W9114F23R0003 VHSS Solicitation Amendment 1.docx

W9114F23R0003

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

52.212-1 ADDENDUM

ADDENDUM TO FAR 52.212-1 (DEV)

A. PROPOSAL SUBMISSION

1. PROPOSAL SUBMISSION REQUIREMENTS

a. POINT OF CONTACT: The Government’s primary Point of Contact (POC) is Herbert Caj Keen, Contract Specialist, at herbert.e.keen.civ@health.mil. Questions and proposals shall be sent to this e-mail address with the following points of contact copied: Matthew R. Elden, Contracting Officer, at matthew.r.elden.civ@health.mil, The Offeror is responsible for ensuring receipt by the primary POC.

b. PROPOSAL DUE DATE: Proposals will be due at the date and time specified on SAM.gov. All proposals must be received in the required format(s) by the designated Government personnel prior to the submission date and time or risk not being considered for award.

c. SOLICITATION QUESTIONS: Questions concerning this Solicitation are due no later than the date and time specified in the Solicitation posted on WWW.SAM.GOV. Questions shall be submitted in writing to the points of contact listed above by this closing date and time. Questions received after this time will not be accepted or answered. The e-mail must have a subject title of “W9114F-23-R-0003: Solicitation Questions.” Telephone inquiries will NOT be accepted at any time. The Government will issue a solicitation amendment containing answers to the questions.

d. SUBMISSION: Each volume shall be submitted electronically via e-mail to the POCs listed above. Each volume shall be submitted in a separate e-mail; these e-mails shall be numbered (e.g., “1 of 4). Each e-mail shall not contain files that total more than 10 MB. Each attached file shall be clearly labeled with its Volume Number and Title.

Each paragraph shall be single spaced and shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Arial or New Times Roman fonts are required. Tables and illustrations may use a reduced font size no less than 8-point and may be produced in landscape mode.

If requested during discussions, proposal revisions shall be submitted electronically with tracked and/or highlighted changes. The Government will reevaluate only those changed portions.

e. The following volumes of material shall be submitted:

NOTE: Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government. The table of contents, glossary, and cover page, as well as any list of figures, tables and drawings, will be excluded from page count requirement.

f. PERIOD FOR ACCEPTANCE OF OFFERS: All proposals must be valid for 120 days after date of proposal.

2. PROPOSAL FILES

a. FORMAT: The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and RFP number in the header and/or footer. A Table of Contents should be included. Pages shall use the following parameters:

b. FILE PACKAGING: Files shall be in read-only format, using PDF files unless otherwise specified. All price breakdown information to aid in the price evaluation shall be submitted in Microsoft Office Excel Read/Write format and viewable in Microsoft Excel 2013. **Please note – Self extracting .exe files are not acceptable. The use of hyperlinks or embedded files in proposals is prohibited; these items will not be opened nor evaluated. Files shall not be password protected. Files shall not contain classified data.

c. CONFIDENTIAL INFORMATION: The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract qualifications and proposals submitted to federal agencies. If an Offeror’s submissions contain information that it believes should be withheld from such requestors under FOIA on the grounds that they contain “trade secrets and commercial or financial information that is privileged or confidential” [5 USC 552(b)(4)], the Offeror should mark its submissions in the following manner:

The following notice should be placed on the title page: “Some parts of this document, as identified on individual pages, are considered by the submitter to be trade secrets or commercial or financial information that is privileged or confidential not subject to mandatory disclosure under the Freedom of Information Act. Material considered trade secrets or privileged or confidential on such grounds is contained on page(s) _______.”

Each individual item considered a trade secret or privileged or confidential under FOIA should be marked with the following notice: “The data or information is considered a trade secret or commercial or financial information that is confidential or privileged and is not subject to mandatory disclosure under the Freedom of Information Act.”

d. CONTENT REQUIREMENT: To the greatest extent possible, each volume of the proposal shall be written on a standalone basis so that its content may be evaluated with a minimum of cross-referencing to other portions of the proposal. Information required for proposal evaluation which is not found in its designated volume or section may be assumed to have been omitted from the proposal. Each volume shall contain a cover page identifying the Solicitation number, Offeror name and mailing address, Point of Contact name, and contact information. A table of contents and glossary of abbreviations or acronyms should be included in each volume.

The proposal shall be in a clear, concise form, presenting complete, effective methods and approaches for satisfying the requirements. It shall be in sufficient detail to reflect a complete understanding of the work to be accomplished and permit a thorough analysis. Offerors are cautioned that “parroting” of the Technical requirements or the PWS with a statement of intent to perform does not reflect an understanding of the requirement or capability to perform. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. All of the requirements specified in the solicitation are mandatory. By submitting a proposal, the Offeror represents that its firm will be responsible for meeting the requirements specified in the solicitation.

Only the information provided in the specific factor’s volume (listed below) will be reviewed during source selection for that factor.

(i) VOLUME I – FACTOR 1 Technical. Do not address price in the Technical Volume. The volume shall be organized into the following sections:

Section 1 – Subfactor 1: Technical Approach

In this subfactor, the Offeror shall address the contract PWS and Deliverables (Attachment 1). The Offeror shall submit a technical approach that effectively demonstrates a clear understanding of the Scope of Work as described in section PWS, the methodology that will be utilized and how the proposed approach would accomplish the requirements of the PWS; and overall ability to perform VHSS execution, and oversight.

The Offeror shall clearly describe how its proposed mix of prime and subcontractor (if proposed) capabilities addresses the breadth of requirements in the PWS. The Offeror shall describe its qualification process for subcontractors.

The Offeror shall demonstrate a clear working knowledge of VHSS.

The Offeror shall describe how its proposed technical approach will yield success and manage or reduce risk (price, technical, and/or schedule) to the Government.

The Offeror shall submit a Quality Control Plan (QCP) that describes how it will meet and comply with the quality standards established in the PWS. At a minimum, the QCP must include a self-inspection plan, the internal staffing plan, and the outline of the procedures the Offeror proposes to use to maintain quality, timeliness, responsiveness, and customer satisfaction, and any other quality requirements set forth in the PWS.

Section 2 – Subfactor 2: Experience

NOTE: Experience is NOT past performance.

The Offeror shall describe relevant experience of itself and proposed subcontractors performing VHSS identical to, similar to, or related to the requirements of the PWS, as well as experience performing proposed processes and procedures.

The Government has identified the following positions to be filled by Key Personnel.

Contract Key Personnel:

Position/Title: Contractor/CSP VHSS Manager Position Title: Health Care Service Coordinator Lead Position Title: Virtual Health Advisor Lead Position Title: Information Technology Specialist Lead

For all Key Personnel positions, provide an attachment naming the individuals proposed to fill the positions along with a description of the portion of the solicitation’s PWS that each individual is being proposed to perform.

A resume is required for all individuals proposed to fill Key Personnel positions. Do not submit resumes for all labor proposed, only for those Key Personnel identified above. A signed a letter of intent is required for those individuals proposed as Key Personnel who are not current employees of the prime contractor responding to this requirement. This includes letters of intent for Key Personnel proposed by subcontractors, teaming partners and consultants. A letter of intent is not required for individuals proposed as Key Personnel who are current employees of the prime contractor. Key Personnel resumes and letters of intent will not count toward the maximum pages for this volume.

The resumes must provide thorough and detailed documentation of the experience, abilities, and background for proposed Key Personnel or equivalent statements of qualifications. Such documentation shall include but not be limited to: name, curriculum vitae, type and description of experience.

Section 3 – Subfactor 3: Management Approach

The Offeror’s Management Approach shall be incorporated into the resulting contract.

The Offeror shall describe its management approach and how it relates management activities to all contract requirements. The Offeror shall describe its capability to manage in a manner that will ensure the successful operation of VHSS tasks associated with the PWS requirements, as well as the methodology and flexibility that will be used to manage requirements within price and on schedule.

The management approach shall address recruitment and retention of qualified individuals who are able to meet security requirements and obtain security clearances, as applicable, described in the PWS continuously throughout the term of the contract. The Offeror’s management approach shall describe an effective approach for planning, management, organization. The Offeror’s management approach shall adequately demonstrate knowledge of the DOCPER process, how the Offeror will execute transition-in, demonstrates the ability to be fully operational by the start date of the contract, and sufficiently depicts the procedures used to establish/retain a workforce to fulfill the requirements of the contract over the entire period of performance.

The Offeror’s management approach shall adequately depict processes for initial verification of education and experience and sufficiently describes the Offeror policy/process to ensure all applicable training is maintained.

The Offeror shall provide a transition-in plan, which shall be incorporated into the resulting contract, describing how it will maintain continuity of services upon the first day of full performance. The Offeror’s transition-in plan shall describe the following minimum tasks:

a) Obtaining Common Access Card (CAC) and local installation and/or MTF security identification badges,

b) Scheduling and completing Government required training;

c) Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes;

d) Coordination with Government representatives;

e) Review, evaluation, and transition of support services;

f) Transfer of hardware warranties and software licenses, if applicable;

g) Transfer of all necessary business and/or technical documentation;

h) Distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.;

i) Transfer of Government Furnished Property (GFP), and equipment inventory management assistance;

j) Transfer of accountability for Government keys and security codes.

The Offeror shall submit its proposed Program Management Plan (PMP). The PMP shall indicative of the control policies and procedures IAW standard industry practices for project administration, execution, and tracking in an OCONUS setting. The PMP shall indicate the following:

a) Identification of where Government information/activity is required and timeline dependencies for subsequent Contractor activities;

b) A description of the Offeror’s overall management approaches, policies, and procedures including suggested project metrics, as well as the use of on-site Contractor personnel leads;

c) A detailed staffing plan, which describes the Offeror’s approach to ensuring continuity of services, coordination, direction, management of all Sub-Contractors (if proposed), and recruitment and retention of contract personnel;

d) A property management plan, which describes the Offeror’s methods, practices, and procedures for accounting for property; and

e) The capabilities and processes to facilitate PMP in the following areas:

-Planning and developing schedules -Resource management including resource estimates, activities, cost estimation, and determining budgets -Planning quality management, performing quality assurance, and control quality -Conduct of change controls and deviations -Acquisition of a project team, and training and manage plans -Planning and implementation of the communications plan -Reporting plan -Meeting plan -Planning risk management, risk identification and risk response plan -Planning procurement management, and the conduct and control of procurement -Stakeholder engagement and management.

-Use of relevant software.

(ii) VOLUME II – Past Performance. This volume shall contain past performance information regarding similar contracts. This volume shall not exceed 25 pages plus five pages for each subcontractor, excluding Past Performance Questionnaire Forms. Letters of commitment and written consent from subcontractors are not included in the page limitation. The minimum number of references for the prime offeror is three (3). The minimum number of references for each subcontractor is three (3). Offerors shall submit all Government and/or commercial contracts for the prime offeror and each subcontractor in performance or awarded during the past three (3) years, from the issue date of this RFP, which are relevant to the efforts required by this solicitation. Relevant efforts are defined as services/efforts that are the same as or similar to the effort required by the RFP. Data concerning the offeror shall be provided first, followed by each proposed subcontractor, in alphabetical order. The Offeror shall also submit the written consent of its subcontractors to allow the disclosure of its subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all subcontractors for their past performance to be considered. This volume shall be organized into the following sections:

(1) Section 1 – Contract Descriptions. This section shall include the following information in the following format.

(a) Contractor/Subcontractor place of performance, CAGE Code and Unique Entity ID. If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone number).

(b) Government contracting activity, and current address, Procuring Contracting Officer’s name, e-mail address, and telephone number.

(c) Government’s technical representative/Contracting Officer’s Representative and current email address, and telephone number.

(d) Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Task/Delivery Order Numbers.

(e) Contract Type (specific type such as Firm-Fixed-Price (FFP), Cost Reimbursement (CR), Time & Material (T&M), etc.). In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FFP, CR, T&M, etc.).

(f) Awarded price/cost.

(g) Final or projected final price/cost.

(h) Original delivery schedule, including dates of start and completion of work.

(i) Final or projected final, delivery schedule, including dates of start and completion of work.

(2) Section 2 – Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1, Contract Description, describing the objectives achieved and detailing how the effort is relevant to the requirement of this RFP.

(a) For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide copy of any Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

(3) Section 3 – Subcontracts. Offerors shall provide an outline of how the effort required by the RFP will be assigned for performance within the offeror’s corporate entity and among the proposed subcontractors. The information provided for the prime offeror and each proposed major subcontractor must include the entire company name, company address, CAGE Code, Unique Entity ID and type of work to be performed by citing the applicable Government PWS subparagraph number. This includes all subcontractors who will be providing critical services or whose subcontract is for more than 20% of the total proposed price. This section will further include written consent of major subcontractors to allow the disclosure of their subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors.

(4) Section 4 – New Corporate Entities. New corporate entities may submit data on prior contracts involving its offices and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. Letters of Commitment shall be included in the proposal for these employees in order to be considered.

(5) Past Performance Questionnaire (Attachment 4). For all contracts identified in Section 1, Contract Descriptions, a Past Performance Questionnaire must be completed and submitted. The offeror shall complete Part I of the Past Performance Questionnaire and e-mail the questionnaire, Part 2, to the appropriate contracting activity representative or technical representative responsible for the past/current contract. The POC shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contracting Office no later than the proposal due date, to herbert.e.keen.civ@health.mil. The offeror shall e-mail to the Contracting Office a list of all the POCs who were sent a questionnaire. The Government must receive this list no later than the proposal due date. The POC List shall be submitted using a table in Word format to include the following fields: Solicitation Number; Company Name; Contract Number; Government Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E-mail Address; and Date E-Mail to POC.

(6) Submissions. Offerors are discouraged from providing points of contact with another contractors’ facility, i.e., in case an offeror (or one of his/her team members) is in a subcontract with another contractor who has submitted a proposal on the same requirement. Offerors shall provide and submit the prime contract number and all Governmental agency POCs in lieu of subcontract numbers or prime contract POCs in situations as described above.

(iii) VOLUME III – Administrative. This volume shall contain the following:

(a) Name and contact information of the Offeror’s point of contact who is authorized to hold discussions/negotiations with the Government and has the full authority to bind the Offeror to a contract. Information required includes: First name, last name, title, e-mail address, phone number, and level of authority.

(b) Signed Proposal

(1) Signed Proposal

(2) An authorized official of the firm shall sign the proposal and all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission.

(3) All Solicitation items requiring Offeror fill-ins must be completed. This includes all Representations and Certifications that are not current and complete in the Offeror’s System for Award Management (SAM) record.

(c) Evidence of all Subcontractor Agreements and Teaming Arrangements. Evidence of all subcontractor agreements and teaming arrangements shall be provided in this section.

(d) Organizational Conflict of Interest (OCI) Certification (and Mitigation Plan if applicable)

The Offeror shall complete the attached OCI Certification and provide an OCI Avoidance or Mitigation plan if necessary for itself and all subcontractors. Prime offerors and major subcontractors are required to provide the completed OCI Certification as well as the comparative analysis required in the Attachment 2. Subcontractors that are not major subcontractors are only required to provide the completed attachment. An OCI Avoidance or Mitigation Plan must be provided for any prime or subcontractor that identifies a real or potential OCI.

(iv) VOLUME IV – Price.

(1) Electronic Copy. Files contained in this volume may not be password protected. Electronic links are only permissible within the Price Volume. If files contain links, the links must be intact and maintained through all revisions. The Offeror shall not include pivot tables in Excel spreadsheets. The Offeror shall provide a completed Pricing Sheet (Attachment 3) as part of Volume IV. Offerors shall not lock the Pricing Sheet. All calculations and formulas must be visible. Failure to comply with price spreadsheet attachment format and formulas may result in Offeror not being considering for award.

(2) Compliance. Failure to comply with the RFP requirements for Price information may result in an adverse assessment of an offeror’s proposal and reduce or eliminate its chance of being selected for award. Offerors shall ensure that the information presented in this volume is consistent and correlates with the information contained in the other proposal volumes. Also, the Offeror shall ensure that the information submitted in this volume is consistent with and fully supports the rest of the proposal.

(3) General Instructions. In accordance with FAR 15.402 and 15.403-1, certified cost or pricing data are not required. Information other than certified cost or pricing data may be provided in contractor format providing that sufficient information is made available. Information submitted shall be prepared following the instruction in FAR 15.403-5. If after receipt of proposals the KO determines that there is insufficient information available to determine price reasonableness, the Offeror may be required to submit other than certified cost or pricing data. There are no page limitations for this volume. Proposal information included in this volume which is not directly related to price will be disregarded.

(4) Labor Rates. The Offeror must specify fixed hourly rates in its offer that include wages, overhead, general and administrative expenses, and profit. The proposed rates will be evaluated for fairness and reasonableness during proposal evaluation. Offerors shall provide the underlying basis / rationale used in the development of labor rates in their accompanying narrative.

The Offeror shall propose fully burdened FFP for each labor category listed in Attachment 3 and Enclosure 1. The fully burdened rate shall cover any labor hour utilized by that labor category by the prime or any subcontractor(s).

The contract will have a twelve (12) month base period, plus four (4) twelve (12) month optional periods. For a total of five (5) years. The Offeror shall provide the escalation rate utilized.

Offerors are responsible for determining which of their proposed labor categories are covered by the Service Contract Labor Standards (SCLS) and they shall specify if any SCLS covered labor categories in their price proposal along with providing the applicable wage determination schedule and revision number. If the successful offeror determines that their proposed labor categories are covered by the SCLS, the appropriate clauses will be added at award.

(End of addendum)

(End of Summary of Changes) image1.wmf