W9124J21R0021 Attachment 5-1_QA Matrix 2nd Round_final.pdf

Attachment 5-1

W9124J-21-R-0021, Communication Support Services

Request for Proposal (RFP) - Solicitation Questions/Answers Matrix (2nd Round)

QUESTION

NO.

SOLICITATION

PAGE NO.

RFP REFERENCE

QUESTION

GOVERNMENT RESPONSE

168 4 PWS

1.6.4: The Contractor shall have a plan in place to deliver the 0530 daily media report using offsite personnel (DI-MGMT-80555A).

Notification is normally by way of local radio or TV stations.

Information concerning other methods of notification will be provided by the Government.

"Please explain how and why the contractor would need to relay information about the 0530 media report via local radio/tv? Does this notification pertain to: the offsite personnel staffing schedule; to information on a government closure;

or to the actual content and delivery of the report?"

We want the contractor to monitor local radio/TV stations to see if the gov't is closed and therefore the morning report may not be required depending on when OPM makes the decision to close. Other gov't notifications would be an email from

Media Relation Division (MRD) or the contractor could monitor the OPM website or app.

The PWS 1.6.4 has been edited.

Client

Authorization

Letters

Solicitation

Can these letters be in the form of an email or must they be on official government letterhead?

See Attachment 6 provided via

Amendment 0002. It is for the

Subcontractor/ teaming partner to sign on their company letterhead by the individual who has the authority to sign for and legally bind the company.

Attachment 1, PWS, p. 19 1.6.13.3

Please confirm that only the Program

Manager (PM) requires a Project

Management Professional (PMP) certification, as stated in the PWS.

Only the Program Manager requires a

Project Management Professional

(PMP) certification

Solicitation

Contract Order,

p. 44

C. Proposal Preparation

Instructions, (c)

In the sanitized copy, do all references to the offeror (in text, e.g., the XXX team) have to be removed in addition to logos, and titles?

Yes, in accordance with Addendum to

52.212-1. The entire volume content

(except for the cover page) should be sanitized from your company’s title, logo, and or any identifying markings.

Amendment 01,

p. 4

C. Proposal Preparation

Instructions, (a)

Given the 10MB per attachment guidance and the government’s requirement for two versions of volume

II, what is the maximum file size for proposal submission in a single email?

The file size of each email, with all attachments, cannot exceed 9 megabytes (MB) due to the

Government’s email system restrictions. Multiple emails will be accepted but it is up to the offeror to ensure all emails as well as attachment are identified to be acknowledged by the Contracting

Officer and Contract Specialist.

Amendment 01,

p. 4

C. Proposal Preparation

Instructions, (a)

If all final files exceed the megabyte guidance, can an offeror’s submission be split into multiple emails?

See Answer #172 above.

Attachment 4, Past Performance

Questionnaire

If offerors already had previous clients submit past performance questionnaires, do they need to resubmit on the updated Attachment 4

(provided by the government)?

No, Past Performance Questionnaires will not need to be resubmitted.

Previously received Past Performance

Questionnaires will be accepted for this requirement.

Amendment 01,

p. 9 C. Subfactor 3, (c) Volume III

Do client authorization letters need to be signed by the prime, subcontractor, or client?

See Attachment 6 provided via

Amendment 0002. It is for the

Subcontractor/ teaming partner to sign on their company letterhead by the individual who has the authority to sign for and legally bind the company.

PWS,

p. 23

5.3.16

Some listening tools price based on the number of mentions used. Roughly how many listening mentions did OCPA require in 2020?

The US Army Brand dashboard setup in Sprinklr shows 2M mentions

(2,021,691) during 2020. 1 JAN 2020 to 31 DEC 2020.

PWS, p. 26 5.5.1

Question 8 of the Q&A provided estimates of the number of communication media products to include social and digital media infographics, video and animations the contractor will be required to create per year. When analyzed, the government’s response provides an estimate of between 205 and 273 media products per year. See math below. 1) Could the government please confirm if this interpretation is accurate i.e. 208-271 products per year. 2) Does the media product per year estimate include speeches, presentation preparation and marketing product development estimate of 30 per year?

8-10 products per month (Normal

Month) (8-10 x 9 = 72-90)

15-20 per month (Surge months) (45-60 x 3 = 135-180)

--Army Birthday

1) Yes, based on 8-10 products per month during normal months and 15-20 per month during surge period; a good estimate of products is 208-

271 per year.

2) If you are referring to

5.6.1.12, outreach support, that number is separate from the products reference above but the estimate of 30 products per year is correct.

--Medal of Honor ceremonies

--Association of the US Army annual meeting.

--Video and animation support at least once per year

TOTAL 208-271 media products per year

PWS, p. 28 5.6.1.12

Question 17 of the Q&A estimates the number of speeches, prepare presentations and develop marketing products is 30 per year. lease confirm

30 is the total number of products produced per year, and not 30 for each type i.e. 30 speeches, 30 presentations and 30 marketing products for a total of

90 per year.

It will be 30 per year, and not 30 per each category.

Attachment 1, PWS, p. 32 5.9.4

Regarding the Learning Management

System, can the government confirm if offers should be using DoD-approved systems (e.g., Joint Knowledge

Online)?

The Offeror does NOT have to propose any LMS at the time of the proposal. The Offer will only need to explain how they will analyze explore, propose and implement.

Upon award, the contractor will work with G-6 on identifying the LMS and then putting this on network. If the system requires the certification before putting on the Gov network, the contractor will work with the G6.

p. 7

1.6.13.3 Contractor Personnel

Qualifications: the Program

Manager shall have a PMP

(Project Management

Professional) certification.

On the QA document, question number four’s answer is, “The Government will not change the requirements for the

Program Manager and Alternate

Program Manager. As per PWS

1.6.13.3, the Program Manager and

Alternate Program Manager have to have the Project Management

Professional certification.”

The qualifications in the PWS do not include a requirement for the Alternate

Program Manager to have a PMP. Will the government please confirm that only the Program Manager is required to have a PMP certification?

Only the Program Manager requires a

Project Management Professional

(PMP) certification

181 p. 4 1.6.5 Place of Performance

There is a discrepancy between the 11 seats onsite and the workload data that reflects 12 FTE onsite. Will the government please confirm the actual number of onsite seats to be provided?

OCPA provides 11 seats in the office, and the rest of the personnel will be at the Contractor’s location.

182 p. 22 Performance Work Statement

Section 5.3.8 and 5.3.8.1

Will OCPA be using media monitoring service to send out News Releases?

No. OCPA does not use a media monitoring service to send out News

Releases. OCPA desk officers use the

MRD email.

183 p. 22 Performance Work Statement

Section 5.3.8 and 5.3.8.1

Will the government be requiring the use of the analytics tool available through most media monitoring services?

Yes, the government will be requiring the use of the analytics tool available through most media monitoring services

Question 5, Amendment 1

Response

Questions:

1. Is the contractor required to store exhibits as an ODC expense when not in use?

2. Is the contractor expected to pay shipping costs as an ODC expense to transport exhibits to events?

1. There is no requirement for the contractor to store exhibits when not in use.

2. Other than hand-carried signage, OCPA does not transport exhibits to events that would require shipping costs.

Question 95 Amendment 1

Response and

Question 115 Amendment 1

Response

The response to question 95 states:

Yes, the dashboard has already been built on SharePoint. The requirement is managing Content in the front end so familiarity with SharePoint is useful

The response to question 115 states:

The government currently does not have an online dashboard; dashboard is a new requirement.

Question:

Please explain the apparent contradiction between these two statements.

Currently, OCPA uses SharePoint to manage the Public Affairs Portal as a

“dashboard”. However, the OCPA needs the contractor to develop a new dashboard (not related to Sharepoint), as per PWS 5.2.4. These are two different efforts.

186 - Question 48 Amendment 1

Response

Question:

Is the contractor expected to provide In

Design or a similar tool to produce this product?

Most graphic designers use In Design, so we would expect the Contractor to have access to industry standard design tools, specifically to produce this product.

- Personnel question

How many FTEs is currently on the contract today?

It is up to the offer to propose the amount of he FTsE. The PWS

Technical Exhibit #3 is just an estimate.

188 - Personnel question Question:

What are the roles of the current FTEs?

See PWS, Technical Exhibit #3

Estimated Workload Data for the

Labor Categories.

189 - Question 12 Amendment 1

Response

Questions:

What subscriptions are currently used today?

The current subscriptions are:

Los Angeles Times, Distill.io web-based monitoring service, BuzzSumo web-based monitoring service, Stars &

Stripes, Columbus Ledger-

Enquirer, El Paso Times (there may be some others as we monitor the news coverage surrounding Army installations)

PWS, p.14

RFP Section 1.6.23.1

And

RFP Section 1.6.23.3

Section 1.6.23.1 states:

Planning: The Transition Plan shall identify, at a minimum, how the transition will minimize the impact on current mission / activities while ensuring the completeness of the transition; who / what is impacted by the transition; the activities that need to be accomplished in order to successfully effect the transition, the impact on the organization; the roles and responsibilities of all who participate in the transition plan; the detailed schedule (no longer than 3 weeks for transition) to be followed in order to successfully effect the transition and how any issues or discrepancies will be resolved (DI-

MGMT-80790).

Section 1.6.23.3 states:

. Phase-In: A 30 day smooth and orderly transition between the contractor and the predecessor contractor is necessary to assure minimum disruption to vital contractor services and Government activities.

The phase in is 30 days. PWS

1.6.23.1 has been edited to reflect 30 day phase in.

Is the transition in period 3 weeks or 30 days?