Q A__2_-_DOC_Staff_Augmentation_05112016.pdf

Q&A #2 05112016

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1. Are the Resumes of the Key Personnel (Program Manager, Contracts Manager) included in the

25 page limit for the Technical capability Volume?

A. Yes, resume pages are included in the 25 page limit.

2. RFP clause C.12 states that all BPA awardees will have a potential OCI for all current and future

Department of Commerce (“DOC”) Shared Service Organization work. RFP clause H.5 seems to suggest that OCIs will be addressed and mitigated at the Task Order level. Since the evaluation and mitigation of OCIs will depend upon the specific requirements included within individual task orders as well as the team members engaged in the work under specific Task Orders, addressing OCIs at the Task Order level seems preferable. Can you please confirm OCIs will be addressed and, if necessary, mitigated at the Task Order level?

A. For clarity, this is an IDIQ contract award not a BPA as referenced in the question. The information captured in Sections C.12, H.5 and the Special Note in Section L all relate to the same topic. Sections C.12 and H.5 both indicate that an OCI may exist in the performance of work which is implied at the task order level. It is not possible to identify OCI’s prior to a task order requirement, at which time, a decision will be made if it is possible to mitigate the conflict or limit future competition, based on the conflict that exists. For example, an IT

Specialist supporting a CIO office may assist in the development of a new acquisition requirement for that office. In this case, the Contractor would be prohibited from competing on that specific procurement. The Special Notice in Section L addresses the relationship between this solicitation and a similar solicitation not currently available to the public.

3. Can we assume that for subcontractors on the offeror’s team, an OCI would only apply to task orders on which the subcontractor actively participates? If so, would the subcontractor be free to bid on other work related to task orders on which the subcontractor plays no staffing role?

A. It is not possible to answer all potential scenarios as each will need to be considered based on the merits of situation leading to the conflict. However, it might be reasonable to conclude that the Prime and only the sub-contractors participating on a specific requirement would be conflicted, if there is adequate mitigation strategies in place to prevent or firewall other sub-contractors from having access to the information.

4. In the event the OCI applies to both the BPA and Task Order level and shall extend to current and future Commerce Shared Services solicitations, (e.g. IT ; Financial Systems, HR, Enabling

Technologies, and Acquisitions), may the prime, subcontractor, and/or consultant awarded the

Department of Commerce Shared Services Staff Augmentation contract provision an OCI

Mitigation Plan, which will firewall each employee if they engage in activities that may result in an OCI? Thus, the OCI Mitigation Plan, if approved, would allow BPA awardees to pursue current and future Commerce Shared Service solicitations.

A. OCI’s and potential mitigation plans will be presented at the task order level for specific requirements when necessary.

5. We understand that the number of anticipated awards is 2-3. We would like to know whether this number is the total for all three regions or for each individual region?

A. It is the total number for all 3 regions combined.

6. How many past performances do we need to support? Currently, we only have instructions on the page limit, but not on the no. of past performances.

A. You may provide as many as you wish so long as they do not exceed the 10 pages allowed.

Past performance is an assessment of risk of successful performance and generally the more information available will result in greater confidence of likely successful, or unsuccessful performance.

7. Section L.3.B.1.c, page 77, can the government clarify what is intended with the request of "the type and quantity of labor and materials is to be included in the Technical Proposal". given that there is no sample task order requirement to quote this labor against.

A. This paragraph merely notes that no pricing information is to be included in the technical proposal. The type and quantity of labor and materials is not applicable to this solicitation.

8. Section L, paragraph B.1.d (first bullet) states that we should address our “Capabilities and

Approach to accomplishing the requirements paragraph C.3 incorporating the labor categories in paragraph B.3.” Is there specific information we should include in this section, other than the requested information under “Employee recruitment, retention, and training,” “Management plan,” and “Key Personnel qualifications”? In response to that first bullet, are you looking for an overview of our approach to those three areas?

A. This section provides an opportunity for you to address your firm’s capabilities (and approach to) in meeting the performance requirements. This is somewhat different from the specific information requested for recruitment, retention, training and management.

An example of a “capability” not otherwise required by the technical bullets might be the description of a facilities clearance and how that will help with security and badging of staff provided under the contract.

9. Section L, paragraph B.1.d (second bullet) states that we should describe our company’s experience in providing services similar to the DOC requirement. How should this section differ from what we will include in the Past Performance volume, which also requires descriptions of similar experience?

A. The past performance section provides information on how well you have performed contracts similar in size and scope and allows for an assessment of risk of successful performance. The Experience information allows for an assessment of practical work accomplished of similar nature as described in the solicitation and considers that information as an element of the overall technical capability of the offeror. While the differences may seem subtle, an example of performing 10 staff augmentation contracts of relative size and complexity with great results would result in a relatively low risk of non-performance based on the past performance assessment. However, if 9 of those contracts were for providing mariners and deck crew (staff augmentation) on sea-bound vessels, the technical experience rating would likely be low.

10. The RFP notes at Paragraph C.5 that the period of performance for placing task orders is 5 years from date of award. Additionally, the RFP notes at 1352.270-70 PERIOD OF PERFORMANCE (APR

2010) that the “(a) The period of performance of this Requirements Contract (for the purpose of placing orders) is five (5) years from the date of award. There are no option periods at the contract level (except FAR 52.217-8). See paragraph C.5. However, Section I includes clause

52.217-9 – Option to Extend the Term of the Contract (Mar 2000) as well as 52.217-8. Will this solicitation result in a contract with a 5-year period of performance or does it have 4 – 1-year option periods?

A. The IDIQ ordering period is 5 years from date of award. Section I clause 52.217-8 applies to the IDIQ contract for an extension of the term up to an additional 6 months. Clause 52.217-

9 defines that with that extension, the total ordering period could result in 66 months.

Otherwise, all Section I clauses including the option clauses flow-down and govern task orders issued under the contract. Task Orders are likely to have options as part of the performance requirements.

11. In our experience a Cover/Offer letter is excluded from the page count, we request the government grant an exclusion for this to not be counted as part of the 25 pages in Volume I.

A. Already excluded. See Section L.3, 1352.215-70, A, second paragraph from bottom.

12. In our experience Resumes are excluded from page count, we request the government grant an exclusion for this to not be counted as part of the 25 pages in Volume I and rather be included as an appendix or attachments.

A. Pages not excluded. See question #1 above.

13. We note the Q&A response from MOD1 states the government anticipates 2-3 awards. We are unclear if this per geographical region or total awards of this IDIQ? We request the government consider awarding minimum 3 awards per region, this will provide the government responsive offerors and backup resourcing ability. This also leads to strong resourcing ability and pricing at the Task Order level; if only 2-3 organization are awarded the contract, their overhead and G&A will not allow for further discounts at the task order level due to ballooning requirements.

A. See question #5 above.

14. Would the government provide target rates for the labor categories, in our experience the government provides a competitive target rate chart per labor category and further an index for adjustments based on geographical areas

A. This is a competitive requirement in which the market will determine appropriate rates for services by geographical regions. Wage determination links are provided in the Q&A #1 for

SCA compliance.

15. We are unclear to the requirement M.2.a, Technical Factor, “The capabilities and approach to accomplishing paragraph C.3 incorporating the labor categories in paragraph B.3”. This can be translated two ways, one where the government would like to know the capabilities and approach to accomplishing staff augmentation specifically, the approach to responding to the

TOPR and managing resources in performance of the Task Orders. Second, where the government would like to know the capabilities and approach to accomplishing the roles, duties and effort noted in RFP B.3. Would you government clarify what it is looking for in this response?

A. See question #8 above.

16. Per L.3. B.2. The page limit for the past performance volume is 10 pages. It is not noted the number of past performance the government would like the offeror and its subcontractors to provide a minimum. Is there a minimum and also is there a page limit per past performance?

A. See question #6 above. There is no page limit specified per past performance although the requested format is well defined in L.3.B.2.c, so long as the total pages do not exceed 10.

17. Does Department of Commerce have a Mentor Protégé program which would increase evaluation points for firms in such programs? Is there any program pre-conceived or with prior authorization that would give favorable points toward certain vendors in this solicitation?

A. No

18. Upon review of the Labor Categories, descriptions, qualifications and years of experience for this current DOC requirement, and compared to other contracts both with and without SCA/Wage

Determination requirements, we would not normally consider any of these positions to be SCA positions. Would the government please consider going back to the original solicitation version in which FAR 52.222-41 “Service Contract Labor Standards” was not checked and remove this contract clause as a requirement for this opportunity?

A. After further consideration of the type and scope of this requirement, it has been determined that the preponderance of the work required under this contract is for

“professional technical services” and not “service employees”. The requirement for SCA compliance, FAR 52.222-41 (Section I) and the Wage Determinations provided in Q&A #1 are rescinded. See attached solicitation page 39 and revised Q&A #1 05112016

19. Can the government please provide a Labor Category description for each of the Key Personnel identified on page 30 of the RFP?

A. See question #5 and #6 on Q&A #1. A LCAT description will not be provided.

20. Can the government please provide any and all instructions related to hand carrying the proposal, i.e. specific times when someone will be there to accept the proposal, directions for specific door to enter, specific POC who will be receiving them on proposal due date on behalf of the government, etc.

A. Due to security statuses and building construction, doors into DOC are subject to change at any time. If the Contractor wishes to hand carry proposals, they must coordinate their own access into the DOC and have the ability to navigate the building without escort. Proposals may be delivered to any person in Suite A-200 (rooms A-230 through 270) with the attention to the Contracting Officer: Anthony S. Kram, between 0800 am and 5:00 pm any work day up to the day prior to the day of submission of offers. No hand deliveries will be permitted on the day of submissions.

21. Once we include all required materials and speak to each functional area and LCAT, we do not have enough room to fit the response within 25 pages and be compliant. Will the Government consider increasing the current Technical Capability volume page limit so that offerors can respond and provide a fully comprehensive, compliant proposal response? Will the government consider increasing the technical volume page limit from 25 to 35 pages?

A. The technical page limit is 25 pages. There is no requirement to speak to each functional area and LCAT. The requirement is to address the “Capabilities and Approach to accomplishing the requirements (as stated in) paragraph C.3, incorporating the labor categories in paragraph B.3.”

22. Because of the vast geographical regions/areas represented in the map provided on page 48 of the RFP, can you please provide the specific cities in which you anticipate the majority of ordering on future Task Order’s to come from? We request this information to enable us to provide specific and accurate available pricing, as pay ranges/pricing could be extremely variable depending upon different states, cities, etc.

A. Potential offers may conduct research to understand where and how the 12 Bureaus and the Office of the Secretary have offices across the country. For example, the National

Weather Service alone operates 146 Weather Forecast Offices across CONUS, but they may never have need for an order against this contract. Otherwise, recommend you reference

Section C.4.

23. Was Section D intentionally left off of the Solicitation? We cannot find reference to it.

A. Section D “Packaging and Marking” is not included as part of this solicitation. The only requirements for delivery are proposals which are governed by Section L.

24. Does the small business set – aside apply to the prime offeror or are subcontractors also required to be small business?

A. The set-aside applies only to the prime, however, the prime must perform at least 50% of the work under the contract. See clause 52.219-14.

25. Regarding the blending of labor rates by region that are to serve as a contract labor rate ceilings and then to be used for pricing subsequent task orders. The current methodology could infuse cost and performance risk into the contract, if the preponderance of work on a given task is to be performed in a higher priced locality within a given region. May the Offerors provide rates for the highest priced location within a given region and then discount the rates accordingly at the task order level?

A. To some extent this question is obsolete by the removal of the SCA WD requirements (see question 18 above). For the remainder, it would be anticipated that each region will be priced at a rate the Offeror is willing to perform the work (or maximum). The Offeror may certainly discount from those rates based on location at the task order level.

26. RFP Sections H.8 and L 1352.239-71 Electronic and Information Technology. Given the nature of the services under this contract, please confirm that this requirement may apply at the task order level and is not a requirement for the base contract.

A. These clauses is a flow-down clause into applicable task orders. There is no application of the clauses at the IDIQ contract level.

27. Can companies cross team, meaning if an offeror is priming the contract can they also be a teammate to another offeror?

A. The Government has no restrictions on this.

28. If an offer has a contract with NOAA, does that mean they cannot compete on this solicitation because of the OCI, or does the OCI apply mostly to Dept. of Commerce offices and not the subordinate Under Secretary organizations?

A. There is no direct OCI with this contract and performance under other contracts are not likely to interfere. However, each requirement will be assessed and a determination made at the task order level. See questions 2-4 above.

29. Will the government make it mandatory for the awarded vendors to respond to every Task

Order that is released?

A. No. However, keep in mind that under an IDIQ contract, the Government has the right to issue a task order for which the contractor has not bid (assuming no bids) and the contractor is compelled to perform.

30. Can the government confirm where the representations, certifications, and acknowledgments should be placed in the Business Volume? In the RFP it states that they are required but does not list in what order it should be placed so we are assuming it should be placed last.

A. The Business Volume. See Section L.3.B.3.b.

31. Can the government please clarify what it means by this statement: "The offeror shall provide documentation outlining the offeror’s corporate experience performing work similar to the work called for in the solicitation in addition to relevant past performance with contracts" in

Section L.3.B.2.c?

A. That phrase is removed. See attached solicitation page 78.

32. What is the expected contract duration for Task Orders? How many or what percentage (%) will be 3-6 months; 6 months to one (1) year, one to three (1-3 years? The differing contract time periods can have varying impacts on costs (especially indirect rates), as well as employee retention.

A. The nature of an IDIQ contract does not provide sufficient information on duration or specific requirements. A task order could be for as little as a few days to as long as 5 years

(with options) depending on the work to be performed.

33. As part of the TOPR proposal submittal, are resumes required to be submitted with each TOPR?

A. TOPR instructions will provide what is required to be submitted for individual task orders.

34. Is the DOC Shared Services office approving each person delivered on a TOPR? If so, what is that time frame, and how is it accounted for in the 10 calendar day time frame?

A. The direct answer is no. Task order proposals will be evaluated per the information provided in the TOPR. When selected, the Contractor is required to provide the qualified talent as provided for in the TOPR. There is no “approval” of people, however, the

Contractor will be informed of any staff failing to perform and will be required to take corrective action to meet Government performance requirements.

35. What training is required by DOC, prior to badging and staff working onsite, in addition a

Department of Commerce Personal Identity Verification (PIV) Request form CD-591 and

Common Access Card (CAC) form 1172-2?

A. Depending on the organization service is being provided for will dictate the required training. At a minimum, any individual getting authorization to DOC networks must take the

DOC IT Security Awareness training.

36. Will additional labor categories and/or labor category levels be able to be added after award if required?

A. No.

37. Are formulas to be entered in each cell to show how rates were calculated or is the Offeror to input a labor rate number without formulas?

A. No. Just fill in the fully burdened labor rate per year for each LCAT.

38. Is the Offeror required to have a Facility Clearance? If so, what level of Facility Clearance is required?

A. No facility clearance is required. However, in the evaluation scheme, given all other factors are relatively equal, the Government would likely find greater value in an award to a firm with a facility clearance than one without.

39. Could the Government please clarify “Ordering Activity”? Does this reference the number of task orders responded to, status of those responded to, task orders won and status of staff placement?

A. The references the number of task orders won or awarded. The report provides an overview of pertinent information on those tasks and their status.

40. Could the Government please clarify “Strategic Sourcing” as stated in C.15.3. Does this relate specifically to work performed by Procurement Specialist labor categories? If yes and the

Contractor does not have any awarded task orders with Procurement Specialists is this requirement not applicable?

A. This bullet is not applicable and has been removed. See solicitation page 21 attached.

41. In reading Section G.5 it appears that there are Contract level escalation periods as submitted in

Attachment J.1 for each contract year and T&M task order escalation periods. For example, if a

T&M task order is awarded in the midpoint of Year 1, escalation of rates would not be applied until the midpoint of Year 2, a period of 12 months later. Can the Government please clarify that our understanding is correct?

A. This understanding is correct.

42. Is there an ability to add subcontractors after award?

A. The Government has no restrictions on adding after award. The Prime is solely responsible for successful performance and should manage accordingly.