Amendment 0001 Atch C_QA Matrix_W9124J25R0010_REVISED 12.31.24.pdf

Q&A W9124J25R0100 Communication Planning and Support Services.

# Page Section Paragraph Comment/Rationale/Question Government Responses 1 63 1 1.6.5 How many positions will be required offsite to support the 11 required to be staffed in the Pentagon?

The PWS recommends three (3) offsite positions and they are identified in 1.6.13.3.

2 63 1 1.6.7.5 How much storage space is needed? For how long? What other than documents needs to be stored? Is digital storage space required; if so, how much?

OCPA manages documents via MS Teams and A365 so as long as the personnel have access to that, should be no issues with storage. Personnel with CAC cards and using Army systems (on site personnel) also have access to OneDrive, but not sure if there's any storage limitations within the US Army OneDrive.

3 66 1 1.6.13.3 Are there any work location requirements regarding the offsite employees? Ex. Within a certain distance of the National Capital Region, anywhere in the United States, etc.

Locations may be anywhere in the U.S., and offsite personnel must be able to acquire a CAC card.

4 Appendix

F PPQ,

2 C "Geographic description of services under this contract, i.e., local, nationwide, worldwide, other commands"

Q: Will the government accept an offeror's international past performance that is work with allied governments or commercial clients?

Yes, as long as it is recent, relevant and similar in nature of work, size, and complexity.

5 113 3 1 Can senior staff project experience at former companies count toward Past Performance?

No, as the past performance is for your company and not an individual.

6 78 3.4 Equipment On-Site Materials and Equipment: What incidental and office materials and equipment will be provided to contractor personnel located on-site?

See PWS Paragraph 3.4.

7 80 4 4.1 How many offsite positions are required/needed? Is approved outside vendor printing reimbursed to the contractor?

(1) Two (2) offsite positions are recommended as identified in section 1.6.13.3 of the

PWS.

(2) Army print jobs by regulation are routed through the Army Publishing Directorate. If they can not assist or provide services with concurrence and if needed, the contractor would be reimbursed for any print jobs through the ODC. See PWS section 5.1 Basic Services and 4.1.

8 80 4 4.3 How many pieces of each item are required (scanners, typewriters, workstations, work benches, etc.)? Are computers provided as GFE? If so, how many?

Computers are NOT provided for offsite personnel. The contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

For onsite personnel, see question PWS Section 3.4.

9 80 4 4.3 Please clarify the need for typewriters and barcode scanners. See revised Section 3.4.

10 80 4.3 Materials Clarification on Typewriters and Barcode Scanners: Does "typewriters" refer to computers in this context? Additionally, could you clarify the purpose and necessity of barcode scanners for this contract?

Please refer to question #9 above.

11 80 5 5.1 What transportation services are needed? How often? How far? How many people? Transportation services may apply to the transport of display, display popup, books, and handout materials to support an event, e.g. Public Affairs Forums support where banners or directional signs may need to be taken from the Pentagon to an alternative location within the National Capital Region.

At this time the frequency is unknown.

12 81 5 5.1 Will the contractor be responsible for the cost of printing documents? Is approved outside vendor printing reimbursed to the contractor?

Refer to question #7 part 2.

13 81 5 5.2.4 Is there a current dashboard in place? Which tools are authorized for use by the CIO- G6 and the Joint service provider for the dashboard? Is there a preferred software for this dashboard? How many users will need to access the dashboard?

Government is looking to revamp the dashboard and has the production/ implementation of a new dashboard as a deliverable. A new dashboard using the Government network systems, tools such as MS Office 365, and SharePoint all available and should house the improved dashboard.

ATTACHMENT C - AMENDMENT 0001

14 83-85 5 5.3.7; 5.3.7.1;

5.3.8; 5.3.10;

5.3.11; 5.3.13;

5.3.15.1

Are the reports published electronically or printed? If printed, how many copies/any specific binding/etc.?

Reports are published electronically, but a limited number of copies are printed and placed in binders for OCPA leadership; typically it is no more than 4-6 books.

15 83 5 5.3.7 Is there an average and/or required length of the on-demand/ad hoc, daily, weekly, and monthly reports?

Varies depending on the request but typically no more than 10 pages. Reports that include actual articles of interest tend to be longer reports.

16 84 5 5.3.10 Is there an average and/or required length of the monthly analysis report? Report is currently produced in a PowerPoint format and no more than six (6) slides.

17 84-85 5 5.3.11 Is there an average and/or required length of the in-depth assessment reports? Does the Government determine the topic for each report?

Government determines topic of each report and will plan that out at the beginning of the year through our Army Analytics Group; we are also producing an annual communication strategy that will have an assessments plan. Reports vary, but are usually no more than six (6) slides.

18 85 5 5.3.13 Is there an average and/or required number of poll reports? Poll Reports should be produced as necessary and determined within the planning working groups.

19 85 5 5.3.15.1 Is there an average and/or required number of periodic reports on social media analytics and trends?

Reports on social medial analytics and trends are usually accompanied with media rollups (news articles). The current contract provides a Sprinklr Social Listening Report;

average is 3-4 per month, but if there is a crisis or emerging activity, that number will increase.

20 87 5 5.4.6 How often do Medal of Honor engagement activities, meetings, and ceremonies/strategic engagements occur?

This varies as it's driven by the White House administration; there were two in 2024. See this website for history of MOH ceremonies:

https://www.army.mil/medalofhonor/?from=features

21 87 5 5.4.7 What is the location of the Army annual meeting? If offsite, are travel expenses reimbursed?

Association of the United States Army meeting is not Army hosted, but it does take place in DC. Contractor travel expenses are not reimbursed.

22 88 5 5.5.4 Is there an average and/or required length of each Communications Playbook? Is this published electronically or required to be printed? If printed, how many copies/any specific binding/etc.?

Communications Playbook is usually 10-12 pages and is pushed out electronically.

There is currently no requirement for printing these out.

23 88 5 5.5.6 How many SharePoint sites are to be managed by the contractor? Are the PA Portal and CPA Sends also part of the SharePoint or are these housed on another platform?

If so, which platform(s)?

There is only one (1) SharePoint site that is managed by the contractor and that's the Public Affairs Portal. The CPA Sends is housed on that platform after it's electronically transmitted by OCPA leadership to the Public Affairs Officers.

24 88 5 5.5.6.1 How many guides, presentations, and analytic information reports are required? Is there an average and/or required length of each?

We typically used two slides to provide an overview of the PA Portal that's pulled into our briefings. Analytics are requested monthly and this includes number of personnel that are going to the site and which materials are being viewed or downloaded the most.

25 89 5 5.5.6.2 How many webpages are a part of the workspace website? Is this the same as the SharePoint or another platform?

The workspace is the SharePoint site.

26 89 5 5.6.1 What is the average size of an outreach event? Ex. Number of participants, etc.

Where are these events typically located? Ex. Near the Pentagon, spread across the U.S., etc.

This information is not required to do the assessments.

27 90 5 5.6.1.8 What is the average and/or required number of social media posts required as part of the Outreach program?

Would coincide with outreach events listed in PWS 5.6.1 and 5.6.1.1

28 90 5 5.6.1.10 What is the average and/or required length of the After Action Report/storyboard? Is this distributed by paper in addition to electronic format? If printed, how many copies/any specific binding/etc.?

The After Action Report/Storyboard is typically one (1) PowerPoint slide and is distributed electronically.

29 91 5 5.6.2.3 How many think tank engagements are expected? Number of participants? Will there be space available at a Government facility to host these meetings if they are in person?

This varies year to year but usually 1-2 per quarter. These are usually executed on site at the think tank location/HQS.

30 92 5 5.7.1.5 Does the contractor need to procure audio-visual support from an outside vendor? No, OCPA has an audio-visual support directorate so the contractor would coordinate with them.

31 92 5 5.7.1.5 Are costs associated with invites, programs, signage, and a/v services reimbursable? The Government has an account with the Army Publishing Directorate so we would leverage that capability first before directing the contractor to purchase thru the ODC.

32 92 5 5.8.2.1 What is the estimated number of change requests to displays per year? Is the contractor responsible for covering the costs if items are broken or in disrepair due to no fault of the contractor?

There's at least one (1) change request each year and major overhauls every 3-5 years.

Costs to fix the display items should come from the ODC so contractor is reimbursed.

33 92 5 5.8.2.2 What is the estimated number of change requests to displays per year? Is the contractor responsible for covering the costs if items are broken or in disrepair due to no fault of the contractor?

There's at least one change request each year and major overalls every 3-5 years. Costs to fix the display items the are broken or in disrepair will be reimbursed through ODCs.

34 92-93 5 5.8.2.1; 5.8.2.2 (note: there are two sections labeled 5.8.2.2 and this question applies to both)

How often on average are exhibit updates requested to be made? Any historical data available?

Refer to question #33 above.

35 94 5 5.9.3 How many communication products are required? What is the average and/or required length?

There are four (4) x quarterly playbooks produced annually plus 2-3 special playbooks -these are PDF products with messages and supporting content and usually do not exceed 12 pages.

36 94 5 5.9.4 Will the cost of the Learning Management System be covered in the ODCs? How many users will utilize the system? Is there any existing solution in place as part of the current contract?

There is no cost associated with this. Multiple users will access the LMS as the content is housed on the Public Affairs Portal. There are also presentations that are prepared by OCPA's audio/visual directorate that may have embedded video for leader forums.

37 94 5 5.10.2; 5.10.3;

5.10.4

What platform is used for the Online Baseline Assessment (OBA)? What is the average and/or required length of the assessment? What is the average and/or required length of the summary?

We are currently using a PDF fillable format; the assessment is usually no more than two pages. OCPA already has a starting point and will share those products with the contractor during the onboarding process.

38 95 5 5.10.5 is any portion of the SOP currently automated? The SOP is an electronic document.

39 95 5 5.10.7 Does the Government provide access to the shared applications mentioned including

Sprinklr and Meltwater?

Any required tools would be provided by the government.

40 1 8 1 Will the government consider extending the submission deadline by one week? Yes, the Government is extending closing date from 20 December 2024 @ 12pm CDT to 14 January 2025 @ 12pm CDT.

41 113 (3) Volume III - Past Performance (Factor 2)

3 Discussion: Past Performance information described herein is required on the offeror and all subcontractors, teaming partners, and/or Joint Venture partners proposed to perform a significant portion of the proposed effort based on total proposed price.

Question: Can the Government specify what percentage of total proposed price it considers to be a “significant portion”?

Typically significant portion is greater than 25% of the work.

42 113 (3) Volume III - Past Performance (Factor 2)

1 Our team collectively has extensive experience in this field, and certain elements of the project were completed over three years prior to the solicitation date. Would it be acceptable to include this past performance in our submission, given that it demonstrates our capabilities, technical expertise, and experience in meeting the requirements of the PWS?

The Government will consider experience within the last five years to be recent.

43 114 (3) Volume III -

Past Performance (Factor 2)

(5) bullet 6 "A minimum of three (3) similar contracts and no more than five (5) contracts shall be provided as part of this submission."

Q: Will the government allow the offeror to count a single task order more than once if work was performed for multiple clients under one large task order? For example, the offeror has performed multiple, unique projects on behalf of EUCOM and NORTHCOM under one task order; each of these individual projects at EUCOM and NORTHCOM are similar in size and scope to this solicitation.

Yes, the Government will allow the offeror to count a single task order more than once if the work was performed for multiple clients under one large project, as long as the individual projects are similar in size and scope to this solicitation.

44 114 (3) Volume III - Past Performance (Factor 2)

(5) Submission Requirements

7 Will the government accept CPARS in lieu of PPQs when available? Yes, the Government will accept CPARS in lieu of the PPQs.

45 110 (e) 1 States: (e) Resume pages shall not be counted against the 30 pages allowed for Volume II. However, resumes shall be limited to no more than 5 pages.

Can the government confirm if each resume is limited to 5 pages or if there is a total of only 5 pages allowed for all 10 resumes that are required to be included?

On page 110, section e: Resumes are limited to 5 (five) pages per resume.

46 65 1.6.13 3 Are Key Personnel and SMEs synonymous? Do they comprise the entire project team?

SME changed to Key Personnel

47 65 1.6.13.3 N/a When Specialized Work Experience calls for "5 years demonstrated strategic/tactical/media communication level experience within the past 10 years," can the government clarify whether a minimum of 10 years of overall experience is required or is a minimum of 5 years of demonstrated strategic/tactical/media communication level experience alone sufficient?

No, 10 years of experience is not required. Contract employees should have five years of experience within the last 10 years.

48 66 1.6.13.3 1 Can you provide additional detail on the role of the Senior Researcher? Section 5.3 summarizes the overall duties associated with research, evaluation and assessment duties. The senior researcher/task leader will work with the government to oversee the assessments process and resulting products and reports.

49 66 1.6.13.3 1 Will the Senior Researcher be located offsite at a contractor or federal facility? Senior Researcher should be present onsite for meetings that are conducted in-person with OCPA senior leaders.

50 102 1.6.4.1 What NLT stands for? NLT stands for "No Later Than" 51 63 1.6.5 1 The RFP references that 11 seats are available offsite. What is the name and location of the offsite facility?

There are no more than 12 seats available at the Government facility (Pentagon), three offsite positions are recommended.

52 63 1.6.5 1 Please clarify “offsite.” Does this denote a combination of contractor and federal facility space?

Offsite means contractor area.

53 63 1.6.7.5 Storage Rules and Regulations

In Section 1.6.7.5 Storage Rules and Regulations (p. 63): Does the Department of the Army have a list of approved classified vendors we must comply with, or is there a specific vendor we are required to work with? Clarification will assist us in accurately budgeting for this requirement.

There are no classified documents related to this contract. This refers to any sensitive documents that would required to be stored under lock and key.

54 109 2. Proposal Format

1 States: "Offerors shall submit a sanitized electronic copy of their proposal via e-mail" Please verify if all volumes are to be sanitized or if only the Technical Volume should

be. If we are to sanitize all volumes, is there a best practice for performing this for Past Performance?

The Government only requires 1 (one) copy of the Technical Volume sanitized.

55 89 and

5 and Technical Exhibit 2

5.6.1/5.6.1.1 Please clarify the number of Army Outreach events on an annual basis. On page 89 within the PWS under 5.6.1, it states "up to twenty (20) events on an annual basis". On page 105 within the Deliverables Schedule under 5.6.1.1, it states "fifty (50) Meet your Army engagements each year".

Meet Your Army is no longer an initiative the Government OCPA pursues so the deliverable under 5.6.1.1 has been updated. Army Outreach has up to 20 events on an annual basis.

56 83-84 5.3.8 5.3.8-5.3.8.1 Clarification on Section 5.3.8: Section 5.3.8 outlines two shifts for providing daily news media reporting: Monday through Friday from 2200-0400 and weekends from 2200 Friday to 0400 Monday. Additionally, Section 5.3.8.1 requires weekend support (Friday through Sunday) to compile news media reporting and send a report covering 12-hour period from 1800-0600 to the OCPA duty officer. Does this mean that the weekend reports can be incorporated into or overlap with the Monday report due at 0530?

Yes, however the Monday report should be standalone. It can include stories of interest from the weekend.

57 83-84 5.3.8, 5.3.8.1, 5.3.9, and 5.3.9.1

To confirm, are all weekend support tasks and responsibilities outlined in Sections 5.3.8, 5.3.8.1, 5.3.9, and 5.3.9.1 assigned to the Senior Researcher (offsite)/Marketing Specialist role?

Not necessarily but that's up to the contractor on how they want to execute the deliverables.

58 84 5.3.9 and 5.3.9.1

5.3.9 and 5.3.9.1 5.3.9 and 5.3.9.1 – requires weekend support also to monitor breaking news on all news organizations websites and social media platforms in BOLO list from 0700-2200 Saturday and Sunday. To avoid duplicity of efforts can this be the same person required for 5.3.8 and 5.3.8.1.

Not recommended, but that's up to the Contractor on how they want to execute the deliverables. It's helpful to have a Media Analyst onsite so they are aware of issues/topics that are on the "Be On The Lookout" list.

59 86 5.4.2 5.4.2 It states The Contractor shall develop a minimum of forty (40) plans per year, however, up to sixty (60) plans per year may be required. Is this per campaign, because going over the SOW it does not reflect 40-60 campaigns.

No, the plans will be overall and not in support of each campaign. OCPA executes three-four larger campaigns each year in support of our lines of effort/storylines. Within those campaigns, there may be multiple communication plans and those require different content based on the magnitude and what audiences we are trying to reach.

60 105 5.5.4 The requirement for the Communication Playbook under section 5.5.4 states that the contractor shall produce a quarterly Communication Playbook. However, on page 105, it indicates that the playbook is required monthly. Could you please clarify the intended frequency for this deliverable?

There is a quarterly playbook, but Contractor may be asked to produce additional playbooks in support of key campaigns. This section has been fixed to state "no more than eight (8) playbooks per year".

61 92 5.8.2.1 5.8.2.1 States: Upon request, the Contractor shall make updates to the existing exhibit layout.

Updates occur when there’s a new MOH recipient and if the Chief of Public Affairs and/or Army Senior Leader requests a change to be made. MOH recipient content changes include the photo and citation. If the government requests updates to be made for the exhibit as a whole, the contractor shall submit three design recommendations (DI-MGMT-81605). Does this fall within the $150,000 ODC's?

Yes, this is part of the NTE ODCs each year.

62 108 Addendum to 52.212-1

(e) Will the Government confirm the 5 page limit for resumes is 5 pages per resume, not 5 pages total for all resumes?

See Response to question #45

63 115 Addendum to 52.212-1

-1 "Electronic versions of the price proposal shall be submitted in a format compatible with Microsoft Office (2007 or earlier)..." will the Government confirm this is the correct version of Office for compatibility?

Updated to Office 365.

64 108 Addendum to

52.212-1 B.1 Section B.1 states "The selection of a source for award purposes will be conducted utilizing Lowest Price Technically Acceptable (LPTA) source selection (negotiated) procedures..."

However, according to FAR 15.101-2(d)(1), “contracting officers shall avoid, to the maximum extent practicable, using the lowest price technically acceptable source selection process in the case of a procurement that is predominantly for the acquisition of….knowledge-based professional services.”

Question: Given that the Tasks in this requirement (such as 5.3. Communication Research, Analysis and Evaluation, 5.4 Communication Planning, 5.5. Communication Product Development, 5.7. Professional Development and Training, and 5.9.

Executive Communication Support) are professional knowledge-based services that are instrumental to OCPA's Communication Planning and Support Services requirement, will the Government consider utilizing a Best Value trade off evaluation process?

This is a contracting officer decision. The requirements have been clearly laid out in the PWS for the contractor to meet. The contractor must meet all technical requirements first. As such there, no trade off areas were identified.

65 N/a Attachment B Rates Breakdown Tab

Columns B, J, AH are labeled (Rates) and there are separate columns for Fully Burden Rate, is the Column (Rates) supposed to be used to show Direct Labor (DL) Rates?

Please see revised pricing matrix for definitions.

66 N/a Attachment B Total Evaluated Price Tab

The formula for the total for each base and option year (cells G11, G20, G29, G37, G45) are not inclusive of the third CLIN (Contract Manpower Reporting) in each year (0004, 1003, 2003, 3003 and 4003, respectively). Will the government allow modification to Attachment B pricing matrix to ensure all formulas are accurate in accounting for all information?

Please see revised pricing matrix.

67 N/a Attachment B Total Evaluated Price Tab

There are no formulas in the Total Price column for the second CLIN (Other Direct Costs) in Option years 1, 2, 3 and 4 (CLIN 1002, 2002, 3002 and 4002, respectively).

Will the government allow modification to Attachment B pricing matrix to ensure all formulas are accurate in accounting for all information?

Please see revised pricing matrix.

68 N/a Attachment B Base Year, Option Year 1, Option Year 2, Option Year 3, Option Year 4

The Attachment B Pricing Matrix does not currently have CLIN breakdowns for the Contract Manpower Reporting for any of the years. Would the government like this included in the appropriate tab for consistency among the other CLINS? Will the government allow modification to Attachment B pricing matrix to ensure all formulas are accurate in accounting for all information?

Please see revised pricing matrix.

69 N/a Attachment B Rates Breakdown Tab

Considering this is a firm fixed price contract, can contractors demonstrate price reasonableness and fairness by other means instead of providing direct labor, indirect and profit costs?

The cost break out is required in order for the Government to determine price realism.

70 N/a Attachment B Rates Breakdown Tab

If all detailed cost information is required, can subcontractors send this information directly to the government?

Yes, they should clearly identify which prime they are submitting under.

71 N/A Attachment B Pricing Matrix

N/A Would the government consider removing the cost details (Fringe, Overhead, Profit) from Attachment B Pricing Matrix specifically the Rates Breakdown tab, given that this is a firm-fixed-price (FFP) contract and the evaluation should be on the total price rather than individual cost elements?

See response to question #69.

72 108 B 1 Regarding the LPTA rating, how are LP and TA individually weighted? The offerors technically proposal must be found technically acceptable in all areas and past performance deemed acceptable in order for price to be considered. LPTA does not provide for weighting of the technical proposals.

73 87 Communicatio n Planning

5.4.4 How many meetings or planning symposiums are anticipated per year? OCPA has aimed to execute 8-10 virtual PA forums each year but will scale that back in the years where we do an in-person symposium. We are currently looking to execute an in-person PA Forum in 2025; in person PA Forums will only be executed every 2 years but that depends on OCPA leadership guidance.

74 94 Communicatio n Product development

5.9.2 How many videos are anticipated each year? We update our executive training curriculum at least once per year but in the PWS, annotated up to two updates per year ensure video and visual & audible products are relevant, engaging and educational.

75 94 Communicatio n Product development

5.9.2 What type of videos is the government expecting the client to deliver (animated videos, live action, interviews, etc.)?

Videos would be in support of executive communication so will likely be animated videos.

76 107 Exhibit Workload Hours

Is maintenance of the displays to fall under the job description of the Exhibit Manager?

If not, who?

Yes, it is one of the task required.

77 66 General Information

1.6.13.3 What is the government's expectation for the Senior Researcher (offsite)/marketing specialist role when it states 'to include weekend"? Is this the only role that is required to support weekend tasks?

Contractor should determine their employee work schedules to meet deliverables.

78 9 Item No 3003 Per pricing chart CLIN item 004 the contracting manpower reporting – can you provide clarity as to what exactly this include.

Service Contract Report section has been added to the solicitation. See section 5.11

79 109 and

L.C Proposal Preparation Instructions and L.C.Proposal Content

Discussion: The proposal instruction section "Proposal Preparation Instructions" and "Proposal Content" are both indexed as C. This could cause confusion when developing a cross-reference matrix.

Question: Will the Government please revise the indexing to reflect the following: L.C.

as Proposal Preparation Instructions and L.D as Proposal Content?

"Proposal Content" on page 111 has been corrected from C to D to prevent confusion for evaluation.

80 117 and

M.D.3 Factor 2

- Past Performance and M.D.3 Factor 3 - Cost/Price

Discussion: The proposal evaluation section "Factor 2 - Past Performance" and "Factor 3 - Cost/Price" are both indexed as 3. This could cause confusion when developing a cross-reference matrix.

Question: Will the Government please revise the indexing to reflect the following:

M.D.3 as Factor 2 - Past Performance and M.D.4 as Factor 3 - Cost/Price?

On page 118, 3. Factor 3 - Cost/Price has been corrected to 4. Factor 3 - Cost/Price" to prevent confusion for evaluation.

81 N/A N/A N/A Could the government extend the proposal due date? We respectfully request 5 business days post-amendment, so Offerors have adequate time to adjust responses based on the answers that the government provide to Offeror questions.

Refer to response for question #40.

82 N/A N/A N/A Is there an incumbent for this work? If so, who is the incumbent? Crux DCG, LLC is the incumbent.

83 N/A N/A N/A Would the Government be open to aligning this bid with a GSA vehicle? This would help streamline the process and avoid the need for detailed cost breakdowns and other associated requirements.

Based on the SDVOSB set aside more competition is anticipated through SAM.gov.

84 81 Organizational Processes

5.2.3 Does the government have an existing enterprise project management tool? Yes, Smartsheet, however this PWS calls for a solution that is readily available using tools provided and inline with the government provided tools such as MS365.

85 91 Professional Development

5.7 Does the vendor have to provide speakers and location for the professional development and training forums?

Yes, contractor will be expected to coordinate speaker support both for virtual and in-person forums. We've adjusted the PWS (5.7.1.2) to reflect the coordination of speakers.

86 p. 74 of

PWS 1.6.22.1 Planning The solicitation states "the detailed schedule (no longer than 3 weeks for transition)" however in the preceding section (1.6.22.1) states a 30 day transition?

It usually takes 10-14 days for building access and ability to log onto government computers; some transition can happen but it won't be face to face. Ideally there's three weeks of in-person transition in the Pentagon.

87 p. 81 of

PWS 5.2.4 Does the government currently have an online dashboard which provides a public affairs common operating picture that provides information across the organization and informs communication strategy. If so, what software, applications and/or other technologies does the government currently use to power the dashboard? What authorized tools by the CIO-G6 and the Joint service provider currently exist which can be used to support his requirement?

Please refer to question 13.

88 p. 87 &

PWS 5.5.1

Communication Product Development

What is the estimated number of communication media products to include social and digital media infographics, video and animations the contractor will be required to create per year?

The Government focuses more on social and digital media vs. videos and animations, however an estimated 25-35 will be required per year.

89 p. 88 &

PWS 5.5.1

Communication Product Development

The PWS states “The Contractor shall also manage the Public Affairs Portal.” Could the government provide more detail on the scope of “manage the Public Affairs Portal”, i.e. does this include backend coding, page design, security etc. OR is this requirement primarily managing content on the front end or both? On what web platform is the portal built? What applications does it integrate? Is there a 24/7/365 maintenance and upkeep requirement for the contractor in managing the portal?

The Public Affairs Portal is a SharePoint site and integrated with Army 365. The management of the portal is mainly upkeep and maintenance although new pages within SharePoint may need to be created. No backend requirements with SharePoint as that's managed by G6. No 24/7/365 maintenance is required.

90 p.80 of

PWS 4.1 The solicitation states “the contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. The Contractor Shall furnish everything, to include printing, publications and photos, etc. required to perform their tasks in the PWS. The printing of all documents shall be IAW with AR-25-30.” Is it accurate to interpret this as requiring the contractor to bear the cost of all printing association with delivery of this contract?

Please refer to question 31.

91 p. 85 of

PWS 5.3.13 Does the government currently pay for subscriptions to poll sources? If yes, will the contractor have access to these? If no, is the government seeking to obtain a paid subscription (vs. public data) through this contract?

No, the government does not currently pay for subscriptions to poll sources. Part of the planner research process is to collect information from polls and/or surveys that mention the Army or would be helpful in how the Army can reach internal and external audiences.

92 P. 85 of

PWS 5.3.15 Does the government currently use a media monitoring software/tool? If yes, can you provide the name with the software and if the government is content with the outputs/performance or are they looking for a new solution?

Yes, Sprinklr. However, the contractor can recommend additional tools.

93 p. 98 of

PWS 5.2.4 PRS # 1 (PWS 5.2.4) The Contractor shall develop a dashboard to provide a public affairs common operating picture that provides information across the organization and informs communication strategy. The contractor shall develop dashboard recommendations for OCPA leadership approval. When does the government want the dashboard complete as part of the phase in phase?

Please refer to question 13.

94 65 PWS 1.6.13.3 Key Personnel Can you confirm if all key personnel must be on-site at the Pentagon, or are remote/hybrid work arrangements acceptable for certain positions?

All key personnel must be onsite except for the offsite recommended positions. See 1.6.13.3.

95 74 PWS 1.6.22 Phase-In/Phase- Out

Will the Government provide access to the incumbent contractor's personnel or documentation during the 30-day phase-in period to ensure a smooth transition?

That is a contractor to contractor issue. The incumbent is required to conduct full performance during the transition phase.

96 63 PWS 1.6.7.5 Storage Rules Are there specific DoD storage locations already identified for Controlled Unclassified Information (CUI)?

Our offices are locked up after the duty day; during the duty day, OCPA workers have desks that have cabinets and drawers that can used to store CUI materials.

97 86 PWS 5.4.2 Communication Plans

Are there specific templates or formats for the communication plans that the contractor must follow, or are we allowed to propose our own methodologies?

OCPA has a standard communication plan template that's located on the public affairs portal.

98 87 PWS 5.4.6 Medal of Honor Will you provide specific guidelines or templates for developing Medal of Honor recipient profiles, biographies, and battle narratives?

Yes, the Government team will provide the SOP and applicable guidelines and/or templates for all MOH support.

99 89 PWS 5.6.1 Outreach Support Are there any specific geographic areas or demographics that should be prioritized for outreach engagements under the "Meet Your Army" initiative?

We are not executing the Meet Your Army initiative any longer. The PWS section has been updated.

100 92 PWS 5.8.2.1 Exhibit

Management Will the Government provide access to existing exhibit designs or materials for updates, or will the contractor need to start from scratch for exhibit updates?

Pentagon exhibits are already in place so contractor is expected to work with the Government to coordinate updates. Contractor will have access to the exhibits, but depending on the nature of the work, the Contractor may be required to coordinate efforts with Pentagon Building Management (Washington Headquarters Services).

101 93 PWS 5.9 Executive Support Are there any specific software tools or platforms required for creating multimedia content for executive communication support, or can the contractor propose their own tools?

Contractor can propose their own tools. OCPA also has a MULTIMEDIA VISUAL INFORMATION DIVISION so usually work with them to develop video products.

102 p. 65 of

RFP 1.6.13.3

Contractor Personnel Qualifications

The Request for Information that was released in October included a column in this matrix that included "Security Clearance During Contract Performance" with all positions classified as "Secret". Because this column has been removed, are we correct to assume that Secret Clearances are not required as part of Personnel Qualifications?

Secret clearances are not required.

103 p. 82 of

RFP 5.2.7. The solicitation states: "The Contractor shall support the establishment of efficient and collaborative meeting workflows utilizing tools which integrate with Microsoft 365 to drive the communication process from research to planning to execution to analysis."

Are we correct to assume that this system and workflows does not currently exist? If it currently exists, is the government looking for the contractor to develop a new one?

The current system needs revamping to ensure compatibility with Microsoft 365.

104 p. 82 of

RFP 5.2.8. Solicitation states: "The Contractor shall support the establishment of consistent planning frameworks following industry standards to guide the development, execution and analysis of communication goals." Are we correct to assume that these planning frameworks do not currently exist?

OCPA has a governance process to guide these discussions but there is room for efficiencies in accordance with industry best practices.

105 p. 83 of

RFP 5.3.8. Can the government elaborate on what it means by "cross-referenced with the DoD Morning News of Note."?

Ensuring the Army report complements the DoD report - this could be including DOD stories with Army equity or news of interest to Army Senior Leaders.

106 p. 85 of

RFP 5.3.12. The solicitation states: "The Contractor shall establish a database system that facilitates the efficient capture, storage, and dissemination of organizational information." Are we correct to assume that this database system does not currently exist? If it is a current database/system, is the government looking to have the contractor develop a new one?

Please refer to question 13.

107 p. 85 of

RFP 5.3.15.2. Solicitation states: "The Contractor shall maintain a database of analysis and trending topics of all DoD owned and operated digital and social media platforms and channels including but not limited to web (defense.gov), Facebook, Twitter, Instagram, Flickr, and LinkedIn." Can the government specify what is meant by "all DoD owned and operated digital and social media platforms."?

This applies to the Army owned platforms, e.g. Army Facebook, Army X, Army Linked In, Army Instagram, etc. PWS has been updated to reflect Army owned platforms vs. DOD.

108 p. 116 of

RFP 2. Factor 1 – Technical Factor.

b. Subfactor 2 - Staffing Plan/Key Personnel Qualifications and Experience

i. Submitted resumes

Can the government confirm that while it is requesting 11 key personnel resumes for submission, only "the resumes for the PM, AltPM and Senior Researcher/ Research & Assessment task lead will be evaluated for necessary background, skills, capabilities, education requirements and technical experience that meet the standards outlined in the PWS paragraph 1.6.13" where section 1.6.13.1 lists the 10 Key Personnel?

Resumes are requireed for all Key Personnel, See update to PWS 1.6.13 and revised Technical Exhibit 3.

109 p. 69 of

RFP 1.6.17 Contractor Travel

Can the government confirm that the personnel with "Offsite" designation do not need to attend in person meetings/events in the NCR?

Offsite personnel do not need to attend meetings in person, but shall participate in meetings via MS Teams or by telephone.

110 p. 78-79 of 120

RFP 3. Government Furnished Items and Services

Would the government provide an itemized list for the GFP, GFE, GFM which will be provided?

There is no specific GFP as outlined in Section 3 of the PWS.

111 p. 84-85 of 120

RFP 5.3.11

Communication Research, Analysis and Evaluation

Will assessment reports be provided for the past 5 years? The awarded Contractor can be granted access to Assessment Reports after award.

112 p. 86 of

RFP 5.3.15.5

Communication Research, Analysis and Evaluation

Will the government identify what the “existing strategic planning systems” being used are?

See revised PWS section 5.3.15.5

113 p. 110 RFP e Can the government confirm the page limit for resumes is 5 pages for EACH resume, not 5 pages total?

Please refer to the response for question #45

114 pg. 112- 113 & p.

116-117 of 120

RFP/PWS Instructions / Evaluation 2 Volume II - Technical Volume (Factor 1)

Can the government confirm the management approach Transition Plan and Management Controls/Quality Control Plan (QCP) is not to be evaluated as part of the proposal response? If it is can the government consider increasing the page limit for the technical volume?

The Government will evaluate the transition plan under Subfactor 2 ii.

The Management Controls/QCP will not be evaluated as part of the proposal as it will be a deliverable after award.

115 pg. 112- 113 & p.

116-117 of 120

RFP/PWS Instructions / Evaluation 2 Volume II - Technical Volume (Factor 1)

Can the government confirm section 5.1 (Basic Services) and 5.2 (Organizational Processes) is not to be evaluated as part of the proposal response? If it is can the government consider increasing the page limit for the technical volume?

PWS Section 5.1 is general services. The Government will evaluate 5.2. See revised Addendums to 52.212-1 and -2.

116 P. 4 Section SF 1449 -

CONTINUATI

ON SHEET

ITEM NO 0003 "The Government provides a Not to Exceed (NTE) amount for this CLIN of $200,000.00 and will provide funding as needed. Travel/ODCs shall be conducted in accordance with paragraphs 1.6.17. and 1.16.18 in accordance with the Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46." Would the government like contractors to include $200,000 as a placeholder for the ODC total price amount for each year in the Attachment B Pricing Matrix?

The contractor need not propose on the ODC CLINs. A Government Not to Exceed Plug number will be added for all ODCs.

117 102 Technical Exhibit 2

All Please clarify whether the number of copies in in reference to paper copies or in reference to the medium/format listed (ex. multiple copies of an e-mailed electronic file)?

See revised Deliverable table.

118 66 Contractor Personnel Qualifications

Flexibility in Job Descriptions and Titles: Are we allowed to streamline and restructure the job descriptions and modify the titles to better align with our organizational structure and personnel capabilities, as long as we meet the requirements outlined in the solicitation?

Yes, as long as there is a crosswalk with their job title and what we are asking for.

119 p. 3 & 11 of 120

Section SF 1449 - Continuation Sheet & Delivery Information

Item # 0001 and 0002 are a 30-day "Phase In" and 11 months of "Communications Planning & Support (Labor)", while CLIN 0001 on page 11 includes a 13-month POP (1/3/2025 through 2/2/2026). Should Item # 0002 on page 3 be a quantity of 12 months instead of 11?

CLIN 0001 on page 11 is 1 month (4 Apr 2025 to 3 May 2025) and CLIN 0002 is 11 months (4 May 2025 to 3 Apr 2026_ for a total PoP of 12 months for the base year.

120 109 Section L, C.2 (a) Discussion:

The proposal format states:

2. Proposal Format

(a) Offerors shall submit a sanitized electronic copy of their proposal via e-mail. 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/. A timely request for a DoD SAFE Password must be sent to the Contracting POCs. Once request is received, an email will be sent allowing access to upload documents to the DoD SAFE site.

Sanitized copy means that the entire volume content (except for the cover page) should be sanitized from company’s title, logo, and or any identifying markings.

Questions:

Will the Government please clarify the format for sanitization? Does the Government want the submission to be Redacted (all company names/titles, logos, or identifying markings obscured/blacked out and all identifying metadata removed) OR does the Government want the submission Sanitized (all company names/titles, logos, or identifying markings generalized as "Company" and all identifying metadata removed)?

Does the Government also desire a non-sanitized copy of the submission?

The Government is requesting one sanitized technical volume only. Sanitize means all company names/titles, logos, or identifying markings generalized as "Company" and all identifying metadata removed if required. The intent is to all for an unbasised technical evaluation based on any company recognition.

121 107 Technical Exhibit 3

N/A In the current RFP, the estimated level of effort provided by the government to cover the entirely of the scope of work is 10 FTE. However, the contract awarded in 2021 has the same scope of work and has about 15 FTE – a 30% variance. Would the government please clarify this variance by taking measures such as (1) increasing the estimated hours to cover the current RFPs scope of work or (2) reducing the scope and deliverables to be commensurate with the estimated 10 FTE?

See revised Technical exhibit 3 that aligns with current level of effort. This is provided for historical information. The contractor shall propose its level of effort to meet the requirements of the PWS outlined in its staffing plan.

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