal for the proposed task order

No. One; and (6 copies).‖ When SBA uses the term ―technical proposal‖ does this refer to the

Contract technical proposal or the Task Order technical proposal?

A.17 Refer to Item A above for answer.

Q.18 On page 1 of Proposal Preparation Instructions, in ―the following information that must be submitted,‖ it only lists one (1) technical proposal instead of mentioning the task order proposal and the contract proposal as separate. Does SBA want two separate technical proposals included

(one for the overall contract and one for Task Order 1?

A.18 Refer to Item A above for answer.

Q.19 Within the SOW, can SBA clarify what section is considered Task Order versus the IDIQ contract proposal?

A.19 It is anticipated that the Contractor will perform the entire scope of work for a period of 60 calendar days for Task Order No. One so the scope is the same.

Q.20 Within the SF1449, SBA states, ―5. Address in the proposal the evaluation factors listed in the SOLICITATION PROVISIONS while staying within the page limitations and format requirements.‖ Does SBA want the contractor to use those headings listed for the contract technical proposal?

A.20 The Offeror may arrange their proposal as they deem appropriate.

Q.21 Within the SF1449, SBA states, ―Submit a proposal for the task order requirements.‖ Can

SBA confirm where these requirements are located?

A.21 Refer to Question/Answer for A.19.

Q.22 Can SBA confirm responses should present a firm fixed price for the 60-day period and labor categories and pricing for base and option years beyond that?

A.22 Refer to the Proposal Instructions and Refer to Item A above for answer.

Q.23 Is there an anticipated firm fixed price for the 60-day period of performance? If so, what is it?

A.23 Answering this question would reveal the Government’s estimate which is not allowable.

Q.24 Would SBA like to receive resumes or bios as part of this response? If so, are those excluded from the 20-page limit?

A.24 This question was answered in Amendment No. One.

Q.25 Could you please confirm if our interpretation of the expectations of the RFP referenced above are correct as follows:

The proposal is asking for a Technical Response that covers the entire SOW to be completed over the initial 10-month period, followed by four, 1-year periods. A separate cost proposal for this will be provided.

The proposal is also asking for a Technical Response that covers the entire SOW to be completed in a 60 business day period, with 2080 hours (Referred to as Task Order One). This would equate to 4.4 FTE (full time equivalent) staff dedicated entirely to this project. A separate cost proposal for this will be provided

A.25 The contract period of performance is for a base period of ten (10) months plus, four (4) one-year option periods. Task orders may be issued to cover some or all of the scope and they include a stated period of performance. Refer to Item A. above for the answer in the revised

Attachment 1.

Q.26 Please confirm that we will need to provide two (2) Price Proposals and two (2) Technical

Proposals, one each for Task Order One, and one each for the contract proposal.

A.26 Refer to Item A above for answer

Q.27 Please confirm that the page limit for the Technical Proposal for Task Order One is 20 pages.

A.27 Refer to Item A above for answer

Q.28 Please confirm that the Technical and Price proposal for Task Order One, and for the contract proposal may be identified clearly as such, in separate volumes, and contained in the same box.

A.28 Yes.

Q.29 Please confirm that a transmittal letter will not be counted towards the page limit.

A.29 You are correct.

Q.30 Please confirm that the cover page for each volume that contains identifying information only will not be counted towards the page limit.

A.30 You are correct

Q.31 Please provide a plug-in cost number that all offerors can use as an estimate for the ODCs in their contract cost proposal. This will ensure that all cost proposals are evaluated equitably.

A.31 A fixed ODC rate will not be provided. This is a price factor that Offeror’s must determine for their business.

Q.32 To facilitate clarity and concise presentation, will the Government entertain the use of a type font size not less than 8 points, for tables, figures, graphics and process flows?

A.32 No. Yes.

Q.33 Please provide the amount of overlap time that the government anticipates between end of incumbent performance and start of work by awardee on the new contract?

A.33 There will be no overlap. The previous contract will be completed prior to this contract.

Q.34 On page 3 of Attachment 1, “Proposal Preparation Instructions”, it states the following:

“Specific Requirements: Offerors shall provide the labor categories and labor hour mix appropriate for their proposed solution to meet the requirements of the effort.” Please confirm that offerors are allowed to propose labor categories in addition to the ones provided in the RFP?

A.34 The offeror should use the labor categories as identified in the Attachment 4 since these will be the labor categories for the contract and subsequent task orders.

Q.35 In the table at A.4, it appears the bottom row for ―Systems Operations Spec‖ was used for the column total for the right column. Can SBA please provide the estimated number of hours for the ―Systems Operations Spec‖ position and a revised column total for task order one?

A.35 The estimated number of hours is correct as stated as 2,167.

Q.36 Content Development and Management - Is it the SBA’s expectation that the contractor will be responsible for creating new content? Or that the contractor will be responsible for helping SBA content owners to create new content? Please clarify.

A.36 The contractor will be primarily responsible for assisting content managers in updating their content but may be called upon to write material for a variety of Web-related pages and tools.

Q.37 Web Design and Development - If the work is going to be done at the contractor site, please clarify what level of access will the development team have to the production environment.

A.37 The contractor will be have remote access through a VPN account.

Q.38 Technical Requirements, 3.4 Web Design and Development - Will SBA be able to supply the contractor with original artwork files (i.e. Photoshop documents) from the current site design?

A.38 Yes, where possible.

Q.39 Technical Requirements, 3.4 Web Design and Development - Has SBA conducted any initial usability testing prior to or following launch of current SBA.gov? If so, will contractor have access to the findings?

A.39 Yes, contractors will have access to all documentation including usability test results.

Q.40 Technical Requirements, 3.5 Social Media Management - SBA currently has a presence on

Facebook, Twitter, and Youtube. Please clarify what level of involvement beyond strategy will the contractor responsible for.

A.40 The contractor may be called upon to assist in creating and updating content as needed.

Q.41 Deliverables - As part of the process of developing the Strategic Plan, is it possible to have access to Google Analytics in order to do visitor analysis? Also, are there any other analytics tools being utilized?

A.41 The SBA will provide access to all analytics tools that will be utilized.

Q.42 Three pages of the SOW are devoted to OCI requirements, but an OCI Plan is not listed as a deliverable on page 8. Is this an oversight? Is one required as a contract deliverable?

A.42 An OCI Plan is not required.

Q.43 On SOW page 6, Section 3.8 System Security Requirements requires a System Security

Plan (SSP) but it is not listed as a deliverable on page 8. Is this an oversight? Is one required as a contract deliverable?

A.43 The contractor, within 30 days of contract award, must develop a final Systems Security

Plan (SSP), which shall be updated at least annually. SBA presently has an SSP that may be used as the basis.

Q.44 ―Initial POA&M delivered 30 days after contract award.‖ Is this calendar days?

A.44 Yes.

Q.45 SBA is asking for ―updates as required, but at least monthly,‖ to the POA&M. How many days after month end are the monthly POA&M updates due to SBA? Work days or calendar days?

A.45 Seven (7) calendar days.

Q.46 No labor categories were mentioned for Software Developers. But SOW 3.4 specifies web design and development. Does SBA anticipate any software development work as part of this

SOW?

A.46 Yes – The new SBA.gov uses the Drupal content management tool that needs to be maintained, in addition to CMS, PHP, MySQL, HTML and CSS. Please see attached revised price schedule which adds software developer labor category.

Q.47 Please confirm: Is the contractor responsible for application development/ Enhancement/

Maintenance alone? Or should the contractor be hosting the application too?

A.47 Contractor will not be responsible for hosting the application.

Q.48 Section 9 of the Statement of Work states the following – ―No GFP/GFE is anticipated.‖

However, the last line in the last bulleted item of Section 2, on page 2 of the Statement of Work states – ―Closely coordinate activities with the SBA.gov hosting facility.‖ Please clarify/confirm the following:

a. Confirm that the Development, Testing and Production environments will be provided to the contractor.

A.48a. Correct

b. Confirm that any software tools or equipment that will be required for supporting the tasks in the areas of support in the Statement of Work may be charged to the Government as an ODC, with prior approval from the Government.

A.48b. This is correct.

Q.49 Under scope, strategic planning: has any of this been don’t thus far? If so, will the successful Offeror have access to the data?

A.49 SBA can provide all documentation that went into the development of the current design.

However, the goal is to develop a strategic plan for updates to the current site and future version of SBA.gov.

Q.50 Pg 2. System Operations – Do additional hosting options need to be considered? Who is the current host and what type of server is the site housed on?

A.50 SBA.gov is hosted off-site at New World Apps. We will continue to assess our current hosting environment and future options. Details regarding our hosting environment are available within the first amendment.

Q.51 Page 2, 3.2 Bullet two – How are metrics currently being collected? Has any user research been performed? If so, how frequently is the information gathered and by what method (i.e.

surveys, focus groups etc? Will the contractor have access to any of these metrics if they have been performed?

A.51 We currently have access to Google Analytics, Foresee Results ACSI survey tool and documentation that went into the development of the current site. Future plan is to resume usability/focus session for the site.

Q.52 Can SBA provide a list of deliverables expected from the contractor for the 60-day period of Task Order 1?

A.52 The primary task associated with Task Order No. One is to provide ongoing site operations and maintenance. Other deliverables will be per page 8 of the Statement of Work (SOW) or as specifically identified in the SOW, i.e., Systems Security Plan.

Q.53 Confirm that the Development, Testing and Production environments will be provided to the contractor.

A.53 Correct

Q.54 Does the Government have resource types & role descriptions available for the roles anticipated on the contract?

A.54 None other than the positions listed in the price schedule.

Q.55 Will the contractor assume Operations and Maintenance Support for the current SBA websites? If so, please provide deployment and system details for the current website(s).

A.55 Yes.

PHP: NetBeans - http://netbeans.org/index.html, though any PHP IDE can be used, however.

MySQL: MySQL Workbench – http://wb.mysql.com/ - Free tool to connect and query

MySQL databases. Any MySQL database tool can be used, however.

Windows 7 Professional, 4 GB RAM, Intel Core 2 Duo CPU T900@3.06GHz

Drupal CMS system

Q.56 The Content Development & Management section of the SOW and Evaluation Criteria mention use of Drupal's Open Source CMS. Is this the current CMS platform, target CMS platform or both?

Are the Website Design & Development tasks anticipated to be Drupal-based (i.e. are new and/or extended modules and themes for the Drupal CMS seen as the architectural model for SBA websites)?

A.56 Drupal is the current CMS platform and most future design and development tasks are expected to be Drupal-based. However, there may be future requirements that are not Drupal-based.

http://netbeans.org/index.html http://wb.mysql.com/ mailto:T900@3.06GHz

Q.57 What Web Analytics tool(s) is the SBA currently using to monitor activity on SBA.gov? Is the tool server-side or client-side?

A.57 The SBA is currently using Google Analytics which is client side.

Q.58 Is implementation and management of Web Analytics software a part of the proposed scope of the contract?

A.58 The contractor will be expected to assist with analysis and report generation.

Q.59 Is Web analytics analysis a part of the proposed scope of the contract?

A.59 Yes

Q.60 What are the major organizational goals that the SBA hopes to achieve with this follow-on contract now that the new SBA.gov Website is up and running?

A.60 This will need to be determined via analysis of internal and external factors and audiences.

Q.61 Does the SBA have an approved Social Media strategy?

A.61 The SBA expects the contractor to help with strategic planning of our social media strategy.

Q.62 Is the creation of video content part of the scope of this contract? Did DRT Strategies handle the development and production of the existing video content on SBA.gov?

A.62 Video creation is not part of the scope. Current video content was created by a variety of sources, including SBA and through co-sponsorships.

Q.63 Who is responsible for managing, analyzing and reporting on ForeSee customer satisfaction surveys currently running on SBA.gov?

A.63 Currently SBA staff handle this function.

Q.64 Does the SBA plan on leveraging Usability Tests on a regular basis to support the

―Strategic Planning‖ technical requirement? Is there a plan already in place for how often and what the logistics for these Usability Tests will be?

A.64 Yes – the SBA plans on implementing a plan to support periodic usability/focus tests.

Currently, there is not a plan in place.

Q.65 Does SBA have a preference for Usability Testing software? What tool(s) / software were used by the SBA and DRT for past usability tests?

A.65 The SBA does not have a preference.

Q.66 Is there an existing Web Style guide that addresses content guidelines?

A.66 Yes. However, the SBA will expect to update this as needed.

Q.67 What roles have been established and implemented on the Drupal CMS in terms of workflow?

A.67 The SBA has implemented the roles of Author and Moderator for each office with the

Office of Communications having direct authority and moderator rights over key content areas of the site.

Q.67a How many SBA staff members currently have credentials and privileges to the Drupal

CMS supporting SBA.gov?

A.67a The SBA is currently ramping up access but expect to provide at least 130 credentials to start off with.

Q.68 For the deliverables listed in Attachment 2 - Statement of Work, 4. Deliverables page 8, which of the following already exist and which do not?

a. Strategic Planning / Thought Leadership

i. Online Media Strategic Plan

ii. OMB 300 Updates

iii. Technology Strategy

iv. Product Management

v. Product Strategy

vi. Requirements Analyses

vii. Market Research & Technical / Cost Tradeoff Analyses

viii. Product Test Plans

b. Web Design & Development

i. Product Launch Plans

ii. Web Design Process Document

iii. Web Architecture and Process Flow

iv. Web Style Guide

v. Usability Procedures and Plan

c. Content Management

i. Style Guides

ii. Editorial Guides and Calendar

iii. Content Audits

iv. Content Governance Document

d. Social Media Management

i. Community Style Guides

ii. Moderator Style Guides

iii. Customer Support Guidelines

e. System Operations and Maintenance Support

i. SBA.gov System Plan of Action and Milestones (POA&M)

ii. Risk Management Plan

iii. System Architecture

iv. SBA.gov Business Processes

v. SBPRA Updates

vi. Configuration Management Plan

vii. System Upgrade and Enhancement Schedule

viii. Test Plans and Requirements

ix. System Maintenance Plan

x. Testing Procedures

A.68 These are the deliverables that the contractor will have to provide.

Q.69 Can the SBA make available a copy of the following documents:

a. SBA Online Media Strategic Plan

b. SBA Technology Strategy

A.69 These documents will not be provided

Q.70 Are there any major product launches or milestones already planned for the base year of this contract?

A.70 The SBA expects the contractor to assist in analyzing, strategizing and implementing product launches based upon analysis of the competitive landscape, site usage and user behavior.

Q.71 How much web traffic does the current Web site get (eg. Visitors per month)?

A.71 SBA.gov gets roughly 1.8 – 2 million visitors per month with approximately 50% of that being unique.

Q.72 What does the SBA Web or Technical team that supports this Website look like?

A.72 SBA.gov will be supported by 4 staff within communications, a hosting contractor and the new contractor who received the award under this solicitation.

Q.73 What are the measurable goals of this contract and SBA.gov generally? Are there any qualifiable outcomes that the SBA is hoping to achieve via online communications?

A.73 This will be part of the planning process involving the contractor.

Q.74 Would SBA consider using an open source CMS platform called Dotnetnuke?

A.74 No

Q.75 What web application software is the SBA.gov server farm running?

A.75 Drupal with components Windows IIS, PHP and MySQL.

Q.76 Does the SBA plan to upgrade versions of Drupal in the first 10 months of the contract?

A.76 Will provide security patches as required.

Q.77 Is the SBA using any Drupal ―distributions‖ such as (but not limited to) Acquia Drupal, Drupal Commons, Open Atrium, or Pressflow?

A.77 Not sure the SBA understands what ―distributions‖ mean. SBA has limited support via

Acquia.

Q.78 Could the SBA elaborate on the Customer Relations Management support requirement as referenced in the SOW section 3.5?

A.78 Support will include but not limited to outreach efforts to the various SBA audiences in addition to assistance in managing tools to support this including e-mail management tools.

Q.79 Should we price a Software Developer for Task Order No. One?

A.79 Contractors should assume that there are no hours for the Software Developer for Task

Order No. One. If a Software Developer is needed, these hours will be incorporated by modification.