Attachment 5_RFQ Questions and Answers 10FEB2025.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- W912CN-25-Q-0010
About this file
This is a Questions and Answers document for RFQ W912CN-25-Q-0010 for Family Advocacy Program Prevention, Education, and Outreach services. The Q&A clarifies that this is a performance-based requirement with a larger scope than the previous contract, which had a total value of $1,363,425 for the base plus 4 option years.
Key details revealed include: proposals must be submitted as four separate documents (technical approach narrative limited to 10 pages, pricing sheet, signed solicitation, and relevant work experience); past performance is limited to 3 years with no extensions; FAST training will be conducted in-person in San Antonio for 5 days with contractor-funded travel; marketing materials will be provided by the government; the anticipated award date is before March 1, 2025 to allow for transition; and local travel in Hawaii between military installations (including Schofield Barracks, Fort Shafter, Joint Base Pearl Harbor-Hickam) must be included in the firm-fixed price. While historical staffing levels included 4-5 Social Service Specialists/Educators, bidders must determine their own staffing approach to meet requirements.
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Sheet1
| Question | Document | Page and Paragraph | Offeror's Question/Clarification/Concern | Government Response |
| 6 | PWS | NA | Are all the positions listed in the PWS currently filled? If not can the government advise which positions are vacant? | The referenced PWS paragraph lists the historical staffing levels for context. However, this requirement's scope is larger than the previously awarded contract. This requirement is a performance based requirement. The contractor is responsbile for conducting an analysis and determining how many personnel they need to staff in order to meet the requirements in the PWS. Historical training estimates are provided in the PWS to assist with this analysis. The staffing may be the same or different than the current contract depending on the contractor's approach. |
| 2 | PWS | P. 5, 2.5.1 | Personnel - can the government advise how many Social Service Specialist/Educators are currently providing services under the incumbent contract? As in the PWS, it states four to five. Are all these personnel currently FTE? | The referenced PWS paragraph lists the historical staffing levels for context. However, this requirement's scope is larger than the previously awarded contract. This requirement is a performance based requirement. The contractor is responsbile for conducting an analysis and determining how many personnel they need to staff in order to meet the requirements in the PWS. Historical training estimates are provided in the PWS to assist with this analysis. The staffing may be the same or different than the current contract depending on the contractor's approach. |
| 3 | PWS | P. 5, 2.5.1 | With the historical staffing levels, can the government advise if the services are able to be provided with four or five personnel? | Refer to the response to question 2. |
| 4 | Combined/Solicitation | NA | Will the government consider an extension since the due date falls on a federal holiday (President's Day)? | No, we are not able to provide an extension beyond the current solicitation close date. |
| 5 | Combined/Solicitation | NA | Would the government like all RFP responses factors (1-3) submitted in separate volumes or is one single document addressing each factor combined sufficient? | Separate Documents |
| 6 | Combined/Solicitation | NA | Will the government accept font size 10pt for graphics and figures? | Yes, that would be acceptable |
| 7 | Combined/Solicitation | NA | Aside from the two labor categories identified are there currently any other labor categories providing services on this contract? | Per Factor 1, paragraph C, the contractor shall propose labor catergories and their descriptions to meet the requirements in PWS Section 2.5. |
| 8 | Combined/Solicitation | NA | Does the government foresee an increase in the current case load over the course of the contract terms? If so, within which years and by how much? | The PWS outlines the Government's requirements. Historical trainings are provided in the PWS to assist in defining the requirement. |
| 9 | Combined/Solicitation | NA | Would the government extend the recent past performance requirement from 3 years to 5 years? | No. We are unable to adjust from three to five years for past performance. |
| 10 | Combined/Solicitation | NA | Will you accept the organizational chart in landscape in order to address the complexity of each roles/functions in reference to the PWS tasks? | Yes that would be acceptable |
| 11 | Combined/Solicitation | NA | Will the government consider removing the organizational chart with the assigned tasks from the page count? | No. It must be considered as part of the page count if submitted as part of Factor 1. |
| 12 | Combined/Solicitation | P. 6, Factor 1 c. | Is the government requiring resumes of key personnel? | No. The government will not review resume's during evaluation. Of note, resumes are required IAW PWS Section 2.5.4.2 during performance of the contract, but are not required as a response to this Combined Synopsis & Solicitation. |
| 13 | Attachment 2_WD 2015-5689 | NA | What WD Occupational code and title are the key personnel positions being cross walked to? | Per Factor 1, paragraph C, the contractor shall propose labor catergories and their descriptions to meet the requirements in PWS Section 2.5. |
| 14 | Combined/Solicitation | Page 11 | Within which factor would the government like the signed solicitation and all amendments? | Refer to Addendum to FAR 52.212-1 1(a)(1)(a)The contractor must sign and date the most current published Combined Synopsis and Solicitation Amendment. This is located on Page 1 of the Combined Synopsis & Solicitation in the table next to "CONTRACTOR SIGNATURE". |
| 15 | Combined/Solicitation | Page 11 | Within which factor would the government like the completed company information page? | Refer to the response above - this is page 11 of the combined synopsis and solicitation amendment. |
| 16 | Attachment 3 _Pricing Sheet | NA | Would the government like this form sent as a separate attachment? | Yes. |
| 1 | What was the previous contract award amount? | Total Base + 4 years = $1,363,425 | ||
| 2 | How many FTE were supported in the previous contract award? | The referenced PWS paragraph lists the historical staffing levels for context. However, this requirement's scope is larger than the previously awarded contract. This requirement is a performance based requirement. The contractor is responsbile for conducting an analysis and determining how many personnel they need to staff in order to meet the requirements in the PWS. Historical training estimates are provided in the PWS to assist with this analysis. The staffing may be the same or different than the current contract depending on the contractor's approach. | ||
| 3 | How many FTE are expected in this RFQ? | The referenced PWS paragraph lists the historical staffing levels for context. However, this requirement's scope is larger than the previously awarded contract. This requirement is a performance based requirement. The contractor is responsbile for conducting an analysis and determining how many personnel they need to staff in order to meet the requirements in the PWS. Historical training estimates are provided in the PWS to assist with this analysis. The staffing may be the same or different than the current contract depending on the contractor's approach. | ||
| 4 | How many of the FTE’s are currently staffed? | The referenced PWS paragraph lists the historical staffing levels for context. However, this requirement's scope is larger than the previously awarded contract. This requirement is a performance based requirement. The contractor is responsbile for conducting an analysis and determining how many personnel they need to staff in order to meet the requirements in the PWS. Historical training estimates are provided in the PWS to assist with this analysis. The staffing may be the same or different than the current contract depending on the contractor's approach. | ||
| 5 | Are the fees for marketing and materials (pamphlets, brochures, handouts etc.) expected to be included in this quote or will this material be sent us free of charge to distribute? | Marketing and Materials are paid with OSD funds and provided from the requiring activity | ||
| 6 | “Family Advocacy Staff Training (FAST) via the FAST Distance Learning course within 90 days from providing services under this contract. The contractor shall also attend the FAST resident course within one year from providing services under this contract.” Are these trainings virtual. If travel is required, can you share the following | These trainings are in person | ||
| a. Is travel expected to be included in this RFQ or will it be billed separately | KTR is responsible for travel to San Antonio for training. Include with RFQ. | |||
| b. Historically what city and state was the trainings held in? | San Antonio, TX | |||
| c. Historically how many days were the training? | 5 training days | |||
| d. Are the virtual training courses free for the employee is there a registration fee? If so, what was the amount? | Courses are free for employees (centrally funded), travel to San Antonio is at the cost of the contractor. | |||
| 7 | “2.7 Travel: Travel to other government facilities or other contractor facilities may be required. All travel costs incurred is the responsibility of the contractor” Is mileage reimbursement billable? If historically how many miles are expected per position? | This should be built into the Firm Fixed Price quote provided by the contractor. | ||
| 1 | Combined/Solicitation | Factor 2 | Would the Government consider increasing the work experience recency timeframe to 5 years? Through no fault of Contractors, the COVID pandemic halted many contracts that would have extended into the current three-year timeframe. | No. We are unable to adjust from three to five years for past performance. |
| 2 | Attachment 1 | PWS | Could the Government please provide the applicable SCA Occupation Code for the Social Service Specialists/Educators? | Per Factor 1, paragraph C, the contractor shall propose labor catergories and their descriptions to meet the requirements in PWS Section 2.5. |
| 3 | Combined/Solicitation | FAR/DFAR Provisions and Clauses | The Government has included FAR clause 52.222-42 by reference. Can the Government please provide a fully completed version of the FAR clause 52.222-42? | This clause will be fully completed for the award, which will be based on the contractor's response to the combined synopsis & solicitation. Refer to the response to the question above. |
| 4 | Combined/Solicitation | Solicitation/Offeror Requirements | The Government has indicated that the Technical Approach Narrative should be no more than 10 pages. Can the Government clarify what counts as a page (title pages, table of contents, pricing sheet, etc.)? | Per page 5, Factor 1, paragraph 1, The narrative shall be less than ten (10) pages in length (this does not include cover sheets or table of contents). The narrative for Technical Approach is separate from the submission requirements for the Pricing Sheet, Signed Combined Synopsis & Solicitation, and Relevant Work Experience. |
5 Combined/Solicitation Solicitation/Offeror Requirements Could the Government please clarify the number of separate documents or volumes they would like Offerors to submit? The offeror shall submit a total of four (4) separate documents consisting of:
a. OFFER SUBMISSION
| (1) | Offer shall consist of, at a minimum: |
| a. | Signed and dated Combined Synopsis and Solicitation with all pricing, to include options. The contractor shall complete the last page with contractor information. The contractor shall submit and sign the most current published Amendment, if applicable. |
| b. | Completed Pricing Sheet. The attached pricing schedule (Attachment 3_Pricing Sheet) shall be submitted fully completed and error free. It shall contain the vendor’s prices for the established Contract Line-Item Numbers (CLINs). Vendors shall provide pricing for the Base Period, Option Period One, Option Period Two, Option Period Three, and Option Period Four. Contractors shall not change the format in the Pricing Sheet. |
| i. | The vendor’s quote shall include complete and accurate pricing of all Contract Line Item Numbers (CLINs) identified on the pricing schedule. Each CLIN should include the unit price, as well as the total amount. All amounts shall be rounded to the nearest hundredth decimal place (i.e., $X.XX). In the event of mathematical errors, the unit price will be used as the basis for computing price. |
ii. Vendors shall indicate how long the quote is valid, as a minimum the quote shall be valid for 90 days.
c. Technical Approach Narrative. IAW addendum to 52.212-2, Provide a written narrative, no more than ten (10) pages, to address Factor 1 – Technical Approach: Management and Staffing Statement. To facilitate evaluation, the technical narrative shall provide the Government with reasonable assurance that the Quoter has the relevant technical capability required to meet the stated requirements and shall be prepared in a format consistent with the evaluation criteria for award set forth in this RFQ. The Technical Approach Narrative submission should be a stand-alone document containing all information necessary for the Government to perform a complete technical evaluation.
| d. | Relevant Work Experience. IAW addendum to 52.212-2, Provide a completed form (Attachment 4-Relevant Work Experience) to address Factor 2 – Relevant Past Experience. | ||||
| 6 | Combined/Solicitation | Solicitation/Offeror Requirements | Is it acceptable for Offerors to submit a single proposal document containing a signed and dated Combined Synopsis and Solicitation, a completed pricing sheet, a technical approach narrative, and relevant work experience? | The offeror shall submit a total of four (4) separate documents, not as a single combined document | |
| 7 | Combined/Solicitation | Solicitation/Offeror Requirements | The Government has indicated Offerors should include a signed and dated Combined Synopsis and Solicitation. Is the Government expecting the entire Combined Synopsis and Solicitation to be part of Offerors proposal? | ||
| Yes, the entire combined synopsis and solicitation should be part of the offerors proposal. | |||||
| 8 | Combined/Solicitation | Solicitation/Offeror Requirements | The Government has indicated Offerors should include a signed and dated Combined Synopsis and Solicitation. Is it acceptable for offerors to submit only the signed and dated last page? | No, please submit the entire copy of the last published Amendment to the combined synopsis and solicitation to verify that the offeror has viewed and received the most current information. | |
| 1 | PWS 2.5.2.1 states the contractor is responsible for any associated expenses required to attend the five-day FAST resident course. At what location is the course conducted? | San Antonio, TX | |||
| 2 | PWS 2.7 says that all travel costs incurred are the responsibility of the contractor. PWS 2.6.1 indicates there will be local travel to Helemano Military Reservation, Aliamanu Military Reservation, Fort Shafter, Fort Shafter Flats, Joint Base Pearl Harbor/Hickam, Camp Smith, and other locations to support mission requirements. In order to determine the estimated costs for local travel, industry needs to know the historical or estimated mileage required. Can the government please provide the estimated annual mileage required for local travel? | Historical travel requirements consisted of roughly the following, however this requirement is not limited to this travel: |
Schofield Barracks to HMR once a week 12.2 miles
Schofield Barracks to AMR once a week 37.2 mile
Schofield Barracks to Ft Shafter once a week 38.2miles
Schofield Barracks to Joint Base Pearl Harbor Hickam (JBPHH) twice a month 38.4 miles
| 3 | PWS 3.4.1.1 states the marketing plan needs to include brochures, flyers, posters, and pamphlets. It goes on to say that the marketing plan must address how the contractor will print, distribute, and restock the marketing materials at commonly used installations facilities. | Materials are included and provided from the requiring activity |
| a. Are all costs for brochures, flyers, posters, and pamphlets the responsibility of the contractor? | See question above | |
| b. Historically, how many brochures are required annually? | See question above | |
| c. How many flyers are needed annually? | See question above | |
| d. How many posters have typically been needed yearly? | See question above | |
| e. How many pamphlets, on average, are distributed annually? | See question above | |
| f. Are there any specific requirements for the brochures, flyers, posters and pamphlets, such as sizes and being in color? | See question above | |
| 4 | To get the most cost-effective solution for the government, would the government consider providing a Travel/ODC CLINs with a plug number? | No Travel/ODC CLINs provided |
| 5 | Do personnel performing services on this contract require a mobile phone? | No |
| 6 | PWS 2.3 states, “The contractor shall have key personnel on board, during the first day of the transition period.” The transition period begins on the first day of the Base Period, 25 March 2025. Since it is the government’s intent to have all six (6) Key Personnel on board on the first day of the Base Period, will the government award the contract by 1 March 2025 to give proposed contractor personnel ample time to put in their resignation notices to their current employers? | It is our goal to award prior to that date |
| 7 | Attachment 4 - Experience Information Sheet, section 3 has a field, “Provide detailed information of the service performed. Include explanations of any performance problems, issues, or conflicts and the resolution. Offerors are encouraged to provide pictures or other descriptive information. Offerors should provide specific details as to how they approached the service: Food Operations, Food Facilities and Equipment, Water Portability, Cleaning and Sanitizing, Pest Control, Employees, Food Defense, and Food Handling”. These services do not appear to alight with the requirements of the PWS. Could the Government please provide an update Experience Information Sheet? | See updated Attachment 4_Relevant Work Experience 31JAN25.pdf |
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