Amendment_0004_W9124J19R0003_Atch_B_Questions_Responses_10.01.2019.pdf

Page Section Paragraph Comment/Rationale Responses

1 76 5.2.2 C After speaking with several financial institutions the amount of 9M Line of Credit can not be established for a SMALL BUSINESS CONCERN and therefore the amount is limited to 1- 2million. We have hotels chains that will provide 9M in line of credit to ensure we are capable of completing this contract and provide that along with the line of credit. In the past requirements 9 million was not required so I am concerned it is required now. Can you please elaborate on this. Through past experience and letters of credit we can show our capability in financing this contract and the employees required.

Financial Capability was an evaluation criteria on the previous requirement. The Z-Score and other financial documents were used. This requirement has increased from the previous requirement which has also increased the risk associated with contractor's ability to have the available resources needed prior to reimbursement from the Government. Therefore to mitigate this risk the Government has established a financial criteria. The $9M line of credit was established based on the average cost a contractor may have to incur prior to receiving reimbursement by the Government.

2 If a person is a CMP is a CGMP required for this opportunity? Can experience be substituted for the certification requirement. Also, how shortly after award do you have to be certified?

Either a CMP or CGMP will qualify for this requirement. PWS Paragraph 1.6.7.2.Key Personnel Table 1 was revised to reflect this change as well as the Key Personnel table within Section L & M of the solcitation. Experience alone may not be substituted for this requirement.

Per Section M paragraph C.2(a)iii Include resumes of employees who meet the requirements outlined in Table 1 in reference to PWS Paragraph 1.6.7.2. The certifications are outlined in Table 1 and therefore are required with proposal.

3 17 1.6.17.5 & 1.6.17.6

4 & 5 1.6.17.5 Army Training Certification Tracking System (ATCTS) registration for Contractor employees who require access to Government information systems states, "All Contractor employees with access to a Government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter."

1.6.17.6 For information assurance (IA)/information technology (IT) training states, "All Contractor employees and associated sub-Contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions."

What, if any, personnel/functions besides the Special Event Manager and invoicing will require access to government IT systems?

All event planners, accountants, and their managers will use a government owned IT system to update and track events. It is an online collaboration portal. PWS Paragraph 1.6.17.5 &

1.6.17.6 was revised to include this language.

4 18 1.6.17.11 8 1.6.17.11 Network Security states, “The Contractor shall communicate and provide information to assist the Government Information Assurance Program Manager (IAPM) representative in obtaining network accreditation as determined by DoDI 8500.1, AR 25-1 and AR 25-2. The Government requires the ability to validate the network security of the Strong Bonds Web Portal by availability of log files and other security measures as determined by the IAPM.”

What Contractor personnel, if any, will receive access to the Strong Bonds Web Portal?

See Governement Response to 3

Solicitation Questions

5 24 3.2 2 3.2 Facilities states, “The Government will provide facility access to Contractor personnel as required for contract performance. Contractor employees requiring access to Government computer networks are required to acquire and maintain a Common Access Card (CAC). The COR will be the Trusted Agent for validating CAC issuance using the Contractor Verification System.”

What contractor employees/functions will require access to government IT systems and/or networks and as a result require CAC cards?

Only the special events manager will require CAC access for IT systems. However, Mangers and planners providing on-site support may require CAC cards for building/facility access purposes.

6 27 5.1.1.3.1 & 5.1.1.3.2

6 Will the Government share a list of existing approved/compliant childcare providers with the awarded offeror?

No the Government does not have a list of approved/compliant childcare providers.

Compliance is managed by the contractor.

7 16 1.6.17.1 2 1.6.17.1 AT Level I Training. All Contractor employees, to include subContractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit certificates of completion for each affected Contractor employee and subContractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subContractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

Will any offeror personnel other than the SME require this training? If so, which functions/positions will require the training?

Any personnel providing on-site event support or attending administrative meetings at a government facility will need this training. PWS Paragraph 1.6.17.1 AT Level I Training was revised to include this language.

8 5 B 1 Is Item 0006 "Active Army Events" the same as "ODC Strong Bonds Events" on the Price Build Up spreadsheet?

Yes, the item description for 0006 on Attachment A Price Build has been updated to match schedule B on the solicitation.

9 5-7 B Items 0006 through 0010: The Government Plug estimate totals in Section B do not match the corresponding totals in the Price Build Up spreadsheet. Which totals should be considered correct?

The Government Plug estimates in Section B are the estimated max cost for that CLIN item for the 5 year ordering period, those CLINS shall be left blank on schedule B.The totals on the Price Build up sheet are based on different event tiers and are for evaluation purposes only.

Per the instructions in the solicitation, Section L-Instructions to Offeror section C.3 Proposal Content (a) Volume I Tab C, "TAB C, Section B (Supplies or Services and Prices/Costs) – CLINS 0001, 0002, 0003, 0004, 0011 and 0012 on Section B shall be submitted fully completed and error free. It shall contain the offeror’s total prices for all five years for the established Contract Line Items Numbers (CLINS). The total cost for all five years for Labor CLINs 0002, and 0004 shall be entered as the total cost at the 4000 event level. The cost reimbursable CLINS shall be left blank."

10 1 Price Build Up Spreadsheet

Item 2 Item 2 for Year 5 has a total of 12 months. Should Phase Out be a separate line item, or has it been included in Item 2?

Year 5 was corrected on Attch A Price Build Up Sheet to match the Total Evaluated Price Tab.

Phase-Out will not be included in labor CLINs. Full Performance is expected from the incumbent contractor during phase out and therefore the labor CLINs will have the price for the 12 month full performance in year 5. Within those last two months of the 12 month period of performance, the contractor will also perform phase out task outlined in the Performance work statement. The Phase-out CLINS should reflect only the anticipated cost above full performance to execute the phase-out task.

11 24 3.3 5 3.3 Equipment states, “The Government will provide all office equipment necessary for the Special Events Planner reference paragraph 1.6.7.2.2 to fulfill their duties outlined in this contract.”

Does “All Office Equipment” referenced in paragraph 1.6.7.2.2 include laptop computers, printers, office phones, and mobile phones as needed for staff members supporting the contract while on travel or working at the Contractor site?

The government will provide equipment including laptop computer, monitors, computer accessories, network access, printer access, and office phone for the Special Events Manager.

The contractor is authorized to travel or telework with the laptop.The government will provide necessary software as well. PWS paragraph 3.3 was revised to include this language.

12 18 1.6.17.11 18 1.6.17.11 Network Security states, "The Contractor shall communicate and provide information to assist the Government Information Assurance Program Manager (IAPM) representative in obtaining network accreditation as determined by DoDI 8500.1, AR 25-1 and AR 25-2. The Government requires the ability to validate the network security of the Strong Bonds Web Portal by availability of log files and other security measures as determined by the IAPM."

The contractor has not been asked to provide an IT System in support of this contract. What information is required from the contractor to assist the IAPM in obtaining network accreditation?

What, if any, are the IT security elements of the Strong Bonds Web Portal for which the contractor will be responsible?

The Contractor will be responsible for assisting the IAPM by providing information upon request about how the portal is used by Contractor employees. The Contractor will not be responsible for security elements of the Strong Bonds Web Portal. PWS paragraph 1.6.17.11 was revised to include this language.

13 24 3.2 2 3.2 Facilities states, "The Government will provide facility access to Contractor personnel as required for contract performance. Contractor employees requiring access to Government computer networks are required to acquire and maintain a Common Access Card (CAC). The COR will be the Trusted Agent for validating CAC issuance using the Contractor Verification System."

Will off-site contractor employees have remote access capabilities to the required Government computer networks?

The Contractor will be given a user name and password to access the Government computer network (Strong Bonds Portal) as necessary. PWS 3.2 was revised to include this language.

The only known position that currently requires CAC access is the Special Events Manager.

14 24 3.3 5 3.3 Equipment states, "The Government will provide all office equipment necessary for the Special Events Planner reference paragraph 1.6.7.2.2 to fulfill their duties outlined in this contract."

Does “All Office Equipment” include laptop computers, printers, office phones, and mobile phones as needed at the government facility?

See Government response to 11

15 4 L.C.2.a 4 Amendment 0001, L.C.2.a directs offerors to submit proposals by email. Each email will include 6 attachments (Vols I-6). Some email servers limit the total attachment size that can be affixed to a single email (e.g., 20MB) and emails with attachments that exceed this size may be rejected. Is there a limit on total attachment size that can be received by the email addresses provided for submission?

The email capacity of the Government server is 10MB per attachment. Larger files can be sent through the DoD SAFE (Secure Access File Exchange) for files up to 8.0 GB that can't be sent through email: https://safe.apps.mil/. Section L part C.2.(a) was updated to include this lanaguage.

16 6 L.C.2.g, L.C.2.i, & L.C.3

3 Amendment 0001, L.C.2.g indicates section dividers as exempt from page limitations and Section L.C.2.i indicates that section dividers should be used to identify sections. In addition, Section L.C.3 also includes references to tabs. As this is an electronic submission, does the government desire sections to be separated/identified for ease of locating parts and sections of the proposal in addition to the table of contents?

Yes, The Government desires sections to be seperated/identified for eash of locating parts and sections.

17 10 L.C.3.b.2.b.ii 5 Amendment 001, L.C.3.b.2.b.ii requires that offerors provide a narrative describing the process by which they will obtain childcare for events as outlined in PWS Section 5.1.1.3. Section H-2,

2) states that "The Contractor shall make request for childcare from Child, Youth, and School Age Services (CYSS) or accredited commercial sources." What is the process for requesting services from CYSS and is this the preferred primary source for childcare services? What type of accreditation is required for commercial sources?

Request for CYSS services vary per location it is the contractor's responsibltly to submit reqeust per local policies. CYSS is an option for childcare, but not given preference over other compliant options. Per PWS PRS Standard for 5.1.1.3, Only childcare workers with the appropriate completed background checks as required by Army Directive 2014-23 and/or other current Army regulatory guidance will be utilized to support Army childcare requirements.

18 11 L.C.3.b.2.c 1 Amendment 001, L.C.3.b.2.c states that the offeror shall "use the notional event list provided in Attachment G Technical Exhibit Notional Events List" to prepare the sample Monthly Execution Report and Quarterly Close-Out Report format. Does this refer to the Atch F Notional Event List or Atch G Historical Data? How does the government intend for the attachment to be used in creation of the report format?

The paragraph refers to Atch F Notional Event List. "Attachment G" is a typo, this was corrected on L.C.3.b.2.c. Section M.C.2.(c) Subfactor 3 was updated to include, "No significant data analysis is required. The sample reports will be reviewed for completeness and readability in accordance with the instructions."

19 11 L.C.3.c 2 Amendment 0001, L.C.3.c states, " Offerors shall submit a single line of credit from one financial institution. Line of credit must be on financial institute's letterhead and show a minimum of $9M in line of credit." Can the government please clarify that the requirement is to provide a letter from the financial institution verifying that a fully executed line of credit is in place?

Section L.C.3(c) Volume III Financial Capability was updated to state, "The line of credit can be a pre-approval line of credit. The Government does not expect the contractor to execute the line of credit if the contractor has other assets that can be used. The Government only needs to verify that the $9M line of credit can be obtained if needed."

20 11 L.C.3.c.2 & M.C.4.f

6 Amendment 0001, L.C.3 states, "Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government."

A subsequent sentence in the same paragraph reads, "In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a)(2)(iv)). Therefore, the offeror shall be determined to have unknown (or "neutral") past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered 'acceptable'." The same statement appears in M.C.4.f. These statements suggest that there is no advantage in providing past performance that could be assessed as not adequately recent or relevant, and therefore evaluated as unacceptable, since offerors can theoretically submit no past performance and receive the same acceptable rating as those providing positive past performance. Will offerors providing no past performance receive the same acceptable rating as offerors with positive past performance and therefore be subject to cost/price evaluation assuming they are found otherwise acceptable?

Per FAR 15.305(a)(2)(iv)-In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable”. Per Factor 3 Past Performance- Offeror’s are cautioned that in conducting the performance risk assessment, the Government may use data provided in the offeror’s proposal and data obtained from other sources, such as the Contractor Performance Assessment System (CPARS), Electronic Subcontracting Reporting System (eSRS) or similar systems. Assuming the offeror is found technically acceptable, cost/price evaluation with done.

21 11/13 1.6.3.1 & 1.6.7.2.2

7/3 1.6.3.1 states, "The Special Events Manager, as identified in paragraph 1.6.7.2.2, will perform contract services at Arlington/Pentagon/Fort Belvoir, VA on weeks not travelling. It is estimated Special Events Planner will travel approximately 20 weeks per year for site visits or on-site support for special events. On the weeks not travelling, Special Events Planner is required to be in the Arlington/Pentagon/Ft. Belvoir office 3 days per week (Tues-Thurs) for event related meetings, collaborative event planning, and briefings/event updates. Office space will be provided. Other work related to the Special Events Planner can be performed at a location of the Contractor's choice."

1.6.7.2.2 states, "The Contractor shall provide a Special Events Manager who will be primarily responsible for planning special events hosted by the Office of the Chief of Chaplains or other high-visibility events. The Special Events Planner will travel approximately 20 weeks per year for site visits or on-site support for special events. Primary responsibilities are attending/hosting meetings with event stakeholders, developing and proposing concepts for accomplishing event objectives, and overseeing the provision of Specialized LSPs."

These requirements refer to both a Special Events Manager and a Special Events Planner.

Can the government please confirm whether these refer to two different positions are used interchangeably to describe a single position?

This is a single position. The position "Special Events Manager" is the correct term and has been corrected within the PWS paragraph 1.6.3.1

22 Attachme nt A

The offeror is requested to provide pricing for several tiers within each FFP CLIN based on annual event volume. Can the government please clarify how offerors will know which pricing tier should be used for each FFP CLIN (i.e., how will the contractor know the actual number of events for the year in order to invoice correct FFP rates across the entire year)? Will the same tier (based on total annual events) be applied for all CLINs?

Per Section L-Instructions to Offoerors C.3 Proposal Content (a) Volume I Tab C. "TAB C, Section B (Supplies or Services and Prices/Costs) – CLINS 0001, 0002, 0003, 0004, 0011 and 0012 on Section B shall be submitted fully completed and error free. It shall contain the offeror’s total prices for all five years for the established Contract Line Items Numbers (CLINS).

The total cost for all five years for Labor CLINs 0002, and 0004 shall be entered as the total cost at the 4000 event level. This section was revised to include the following language:

The Actual number of events will be established on the Annual Task Order that will be issued and will have the established FFP rates for that tier.The offeror shall provide pricing for all the tiers in all years on Attachment A Price Build Up.

23 68; 80;

L; M; M B1; A1; C5 subset d

Is this solicitation Lowest Price Technically Acceptable or Best Value? The Best Value Continuum includes both a Tradeoff Process and a Lowest Price Technically Acceptable (LPTA) Source Section Process. Best Value on this requirement will be determined utilizing the LPTA Source Selection Process.

24 82 M C2 subset a-iv How many total attendees are expected to be served based on 1500 events? This varies widely. For general calculations, an average of 40-60 total attendees per event is within range. PWS 1.4 Scope was revised to include this language.

25 17 1.6.17.7 1 With regard to the specified IA/IT certification, which contractor employees are anticipated to be supporting IA/IT functions under the contract?

This certification is required for all contractor personnel who will access a government owned computer system to include event planners, accountants, administrative staff, and their managers. PWS 1.6.17.7 was revised to include this language.

26 18 1.6.17.11 1 Who creates and maintains the Strong Bonds Web Portal? The government maintains the Strong Bonds Web Portal through a separate contract. This portal does not require CAC access.

27 18 1.6.17.11 1 Is it anticipated the successful bidder will have responsibility for the Strong Bonds Web Portal? No. The Contractor will be a user of the portal.

28 14 1.6.13 1 Is the Army currently paying a tax exempt per diem rate, or a tax inclusive per diem rate for guest rooms?

The lodging per diem rate is pre tax and fees. The government currently reimburses for per diem and additional taxes and fees incurred.

29 14 1.6.13 1 Is the Army currently paying a tax exempt per diem rate, or a tax inclusive per diem rate for food and beverage?

The food per diem rate is pre tax and fees. The government currently reimburses for per diem and additional taxes and fees incurred.

30 14 1.6.13 1 Is the Army currently paying a tax exempt rate or a tax inclusive rate for meeting room charges?

Meeting space is not subject to per diem rates. The government will reimburse for additional taxes and fees incurred above the negotiated meeting space cost.

31 28 5.1.1.5 1 Regarding curriculum, what is the size of the package to be reproduced? How many packages are produced for each family attending the workshop (ie: one for each participant, or one for each family)? Is the currently approved curriculum anticipated to change in the next 5 years.

Curriculum does not have to be reproduced. It must be ordered from commercial vendors. The approved curriculum offerings are not expected to change at this time. PWS 5.1.1.5 was revised to include this language.

32 29-30 5.1.2.2 1 How many events have typically/historically required a guest speaker? The Government anticipates, but is not limited to 15-20 occurrences of guest speakers authorized per year. PWS paragraph 5.1.2.2 was revised to add this language.

33 28 5.1.1.4 1 How many events have required transportation historically and how many events have historically authorized POV as a mode of transportation? What triggers the authorization of Personnel Owned Vehicles (POV)

POVs are always authorized. Often, events for single soldiers will have transportation contracted. This is roughly 25% of events. No reimbursement is authorized for POVs other than parking fees at the venue.

34 33 5.2.3 1 Receipt for services is sent to the event leader for review and the Event leader Singed the ROS, what is the criteria used by the Event Leader in Signing the ROS? This must happen within 14 days of the event and the COR will not accept the invoice without the Event Leader Signature, is that correct?

The Event Leader verifies that the services received on-site at the event are accurately captured on the ROS. The 14 day deadline applies is the Contractor's deadline to deliver the ROS to the Event Leader. The COR will not accept an invoice without a signed ROS. In extenuating circumstances, an individual other than the Event Leader may sign the ROS (i.e.

deployment, sickness, refusal to sign, etc.).

35 85 (d) 1 In looking at Total Evaluated Price and ODC's we did not see any CLIN structure for event indemnification or liability insurance. Is the government or the vendor responsible for this coverage? Is this an acceptable ODC or do we include coverage in the event planning cost?

There is usually no separate CLIN for Liability Insurance. Contractors who carry Liability, which is required by the Government, include it as an indirect cost under their G&A or OH expense pools.

36 In looking at risk assessment, what is the government's expectation in the event of "Force Majure" or "Acts of God" ie:Fire, Flood, Natural Disaster, should the contracted vendor not be able to execute their agreement?

The contractor will not suffer any penalty due to Force Majure that is unavoidable with a reasonable response time. This includes being reimbursed for cancellation fees, or maintaining incentive eligibility. PWS paragraph 5.1 was revised to add this language.

37 12

H.3

1.6.4

L Subsection B, Paragraph 1

The current LPTA focus on price provides no incentive for the contractor to provide the best possible value to the Soldier and Family. LPTA is in contradiction to the Army's Family Readiness initiative. LPTA implies minimum performance expectations which also is a contradiction to the requirements set forth in Section 1.6.4 and the Technical Exhibit 1 Performance Requirements. The Government has imposed stringent performance metrics on the contractor in a LPTA environment which is a risk to the Strong Bonds Program as it does not ensure best value to the Soldier and Family. In other words, conducting this procurement as LPTA encourages the Strong Bonds program to settle for "good enough", which is not in the best interest of the Soldier and Family, as well as the Strong Bonds Program. Will the Government consider removing the LPTA source for award and replacing it with Best Value?

No. The Government considers the requirement of Event Planners as non complex. Market Research shows a number of vendors that can provide such services. The evaluation criteria sets the standards that must be met. Past Experience with contracts of similar scope and scale are considered. FAR 15.101 states The Best Value Continuum includes both a Tradeoff Process and a Lowest Price Technically Acceptable (LPTA) Source Section Process. Best Value on this requirement will be determined utilizing the LPTA Source Selection Process.

38 A General Provisions, No.

The Government states " This contract will be solely awarded and administered by the Mission and Installation Contracting Command - Fort Sam Houston." This statement implies that the U.S. Army Chief of Chaplains Office, who will be providing support to the Soldier and Family under the Strong Bonds Program, are not part of the Source Selection Board for this program.

Will there be a representative from the Office of Chaplains on the Source Selection Board -since they will be conducting the events under the Strong Bonds Program for the Soldiers and Family?

This statement refers to the administrative process of awarding and administering the contract which is a Contracting function. It does not refer to the Source Selection Board. The U.S. Army Chief of Chaplains Office will provide the technical representatives that will evaluate the technical part of the proposal. They are an integral part of the Source Selection Process.

39 52 5152.233-

The Government states "If you have any complaints about this procurement, it is preferable that you first attempt to resolve those concerns with the responsible contracting officer." Based on this clause will the government take a face to face meeting with contractor(s) prior to the submission of our proposals if we in fact have a complaint about this procurement?

Any complaints per AMC Clause 5152.233.4000 shall be submitted in writing to the Contracting Officer as soon as identified. The Government will not take face to face meetings with any contractors prior to submission of a proposal.

40 15 1.6.16.1 The Government states "…The Contractor shall have Key Personnel (1.6.7.2) will be on staff on the 1st day of phase-in. The Contractors shall have 50% staffing level on the 1st day of phase-in, 75% staffing by the 30th day of phase-in, and ful staffing by the end of phase-in."

This is an unrealistic requirement - as the incumbent contractor is the only source able to have 50% of the staffing level on the 1st day of phase-in, in addition, the incumbent contractor does not have to obtain their CAC, local access biases, and complete any specific Government training on 1st day of phase-in. A non-incumbent contractor would have to complete all this prior to phase-in - prior to an award. This requirement unfairly gives the incumbent contractor a competitive advantage. Will the Government remove this requirement and state that all staff must be available day one (1) of contract start?

No the requirement will not be removed. To take full advantage of the phase-in period, the staffing levels outlined are the minimum requirements to begin transitioning work from the incumbent to a new contractor. Per Question 56, the Government intends to award contract 30 days prior to start of Phase In. As this is a new Contract Award, all contractors would need to obtain CAC cards to include the incumbent. The only training requirements are for IA, which per the PWS does not have to be submitted until 30 days after award. This training is online and takes 2-4 hours.

41 76 ( c ) Volume III - Financial Capability

Volume III requires the offeros to demonstrate that they have a minimum $9M line of credit, which implies the Government expects the contractor to use a line of credit in the performance of this work. A line of credit, by definition, is a fee bearing instrument. Per FAR 31.205.20, interest and other financial costs are unallowable and, therefor, can only be recouped through fee. Disallowing fee seems to be inconsistent with the requirement in Volume III. Can the government provide an explanation as to why a government-sanctioned fee of some percentage is not included or permitted in the pre-populated number for the ODC?

See Governmnet response to 42. The Government does not require the contractor to utilize the line of credit if other assets are available. The Government only requires that the Contractor demonstrate that they are able to obtain pre-approval of a $9M line of credit.

42 54 Section I - Contract Clauses

Request that FAR 52.216-11 be deleted because it is not applicable to this type of contract.

This clause should only be included "in solicitations and contracts when a cost-sharing contract is contemplated" under FAR 16.307(f)(1). And to be consistent with FAR 15.404-4(a)(3), the Government should allow for profit on ODCs: Both the Government and contractors should be concerned with profit as a motivator of efficient and effective contract performance.

Negotiations aimed merely at reducing prices by reducing profit, without proper recognition of the function of profit, are not in the Government's interest. Negotiation of extremely low profits, use of historical averages, or automatic application of predetermined percentages to total estimated costs do not provide proper motivation for optimum contract performance.

FAR 16.307(e)(1)The contracting officer shall insert the clause at 52.216-11, Cost Contract -- No Fee, in solicitations and contracts when a cost-reimbursement contract is contemplated that provides no fee and is NOT a cost-sharing contract. This clause is required when there are cost reimbursable CLINS/no fee on a contract. Profit (fee) is allowed on the labor CLINS and should consider the managerial and technical effort involved in obtaining the Other Direct Cost.

The Other Direct Cost are considered a pass through cost as the labor is performed by the 3rd party vendor. Any fee associated with those CLINS would be considered an excessive pass-through charge. “Excessive pass-through charge,” with respect to a Contractor or subcontractor that adds no or negligible value to a contract or subcontract, means a charge to the Government by the Contractor or subcontractor that is for indirect costs or profit/fee on work performed by a subcontractor (other than charges for the costs of managing subcontracts and any applicable indirect costs and associated profit/fee based on such costs). Per the contractor's accounting practices, a G&A Indirect rate or material handling rate can be applied to the ODCs. The profit associated to managing subcontracts should be reflected in the Labor CLINS and therefore will not be captured again in the ODC CLINS.

43 82 M, 2. Factor 1 - Technical Factor, (a) Subfactor 1:

Staffing/Manag ement Approach iv The Government states "(iv) Demonstrate two years of firm (or firms for teaming solutions): (1) planning meetings/events for the Department of the Army or other entities with 400,000 or more employees." This minimum severely limits the competitive field, disallowing companies who have demonstrated strong global support on programs, successfully delivering thousands of events. Will the government consider removing this requirement? Will the government consider altering to require instead, a minimum number of events?

The Government has revised this evaluation criteria Subfactor 1, iv. Language was revised in both Addendum 215-1 Instructions to Offeror and Section M. The Performance Work Statement was also revised to claify "worldwide" as both CONUS and OCONUS events.

44 82 M, 2. Factor 1 - Technical Factor, (a) Subfactor 1:

Staffing/Manag ement Approach iv Must all submitted past performances require support to entities with 400,000 employees? Per Section M Factor 3 Past Performance (c)Relevancy Assessment. To be relevant, the effort must be similar in nature of work, size, and complexity. The Government will conduct an in-depth evaluation of all recent performance information obtained to determine if it is the same or similar in nature of work, size, and complexity to the services/products being procured under this solicitation. See revised Language per question 43.

45 82 M, 2. Factor 1 - Technical Factor, (a) Subfactor 1:

Staffing/Manag ement Approach iv Will the Government provide historical numbers of participants for each of the Strong Bonds events, and their respective durations, over the past five years or more employees?

No. These historical numbers will present an unrealistic expectation of the program for the next five years due to variations in level of service. Attachment G Historical Data and tiers of execution provide adequate framework for contract expectations.

46 80/85 M A.1 / C.5.d The Solicitation states that this is an LPTA procurement but then also contains multiple references to a best value source selection. For example, on page 80, the basis for contract award states: “This is a best value source selection conducted in accordance with Federal Acquisition Regulation (FAR) 15.3, “Source Selection” as supplemented by Defense Federal Acquisition Regulation Supplement (DFARS), and the Army Federal Acquisition Regulation Supplement(AFARS).” And, on page 85, the Solicitation states: “Total Evaluated Price (TEP) – The TEP, as outlined in Attachment A Price build up (Tab titled Total Evaluated Price), to be used for determining best value and will be calculated as follows…” Please clarify the basis of award.

An agency can obtain best value in negotiated acquisitions by using any one or a combination of source selection approaches. The Best Value Continuum includes both a Tradeoff Process and a Lowest Price Technically Acceptable (LPTA) Source Section Process. Best Value on this requirement will be determined utilizing the LPTA Source Selection Process. Section L.A.1.

was revised to claify this in the first paragraph.

47 19 PWS 2.1.8 States that “Key Personnel will not be an evaluation factor for this contract award” but offerors are required to submit resumes for key personnel and the agency is required to evaluate those resumes. Please clarify the purpose of the Resumes.

The statement "Key Personnel will not be an evaluation factor for this contract award" was removed from the PWS 2.1.8. Resumes will be evaluated against the requirements.

48 81 M C.2.a.iii Key Personnel. The Solicitation requires that the Special Events Manager proposed must have CGMP, CMP or equivalent. Please confirm that the individual must be current in the certification at time of proposal submission (and not time of award).

See Government response to 2. This certification is required at the time of proposal submission.

49 81 M C.2.a.iii Shouldn’t the Government require letters of commitment from key personnel to ensure that offerors are limited to proposing individuals that expressly agree to be included in their proposal or are current employees?

The Government does not require letters of commitment, it is the responsibility of the contractor to ensure qualified personnel are performing on this contract.

50 83 M C.3 Please confirm that the line of credit must be solely in the name of the prime offeror. Section L.C.3(c)Volume III Financial Capability was revised to state, The Line of credit can be in the name of a teaming partner as well as long as there is an established Teaming Arrangement and or Joint Venture Agreement. See also revised languge to Section L. C.3(a) Volumn I, General TAB E regarding Joint Venture Agreement (JVA) and Teaming Arrangements.

51 32 PWS 5.2.3 The performance standard includes submitting the ROS to the Event Leader inclusive of all event receipts 14 calendar days from event completion. Will the government consider changing the due date to 15 Business days from event completion? Hotel invoices are typically late or needing correction.

The government has considered this request and revised 5.2.3 standard (a) to read, "ROS is submitted to the Event Leader within 21 calendar days of event completion."

52 54 I 52.222-46 How does the Government intend to evaluate proposals in compliance with this clause without requiring the contractor direct labor build-up?

This clause has been removed.

53 26 - 31

75-76

5. Specific Tasks

C.3.(b)(2)b.

Proposal Content Vol 2

C.2

Technical Evaluation Criteria

Section M: Evaluation Factors for Award C. Evaluation Criteria identifies 3 subfactors for Factor 1 Technical; Subfactor 1 Staffing/Management Approach, Subfactor 2 Operational Management, and Subfactor 3 Data/Account Management and Reporting. Evaluation Factors do not appear to require performance detail relating to PWS 5. Specific Tasks (page 26) and all subsequent subparagraphs of PWS 5.1.

Will there be any evaluation of PWS 5 - 5.1.2.3.3? If yes, where should this information be incorporated?

Per Section L Section C.3 (b)(2) The Technical Volume shall, at a minimum, be prepared in a form consistent with the Performance Work Statement and the evaluation criteria for award set forth in Section M of this solicitation. The section shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the offeror’s technical competence and ability to comply with the contract task requirements specified in the PWS. The offeror shall address as specifically as possible the actual methodology used for accomplishing the PWS tasks. The subfactors identify areas that are critical to successful performance. Other areas should be covered in the overall narrative.

54 Please provide the LCATS supporting the current contract. The Government does not dictate the prospective Offerors staffing approach with the exception of the required key personnel. It is up to the offeror to propose the labor mix used in their staffing plans however, the Government updated the Solicitation to include Atch I Historical Labor Mix

55 Please provide the number of personnel anticipated in support of the contract and subsequent task orders.

See resonses to Question 54

56 15 1.6 General Information

1.6.16.1 Phase

In

A 50% staffing level is required on the 1st day of phase-in and 75% staffing by the 30th day.

a. Please clarify the total number of personnel a 50% staffing level represents.

b. Will the government provide award notification with sufficient lead time to the Phase-In period (request government consider awarding 30 days prior to phase-in start date) to ensure contractor has time to recruit incumbents and/or recruit for vacancies? Since industry practice is to allow 14 day termination notification to employers so anything less than 30 days would provide an unfair advantage to the incumbent.

a) The staffing levels correspond to the staffing plan in the offeror's proposal.

b) The government anticipates award notification at least 30 days prior to phase-in start date.

57 24 3. Govt Furnished Items and Services

3.3 Equipment a. What office equipment will be provided to the Special Events Planner; to include software.

b. If using Joint Service Support Portal for registration and training, does the government plan to continue using this or are there plans to replace it with something else?

c. If replacing Joint Service Support Portal, what will system will replace this?

a) See Government Response to Question 11

b) The current portal for the Strong Bonds program is Joint Service Support. In the event a new portal is launched, the government will ensure the Special Events Manager has full system access.

c) A replacement system is not currently identified.

58 82 SECTION M -

Evaluation Factors for Award

Table 1. Key Personnel

Please clarify the meaning of "equivalent" required certifications for the Special Events Manager and identify other certifications/experience that would qualify as "equivalent".

PWS Key Personel Table 1- Special Event Manager was revised to include, Certified Meeting Professional, Certified Government Meeting Professional, Certification in Meeting Management, Certified Special Events Professional, Certified Trade Show Marketer, or Event Management/Hospitality Certificates from accredited universities will be considered equivalents.

59 81 SECTION M -

Evaluation Factors for Award

Table 1. Key Personnel

Is it possible for the Special Events Manager to also fill the alternate Program Manager Key Personnel Requirement or is the requirement for 3 Key Personnel required to be 3 qualified

FTE.

The intent is that there are three separate individuals as key personnel.

60 76, 83-84 SECTION

L—INSTRUCTI

ONS TO

OFFERORS,

and Attachment D

(d) Volume IV - Past Performance (Factor 3).

Please confirm page 1 of Attachment D is not to be included with each past performance. Page 1 of Attachment D provides instructions to Offerors and does not need to be included in the submission of past performance contracts.

61 69, 76, 83-84

SECTION

L—INSTRUCTI

ONS TO

OFFERORS

(d) Volume IV - Past Performance (Factor 3).

On page 69, the past performance volume page limit is 25 not including the cover page or the table of contents. On page 78, it states that "Sheets in accordance with Attachment D and are limited to four (4) pages per reference." Please confirm that consent letters, Client Authorization letters, and Organization structure change history pages are excluded for the past performance volume's 25 page limit.

Section L.C.3.(d) was updated to state: consent letters, Client Authorization letters, and Organization structure change history pages are excluded for the past performance volume's 25 page limit.

62 38 Technical Exhibit 1

5.1.2.3.1(b) Registration

Paragraph (b) indicates that contractor is to have an on-site person at every event for the duration of the event.

a. What is the on-site level of execution effort required by the contractor for both large and small events; estimated number of FTE execution support per 20 attendees?

b. What on-site execution responsibilities are held by the contractor? What on-site execution responsibilities are held by the Government?

Per PWS 5.1.2.3. The Contractor shall provide On-Site Administrative Support for events as required by the Authorized Event List. This section pertains to the Specilaized LSPs only.

a) A typical expectation is a 1:50 ratio of on-site support to participants.

b) The Contractor responsibilities for on-site support are limited to 5.1.2.3. Standard (b) of

5.1.2.3.1 requires that the participants have constant access to an (one person) on-site Contractor support person. Not all on-site support is required to work the information station.

The government retains all other on-site responsibilities.

63 69, 76, 83-84

Attachment D Please confirm we may make minor formatting changes to the template (such as adding or decreasing lines, changing the spacing within the proposal formatting requirements, adding a header/footer) for readability and to meet the page numbering requirement.

Yes, minor formatting changes can be made to Attachment D Specific Relevant Contract Format as long as the information requested is provided.

64 Does the contractor provide computers for on-site registration? PWS Paragraph 5.1.2.3 was revised to include, Event on-site registration may be done manually or with a computer. The contractor will provide the equipment necessary to complete registration.

65 Who is the current incumbent? Contract W9124J-16-D-0002 was awarded to National Conferencing, Inc.

66 What is the current contract annual value (spend to date if executing TOs)? The current contract ceiling for W9124J-16-D-0002 is $143M. Annual Task Orders have ranged from $19M to $42M.

67 What is required to have the capability to deal with child care? Per PWS Paragraph 5.1.1.3 (b) Standard: A sufficient number of childcare workers are present to meet age composition, adult/child ratios, and group sizes as required by Army Regulation 608-10, current Army regulatory guidance, and state and local child safety/protection requirements. The more stringent of the age composition, adult/child ratios, and group sizes apply.c) Standard: The Contractor shall verify that childcare workers have completed required screening and background checks before entering into an agreement for childcare services.

Only childcare workers with the appropriate completed background checks as required by Army Directive 2014-23 and/or other current Army regulatory guidance will be utilized to support Army childcare requirements.

68 11 1.6.3.1 Please clarify this sentence and whether or not the contractor will be expected to office out of the VA location for three days a week: The Special Events Manager, as identified in paragraph 1.6.7.2.2, will perform contract services at Arlington/Pentagon/Fort Belvoir, VA on weeks not travelling. This paragraph is also indication that a Special Events Planner will need to be on site as well for 3 days per week. are you saying that one/or both will need to perform these duties at the location in VA?

See Government response to question 21. This is one position as listed in Key Personnel.

69 24 3.2.1 The Government will provide office space for the Special Events Planner reference paragraph 1.6.7.2.2. but this paragraph doesn't state anything about office space The Contractor shall provide a Special Events Manager who will be primarily responsible for planning special events hosted by the Office of the Chief of Chaplains or other high-visibility events. The Special Events Planner will travel approximately 20 weeks per year for site visits or on-site support for special events. Primary responsibilities are attending/hosting meetings with event stakeholders, developing and proposing concepts for accomplishing event objectives, and overseeing the provision of Specialized LSPs.

See Government response to question 21. This is one position as listed in Key Personnel. Per PWS 1.6.3.1, office space will be provided for the Special Events Manager.

70 76 c Volume III – Financial Capability (Factor 2). The offerors shall submit a single line of credit from one financial institution. Line of credit must be on financial institute’s letterhead and show a minimum of $9M in line of credit. If the contractor can't show a $9M line of credit then should they not even bother to submit.

As outlined in the Solicitaion,Evaluation Factors for Award, Factor 2 - Financial Capability, To be considered acceptable, the offerors shall submit a single line of credit from one financial institution that shows a minimum of $9M in line of credit. Line of credit shall be on company letterhead signed by a company branch manager with contact information and dated within 30 days of proposal submission. The line of credit can be a pre-approval line of credit. The Government does not expect the contractor to execute the line of credit if the contractor has other assets that can be used. The Government only needs to verify that the $9M line of credit can be obtained if needed. The Line of credit can be in the name of a teaming partner as well as long as there is an established teaming partnership and is not a prime to subcontractor relationship.

71 75 iv planning 1,500 or more distinct events annually, Does this amount have to be achieved by one company or can it be a combined effort of all the teaming companies?

Yes, the amount can be achieved by a combined effort. See revised language in Subfactor 1, iv in both Addendum 215-1 Instructions to Offeror and Section M.

72 What was the amount of the award if an incumbent? See Government response to Question 66.

If you have 10 years in the travel industry; will that replace the CGMP certification or do you have to complete the certification?

See Government response to Question 2

How many administrative staff required for this contract? See Government response to Question 54.

Is the security clearance for the company or the owners of the company? Does everyone have to complete a security clearance?

As outlined in PWS 1.6.6 Security Requirements: Key personnel, as identified in paragraph 1.6.7.2, performing work under this contract must have a Secret Level Clearance within six (6) months of the contract start date, and must maintain that clearance for the life of the contract.The security requirements are in accordance with DD254, DoD Contract Security Classification Specification (Attachment E). The secret clearances are for the key personnel only. The company must have a facility clearance to be able to meet this requirement within 6 months of award.

Is there any cost to the security clearance.