Q&A_Matrix19-R-0032_28_Aug_19.pdf

# Page Section Paragraph Comment/Rationale Responses

A. Proposal

Submittal and Inquiries.

(a) Volume I – General. Tab A-F

It is unclear to Industry that whether the Government is referring to A-F or just F. Due to the 10 days suspense of this requirement, can you please respond as soon as possible.

As delineated in the Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, C.3. Proposal Content, TAB F, Verification of Adequate Accounting System, The above information shall be sent by email to the Contracting Officer/Contract Specialist (KO/KS) immediately upon receipt of the RFP but no later than 10 calendar days after release of the RFP. The information shall be sent to angelic.m.hatcher.civ@mail.mil ..... to initiate an accounting system review by DCAA. Per, 52.215-1, Instructions to Offerors - Competitive Acquisition, A.1 proposals shall be submitted prior to the closing date and time identified on SF##, which is NOT LATER THAN 12:00 p.m. (noon) CDT on Monday, 09 September 2019.

Section C - Descriptions and Specifications

1.4.1. Phase In

Period and Start

Up Support

Comment: CLIN 001 provides for 2 months of Phase-in (60-days) and section 1.4.1 states contractor has 91 days to complete Phase-In (i.e. 3 months).

Question: Can the Government please clarify if the Phase-In period is 60 days or 90 days?

The Phase-In Period is 60 Days. 1.4.1 of the Performance Work Statement has been revised as follows: " Full transition shall be completed within sixty (60) days of award."

Section F -

Deliveries or Performance

CLIN 001

Comment: CLIN 0001 indicates a period of performance of 29-SEP-2019 to 28-SEP-2020

Question: Can the Government clarify whether the Phase-in period is included in the 12 month base period?

As delineated in Solicitation W9124J-19-R-0032, Attachment B - EFMP Price Build Up, NOTE 1: Offerors shall not propose Phase-In Cost Separately. This cost should be incorporated in the Base Year Program Management Support Cost (CLIN 0002). As annotated above in the Government's response to Question 2, The Phase In Period is 60 Days.

Section L - Instructions, Conditions and Notices to Bidders

(b)(2)

Comment: The solicitation states Volume II - Technical Volume (Factor 1) requires " Exceptions/Assumptions (Identification and explanation of any exceptions or deviations).

Additionally, identify any assumptions used in preparing the proposal" following the Table of Contents, List of Tables and Diagrams, and Cross Reference Matrix (if any) but before Subfactor 1.

Question: Will the Government please clarify if the Exceptions/Assumptions are included in the 50 page limit?

Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, Paragraph C,3,

(b) Volume II - Technical Volume (Factor 1) Paragraph 2 has been updated to reflect the following: "NOTE: Exceptions/Assumptions shall not be counted against the 50 pages allowed for Volume II - Technical Volume."

(d) Volume III

- Past

Performance (Factor 2)

Specific Relevant Contracts Format

Comment: The solicitation states Sheets in accordance with Attachment D and are limited to four (4) pages per reference.

Question: Will the Government please allow the Offeror to remove Instructions imbedded in Attachment D?

Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, Paragraph C,3, (c ) Volume III - Past Performance (Factor (2) Specific Relevant Contracts Format has been updated to reflect the following: NOTE: The imbedded instructions on Attachment D are not included in the four (4) page limit per reference.

Section L - Instructions, Conditions and Notices to Bidders

2.(a).ii.(1-4)

Comment: Para ii. States offerors shall: " Demonstrate experience working with commercial and military Child, Youth and School Programs that provide care for individuals with special needs. " Sub Para (2) indicates Offeror shall address "the locations in which offeror has rendered services to commercial and/or military programs that provide respite care to children and adults with special needs." The government is inconsistent in its use of this words "and/or" when referring to experience with commercial and military Child, Youth and School Programs that provide care for individuals with special needs.

Question: Could the government please confirm that the technical requirement is for offerors to have commercial and/or military experience and not necessarily both to be considered acceptable?

Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, Subfactor 1(ii) has been updated to reflect the following: Offerors shall describe experience working with commercial and/or military Child, Youth and School Programs that provide care for individuals with special needs. In general the Offeror shall illustrate their knowledge and experience in currents trends in well-being of those with special needs as outlined in the PWS. Section M, Evaluation Factors for Award, Subfactor 1(ii) has been updated to reflect the following: Demonstrate experience working with commercial and/or military Child, Youth and School Programs that provide care for individuals with special needs. Offeror shall address (1) the number of staff working or who have worked with commercial and/or military programs that provide respite care to children and adults with special needs, (2) the locations in which offeror has rendered services to commercial and/or military programs that provide respite care to children and adults with special needs, (3) the length of time (years) in which offeror has provided respite care or similar services, and (4) the cumulative number of hours in which they have provided service per year for families with special needs.

Section L - Instructions, Conditions and Notices to Bidders

C.2..(e)

Comment: The solicitation states "Resume pages shall not be counted against the 50 pages allowed for Volume II. However resumes shall be limited to no more than 5 pages."

Question: Can the Government please clarify whether the page count for 7 key personnel required resumes is 5 pages OR is the page count 5 pages for each resume?

Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, Paragraph C, 2 (e ) has been revised to reflect the following: "each resume shall be limited to no more than 5 pages

Atch_B_- _EFMP_Price

Comment: Note 2 on Base Year tab states "Single Cost Areas are all services areas not identified in Attachment F."

Question: Please clarify what are Single Cost Areas.

Solicitation W9124J-19-C-0032, Attachment B - EFMP Price Build Up has been revised to remove reference to "Single Cost Areas" and has updated to reflect "Standard Cost Area"

Attachment_E

_DOL_Wage_ Determination s

Comment: Attachment F includes Maryland, Massachusetts, Michigan, New Hampshire, New Jersey, New York, Virginia, and Washington state. Additionally, Technical_Exhibit_4 includes servicing installations not identified within Attachment_E.

Question: The above locations identified in Attachment F are not listed in Attachment E.

Can the Government provide an updated Attachment E that identifies the appropriate prevailing wage determination for each location identified in Attachment F and all servicing installations identified in Technical_Exhibit_4?

Technical Exhibit 4 - Respite Care Servicing Installation Locations has been updated to incorporate all locations identified on Attachment F- Identification of High Cost Areas. An updated Attachment E - Wage Determinations to include all areas identified in Attachment F and Exhibit 4 has been provided reflecting revisions effective July through August of 2018.

18 Background checks for

Respite care providers 1.3.6

(#2)

6 When applications are sent to the EFMP managers for the completion of background screenings, will there be a cost for the EFMP to run the background, or is that a service provided to the contractor at no charge upon being awarded a contract?

The Contractor is responsible for ensuring all pre-employment screening requirements are met. Once the Contractor has completed all pre-employment screening requirements the background check packet is then forwarded to the EFMP Manager for processing. The cost associated with the U.S. Army Background checks are the responsibility of the government.

21 General Information

(section 1.5.1)

1 The paragraph states the contract location is within Conus, Alaska, Puerto Rico, and Hawaii. Is there a specific location where services are needing to be rendered, or is this a contract needed for services to be provided throughout the continental USA? If there is a specific location are you allowed to disclose that information?

As delineated in the Performance Work Statement Paragraph 1.2 The objective of the EFMP RC Program is to assist all Army components to include Army National Guard (ARNG) and the United States Army Reserve (USAR) Families with locating, selecting, and paying fees for quality RC service to support eligible Family members with special needs. The government will provide RC for individuals who meet the eligibility criteria for CONUS (Continental United States), Alaska, Puerto Rico and Hawaii enrollment and who have a severe disability or diagnoses. Please refer to Technical Exhibit 4 - EFMP Respite Care Installation Locations, and Attachment F - High Cost Areas.

77 proposal preparation instructions

(section TAB F)

7 When receiving a adequate accounting review, if you are using a payroll company such as Paychex, should my company disclose that information at the time of the review, or when submitting the documentation to initiate the review?

As delineated in the Addendum to 52.215-1, Instructions to Offerors - Competitive Acquisition, C.3. Proposal Content, TAB F, Verification of Adequate Accounting System, The above information shall be sent by email to the Contracting Officer/Contract Specialist, "The offeror shall provide evidence of an adequate accounting system as determined by the DCAA. Provide the DCAA audit report number, date and results. Also, identify any deviations from your standard accounting procedures in preparing this proposal. If your Accounting System has not been reviewed by DCAA, you shall submit the following information: 1) Company’s Full Name; 2) DUNS Number and Cage Code; 3) Company Point of Contact and Phone Number; 4) Company Address Where Accounting Records are Held; 5) Cognizant DCAA Office (Refer to http://www.dcaa.mil/conus.aspx to obtain the Address, DCAA POC, Phone Number and Email Address); 6) (NOTE: item 6 was removed via Solicitation Amendment W9124J-19-R-0032 0001) and 7) Indicate if you are proposing as a prime, JV, or team member. You will also be required to submit a Pre-award Survey of Prospective Contractor Accounting System Checklist. See Attachment L – Pre-Award Survey of Prospective Contractor Accounting System Checklist."

77 proposal preparation instructions

9 I am in need of the verification of adequate accounting system. On page 77, the last paragraph asks for a listing of things numbered 1-7. Number 6 of the requirements (Cognizant DCMA Office), is what I am unable to locate. Do you know what the proper location would be? This is due within 10 days of the RFP. Is it 10 business days, or 10 days making August 18 the deadline?

Solicitation Amendment W9124J-19-R-0032 0001 was issued on 13 August 2019 removing Item 6) Cognizant DCMA Office. This amendment also incorporated the following update:

"The above information shall be sent by email to the Contracting Officer/Contract Specialist (KO/KS) immediately upon receipt of the RFP but no later than 10 calendar days after release of the RFP"

78 proposal preparation instructions

1 the link that was provided to receive the Preaward adequacy accounting system checklist does not work to retrieve the most updated version. Do you have another link to retrieve the proper documentation?

www.dcaa.mil/preaward_accounting_system_ adequacy_checklist.html

Solicitation Amendment W9124J-19-R-0032 0001 was issued on 13 August 2019 removing the pre award survey hyperlink. This amendment incorporated Attachment L - PreAward Survey of Prospective Contractor Accounting System Checklist.

80 proposal preparation instructions i This section states to create a start up plan to keep current enrollees with their preferred provider. Will their current providers simply need to be employed by the winning contractor of the solicitation to remain a caregiver for EFMP enrollee?

As delineated in 52.215-1 Instructions to Offerors - Competitive Acquisition, Subfactor 2i, the Offerors shall provide a start-up plan to include a timeline that describes how the Offeror plans to continue respite cares services for existing enrollees in the program with their preferred provider with a minimum or no interruption in services. Section M, Evaluation Factors for Award, Subfactor 2i requires that in order for an offeror to be considered acceptable the offeror shall (1) outline a process/plan for ensuring no break in service with no or minimum risk to the Government, (2) provide a process that includes more than just inheriting the incumbent providers, (3) provide a realistic time line for a completed transition no less than 45 day but no more than 90 days after contract (UNLESS INCUMBENT "Quid Pro Quo"), and (4) present mitigating strategies if offeror fails to meet the time line within their start up plan to meet full responsibilities of the respite care services.

28 1.16 4 Page 2. Item number 001 states the phase IN period is 2 months. But on page 28 it states the phase IN and Phase out period is 90 days. Is it two months or 90 days?

See Government response to Question # 2.

2 b 1 Item 001 states the phase In period is 2 months. Is it two months or 90 days See Government response to Question # 2.

Atch_B_-_EFMP_Price_Build_Up.xlsx This document is password protected. Is this document an example of how I should prepare my document, or should I be using this document specifically that's been provided?

Attachment B - EFMP Price Build Up xls is password protected as the cells are preformatted with formulas. As such Offerors need only enter the proposed Unit Prices on the Base Year , Option 1, Option 2, Option 3 and Option 4 Worksheets for each CLIN with the exception of the Program Travel CLIN. The Total Evaluated Price Worksheet will auto populate based on the unit price entries and generated overall total evaluated price under the Base Year , Option 1, Option 2, Option 3 and Option 4 Worksheets.

proposal preparation & instructions tab E: 6

Are you considering a sub contractor to be a joint adventure?

The Government does not dictate an Offerors proposed staffing/management approach.

Please note however in the event the offeror is a joint venture, the offeror shall provide a copy of the Joint Venture Agreement (JVA) signed by all partners. The JVA shall specify the rights and responsibilities of each partner and shall identify the managing partner. In addition, the offeror shall provide a summary narrative that specifically delineates what each partner will do in regard to performing the contract. The responsibilities of the managing partner are significantly more important than the responsibilities of all other partners combined. In the event the Offeror will be subcontracting with another or multiple businesses, the Offeror shall certify that at least 50 percent of the cost of the contract performance incurred for personnel shall be expended for employees of the Small Business in accordance with FAR 52.219-14, Limitations on Subcontracting.

23 1.10. 1.10.1

PWS 1.10.1 states, “Overtime rates proposed by the Contractor for Non-Exempt labor positions and accepted by the Government at the time of award will be used for reimbursement of overtime costs.” However, Attachment B EFMP Price Build-Up does not have anywhere to propose overtime rates.

Paragraph 1.10.1 has been updated to reflect the following: 1.10.1. Emergency Requests for Respite Care: RC is not designed to accommodate emergency requests for care. Care shall be coordinated and scheduled in advance to support the Soldier’s/Family member’s request for service. Requests for care outside of the prearranged schedule must be approved by the KO.

Services provided must be directly related to the client’s need and are not for the convenience of other members of the household or the RCP. Overtime hours are normally required to respond to emergencies.

20a

a) Are overtime rates to be proposed as part of the proposal and accepted at time of award?

a) Reference to overtime has been removed from Solicitation Performance Work Statement Paragraph 1.10.1.

20b

b) Are overtime rates to be proposed after award and before the contract is signed?

b) Reference to overtime has been removed from Solicitation Performance Work Statement Paragraph 1.10.1.

20c

c) Will the government provide an additional CLIN for overtime labor?

c) Reference to overtime has been removed from Solicitation Performance Work Statement Paragraph 1.10.1.

39 4 4.1

Under Contractor Furnished Items and Responsibilities in PWS paragraph 4.1 the government stated typical tasks performed by this function include design, preparation, and automation design and support.

Paragraph 4.1 of the Performance Work Statement has been updated to reflect the following:

4.1. GENERAL: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS. The Contractor shall be responsible for providing equipment, materials, and services in support of one-on-one RC.

21a

a) Can the government elaborate on what “design” entails?

a) Reference has been removed from Solicitation Performance Work Statement Paragraph 4.1

21b

b) Can the government elaborate on what “preparation” entails?

b) Reference has been removed from Solicitation Performance Work Statement Paragraph 4.1

21c

c) Can the government elaborate on what “automation design and support” entails?

c) Reference has been removed from Solicitation Performance Work Statement Paragraph 4.1

79 Section L b. 2. a. iii.

Table 6, Key Personnel, states that the Regional Coordinators must have a minimum of three (3) years working approving payroll.”

Approving payroll is typically a corporate function that is not typically associated with field work. Will the government consider removing this requirement?

No. The RCC must have experience collecting and validating service logs for invoicing and payroll processing.

79 Section L b. 2. a. iii.

Table 6, Key Personnel states that the Regional Coordinators are required to have a minimum of three (3) years working distance managing employees.”

Regional Coordinators must have the ability to reach out across their assigned regions

23a

a) Is it the expectation of the Government the Regional Coordinators manage personnel, a responsibility not normally associated with Regional Coordinators?

a) Yes, The Reginal Coordinator is the primary source who coordinates, organizes and communicates with the families within their assigned region. The RCC must have the ability to manage time and personnel in order to provide professional service

23b

b) If it is the expectation of the Government that the Regional Coordinators are required to directly manage personnel, would the government consider changing the functional labor category to Regional Manager?

b) No. The Government has no say so in who directly supervises the providers however the EFMP Managers will only have a working relationship with the RCC therefore the RCC must have the ability to speak on provider status, families they are individually servicing and issues/concerns pertaining to the providers within their assigned region.

80 Section L b. 2. a. iii.

Table 6, Key Personnel states that the Recruiter position must have a “minimum of three (3) years sourcing professional candidates that require credentialing Level III and IV RCPs.” Since this experience is limited the incumbent contractor the requirement restricts competition to the incumbent contractor team. Would the government consider revising the requirement to “Minimum of three (3) years sourcing professional candidates.”?

No. The required experience is common within the respite care support services environment and is therefore does not restrict competition.

79 Section L b. 2. a. iii.

Table 6, Key Personnel states that the Alternate Program Manager is required to have a minimum of five (5) years’ experience managing Regional Care Coordinators. Since only the incumbent contractor would have an APM that meets this contract-specific requirement, will the government consider eliminating it since it appears to restrict competition?

Yes. The Solicitation APM Key Personnel Qualifications Table as depicted in Section C, Performance Work Statement, Paragraph 1.13, Addendum to 52.215-1 - Instructions to Offerors, Subfactor 1: Staffing/Management Approach iii Table 6 - Key Personnel, and the Evaluation Factors for Award, Subfactor 1: Staffing/Management Approach, iii, Table 1 - Key Personnel have all been revised to reflect: 3-5 years(within 5 years of date of solicitation of Respite Care Case Management

85 and 80 Section L and Section M

C. 2. b. ii. And B.

2. b. i

On page 85 in Section M, the evaluation for award states offeror shall "Demonstrate adequate staff to perform the requirements via a detailed illustration of the offeror’s network.

Offeror shall (1) provide the number of years’ experience staff has working with recipients of respite care or similar services, (2) provide the minimum educational and training requirement for their current and future staff (to include key personnel and respite care providers Level III and Level IV)". On page 80 in Section L, the instructions states, "The offeror shall provide a start-up plan, to include a timeline that describes how the Offeror plans to continue respite care services for existing enrollees in the program with their preferred provider with a minimum or no interruption in services.' In order to continue services for existing enrollees in the program with their preferred provider, an incoming contractor would be required to transition the incumbent network of respite care providers. Are offerors to present a detailed illustration of an existing network as well as to transition the incumbent network?

Yes. As delineated is the Addendum to 52.215-1 - Instructions to Offerors, Subfactor 2:

Operational Management, ii., The offeror shall provide a detailed illustration of the offerors network of skilled, trained, and certified respite care providers available throughout CONUS, Hawaii, Puerto Rico and Alaska. For each level of care described in section 1.14 of the PWS.

The offeror shall identify the appropriate Department of Labor occupational code.

N/A N/A N/A

Could the Government please provide the name of the incumbent contractor, the start and end dates for the last period of performance, and the funding for the last period of performance?

The incumbent Contractor is Strategic Resources, Inc., 7927 Jones Branch Drive Ste. 600W, McLean, VA 22102-3329 The Contract Award Amount is $3,750,000.00. The contract commenced on 28 September 2018 and includes a twelve (12) month base and one (1) twelve (12) month option period of performance.

85 Section M C. 2. b. i.

This paragraph states that the offeror shall, "....(3) provide a realistic time line for a completed transition no less than 45 day but no more than 90 days after contract (UNLESS INCUMBENT "Quid Pro Quo")." Is the incumbent contractor eligible to bid as a prime contractor?

No. As this requirement is a 100% small business set-aside only those vendors meeting the small business size standard under NAICS Code 621610 - Home Health Care Services are able to compete as the prime contractor.

85 Section M C.2.b.v.

This paragraph states that the offeror shall, "Demonstrate at least three (3) years of experience (1) planning meetings/events for the Federal Government or agencies equivalent in size and scope concerning background check requirements and processes." Can the Government please provide additional information regarding requirements to plan meeting/events under this contract?

Offeror must have experience planning coordinating, and attending meeting with large agencies (Commercial, State or Federal government or Military) versus internal meetings only.

30 61 Section I 52.228-7

FAR 52.228-7 Insurance – Liability to Third Persons was included by reference. It states that the Contractor shall provide and maintain workers’ comprehensive automobile liability (bodily injury and property damage) insurance.

Can the Government please provide the level of insurance required?

Refer to Federal Acquisition Regulation (FAR) Part 28.307- Insurance Under Cost- Reimbursement Contracts, for Insurance requirements

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