W912HQ21R0002_QuestionsandAnswers_4-16-2021.pdf

Water Resources Analytical and Professional Support Services

The Institute for Water Resources (IWR)

Solicitation Number W912HQ21R0002

RFP Clarification Questions & Answers

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L 68 Question 1: Page 68 ‘Proposal Requirements’ includes a digital copy, listed as 1

CD/DVD. Will USACE accept flash drives?

Answer: No, per USACE’s IT policy, we cannot accept flash drives.

PWS &

Section C

17 & 75 Question 2: In Section 1.2, a comment is made that while Navigation is part of this scope, most of that type of support will come through another contract (IWR’s

Navigation IDIQ). However, on p. 75, Factor 2, it is noted that key personnel will be evaluated according to expertise in 3 technical areas: navigation, decision support, and future directions.

Commentary: The directions at the bottom of p. 75 place emphasis on navigation that is likely unintended. This could be typographical in nature. It seems appropriate to feature personnel experience covering a broader range of experience; perhaps reference to 1.2 Scope would be appropriate.

Answer: This was a typo. An amendment will be issued to remove the specific emphasis on navigation, but keep it as a factor, as Navigation is one of the main mission areas of the Corps of Engineers and as such, is part of the Water Resources

IDIQ, which is designed to broadly cover all CW mission areas. The key personnel evaluation criteria will be corrected in the amendment.

C 19 Question 3: Under Section 3, on p. 19 reference is made to 1.3.

Commentary: There is no 1.3. It appears to be targeting Section 1.2. Please clarify.

Answer: You are correct. This should state Section 1.2. This will be corrected in the

Amendment.

L 69 Question 4: On the bottom of pg. 69, Tab B—Factor II Personnel Experience. The solicitation states offerors are to submit four resumes per labor category designated as key, and then further asks for letters of commitment. Do employees of the prime contractor need to submit letters of commitment?

Answer: Yes, employees of the prime contractor need to submit letters of commitment for the key personnel positions

L 71 Question 5: On pg. 71, letter “b. Subcontractor Table,” can IWR please define what is meant by a “first-tier subcontractor”? Is there perhaps a tier threshold based on level of involvement, e.g., over 5%?

Answer: Per FAR 52.204-10, a first-tier subcontract is defined as “a subcontract awarded directly by the Contractor for the purpose of acquiring supplies or services

(including construction) for performance of a prime contract. It does not include the

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Contractor’s supplier agreements with vendors, such as long-term arrangements for materials or supplies that benefit multiple contracts and/or the costs of which are normally applied to a Contractor’s general and administrative expenses or indirect costs.” It is not based on a level of involvement.

L 71 Question 6: Please see the Subcontractor Table (TAB E – Factor V - Small Business

Participation, Item b.). Given that this is an IDIQ, rather than a specific project-based scope, on what basis is the prime contractor to assign percent of commitment/work

(based on total contract value) when small businesses are, by nature, specialty firms?

Identifying the percent at the company level is not practical given the unknown nature of work assignments under this IDIQ. We request that the company level specification be relaxed.

Answer: The Government cannot relax this specification. Please base your percentages on your subcontracting goals and your SB letters of commitment

L 71 Question 7: Given the uncertain nature of actual work assignments within the IDIQ, would it be acceptable that letters of commitment to the Prime Contractor from potential small business contractors address commitment to support work under the contract for work within general topic areas. If no, what is the expectation of enforceable commitments for work that has not yet been defined by the Government?

Answer: Yes, letters of commitment for work within general topic areas is acceptable.

Cover Page 1 Question 8: Please clarify the submission time, which states 12:00 a.m. (midnight)?

Answer: The proposal due date has been extended to May 7, 2021 at 4:30 p.m. EST.

Cover Page 1 Question 9: Pending responses to Q&A, will the Government please consider a two-week extension of the deadline?

Answer: The Government cannot grant a two-week extension. However, the proposal due date has been extended by one week to May 7, 2021 at 4:30 p.m. EST.

L 68 Question 10: During the global pandemic, it is very common for federal government solicitations to accept electronic submissions. Will the Government consider electronic submission of proposals (e.g., DoD Safe)?

Answer: No. We will require hard copies submitted either via USPS or hand carried

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Number Questions to the HECSA Contracting Office.

L 69 Question 11: Resumes. According to the Instructions on TAB B – Factor II –

Personnel Experience (page 69), up to four (4) resumes may be submitted per labor category designated as key personnel. Could you please confirm whether this is four

(4) resumes total per each labor category designated as key or whether it is four (4) resumes per domain? The skill sets and expertise across domains are quite different and small companies may be putting forward a proposal on a limited set of domains, potentially causing inequality. For example, a company focusing only one domain will be able to show 12 resumes targeted toward that domain only, while a company putting together a proposal for all domains, allowing fewer resumes per domain.

Answer: We are requesting up to 4 resumes for the key personnel labor categories

(Senior Principal Investigator, Principal Investigator, and Project

Manager/Administrator).

Attachment

1 Question 12: Key Personnel Designation and Resumes. According to Attachment 2

(first paragraph) the following labor categories are considered key at a task order level: Senior Principal Investigator, Principal Investigator, and Project

Manager/Administrator. Do you also intend that Senior Analysts are key personnel?

If so, may we include resumes for Senior Analyst category as well?

Answer: Senior Analysts are not key personnel, so we do not require resumes for that labor category

L 71 Question 13: Small Business Participation. Are small business prime contractors required to submit a Small Business Participation Commitment plan? Answer: Yes, all offerors (including small business prime contractors) are required to submit a small business participation commitment plan

B 12 Question 14: Small Business. Is it allowable for a small business to submit a proposal for the portions of the RFP that are indicated as full and open? If yes, is it allowable for a small business to submit a proposal for only one of the two domains listed as full and open? If yes, is it allowable for a small business to submit a proposal for a portion of a single domain, for example say sections 3.1 and 3.2 and not 3.3 under

Domain 1? Answers: 1. Yes, small businesses can propose on the full and open portions of the RFP. 2. Yes, small businesses can propose on just one of the full & open domains. 3. Yes, small businesses can propose on just a specific task area under a domain.

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B 12 Question 15: Small Business. Does the government intend to award small business contracts by domain or as a whole? Say for example, could the government deem a small business qualified under Domain 3 (small business set aside) and issue a contract and not for Domain 1 and 2 (fully open portions), even if all are submitted in the same proposal as requested? Would the government consider awarding one domain but not another in a final contract? Answer: If a small business is qualified under domain 3 but not 1 or 2, the Government has the discretion to award a contract for that domain only. In other words, a contractor does not have to be qualified under all domains to receive an award.

L 69 Question 16: It is unclear which personnel positions will be considered key at the

IDIQ level. Factor II states offerors are to "propose Key Personnel for this requirement and submit up to four (4) resumes per labor category designated as key in

Attachment 2." However, Attachment 2 states "It is anticipated that certain labor categories will be designated as key personnel (Senior Principal Investigator, Principal Investigator, and Project Manager/Administrator) at task order. We recommend that the Government require key personnel to be designated only at the task order level and not at the IDIQ level. Please clarify. Answer: Key personnel will be designated at the IDIQ level. These positions will then flow down to the task order level.

L 69 Question 17: It is unclear which resumes the Government would like us to submit in this proposal. Can the Government confirm that it would like offerors to submit up to four resumes for each of the 3 LCATs listed in Attachment 2 as potential key personnel at the task order level (Senior PI, PI, and Program Manager)? Answer:

Please see question #11

L 68

Question 18: Would the Government consider submittal of only electronic documents and forgo the hard copy requirement given the volume of paper for four copies?

Answer: Please see question #10.

Cover Page 1

Question 19: Given the complexity of the RFP, would the government consider extending the deadline by 14 days given the comprehensive requirements for the proposal response? Please see question #9

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Question 20: If hand delivery of hard copy is required, what are the security and

COVID visitor protocols for accessing the facility where the documents are to be delivered? Answer: Offerors will need to provide notice to the Contract Specialist of their intention to hand deliver and the name of the company representative who will make the delivery at least one week prior to their visit so that a Visitor Access

Request (VAR) form can be submitted to HECSA Security. The company representative will need to present a current Driver's License at the Gribble Gate to access the installation. The representative must wear a mask and enter the front

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Officer on duty who will direct them from there.

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Question 21: The text should reference the specific part of the PWS, e.g., Section 3 of the PWS, not the entire PWS. Otherwise the Government is asking offerors to describe an understanding approach to all parts of the PWS to include "Invoicing

Instructions." Answer: We will update to state that it applies to only Section 3

Performance Requirements of the PWS

M 75

Question 22: Factor 2 states that key personnel should cover the "three prime technical areas of navigation, data and decision support, and future directions."

However, navigation, data and decision support, and future directions are not explicitly in the descriptions of PWS Sections 3.1 through 3.5. We recommend removing the phrase "three prime technical areas of navigation, data and decision support, and future directions" and referencing the PWS Major Section Headings in

Section 3. Answer: See Question #2

M

Question 23: Factor 1 states that the offerors proposal will be evaluated on 5 support needs including items that are identified earlier as SB domain. It states earlier that -

"Domain 3: Facilitation, Outreach, Communication, and Training Support, Set-Aside for only SBs" Please confirm that large businesses do not need to address the Domain

Area 3 in their proposals? Answer: That is correct. Large Businesses do not need to address Domain 3. Domain 3 will be set-aside for SBs only

Question 24: The text states section 2d states "Offerors shall submit all Government and/or commercial contracts for the prime offeror and each major subcontractor in performance or awarded during the past three years, from the issue date of this

RFP..." Does the Government want all contracts or just the submitted past performance examples? Answer: Just the past performance examples that are relevant to the efforts required by this RFP.

M 76

Question 25: Factor 4 states past performance will meet requirements on the three technical areas (navigation, data and decision support, and future directions) across the Corps of Engineers. However, navigation, data and decision support, and future directions are not explicitly in the descriptions of PWS Sections 3.1 through 3.5. We respectfully recommend removing the phrase "three technical areas of navigation, data and decision support, and future directions" and referencing the PWS Major

Section Headings in Section 3. Answer: See Question #2

Question 26: Section 2.c. states "The Government will focus its inquiries on the offeror’s (and major subcontractor’s) record of performance as it relates to all solicitation requirements, including schedule, performance and management of subcontractors. Major subcontractors are defined as members of an offeror’s overall team who are expected to perform twenty-five (25) percent or more of the proposed effort." However, Section 2 earlier states "References should also be provided for any

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Number Questions anticipated subcontractor to be used." Does the Government want Past Performance references for any anticipated subcontractor or just for offeror and major subcontractor(s)? This seems contradictory and we wouldn't be able to provide examples for all anticipated subs without exceeding limit of 5 past performance examples. Answer: The Government only requires for the offeror and major subcontractors (performing 25% of more of the work). The section mentioning any anticipated subcontractor will be amended.

C 19

Question 27: Given the nature of the work being performed with regards to the Study and Analysis requirements detailed in the PWS, we are concerned that there may be a potential Organizational Conflict of Interest (OCI) as defined in FAR 9.5 (Unequal

Access to Information) relating to future design and construction projects. Can the

Government clarify if there will be any OCI restrictions on downstream execution of design and construction projects resulting from the work performed on the awarded

IDIQ?

Answer: The Government does not believe any of the studies carried out through the awarded IDIQ will have any influence on design/construction projects for the Corps.

C 21

Question 28: Does this apply to the IDIQ or for the Task Orders? "5. For Contracts that Require an OPSEC Standing Operating Procedure/Plan. The Contractor shall develop an OPSEC SOP/Plan within 90 days of contract award." Answer: This is just standard language that is included in all of our PWS's. This contract does not require an OPSEC SOP/Plan.

L 73

Question 29: Volume II Factor VI is requesting the price narrative be separated by

Tab. Can the Government please confirm that we may submit the price narrative in

Word format. Answer: Word format is acceptable

I

Question 30: It is common practice among IDIQs, including the OASIS GWAC and

GSA Schedules, to allow task orders to extend five years from the date of award even if those orders include annual option periods that must be exercised. This enables the agency to reduce administrative costs and burdens of early recompetes and get the full benefit of awarded orders. To maximize use of this vehicle and awarded task orders, would the Government consider revising the last sentence of 52.216-22 (d) to read

“…provided, that the Contractor shall not be required to make any deliveries under this contract after 60 months from the expiration date of the contract.” We further recommend that the Government allow contractors to provide an annual rate escalation percentage in the IDIQ proposal that would be used after award for pricing task orders that extend into all the contract option years.

Answer: The Government will not revise FAR 52.216-22. The Government is not

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Number Questions prohibiting contractors from including an annual rate escalation in pricing. However as stated in B003 on page 12 "The fully burdened labor rate ceiling schedule included in Section J, Attachment 1 is binding on all future task orders and task order modifications. The Contractor may propose discounted rates when pricing future task orders and task order modifications in response to Task Order Request for Proposals

(TORFP) but may not propose higher rates than the ceiling rates."

Question 31: The Small Business Participation plan requires copies of Teaming

Agreements. Teams may be large and teaming agreements can be long and repetitive.

Will a copy of the first page and fully executed signature page of the Teaming

Agreements be sufficient to demonstrate commitment to each of our teaming partners? Answer: No. We will need the entire teaming agreement to sufficiently evaluate small business participation

Question 32: On page 75 of the RFP, Factor II Personnel Experience and Availability, the prime technical areas are listed as "navigation, data and decision support, and future directions". This conflicts with the PWS description of technical areas in 3.1 through 3.5. Please clarify. Answer: Please see question #2

M 75 Question 33: In reference to Factor 2: Are the 3 prime technical areas identified in the following sentence correct? “The offeror’s proposal will be evaluated to the extent that it demonstrates relevance of work experience of key personnel covering the three prime technical areas of navigation, data and decision support, and future directions and the appropriateness of education/expertise of key personnel.” If not, how will key personnel be evaluated? Answer: Please see question #2.

M 75 Question 34: In reference to Factor 1, will bidders for full and open contracts be evaluated for the performance work statement areas set aside for small businesses?

Answer: Please see question #23.

M 75 Question 35: In reference to Factor 2, are key personnel going to be evaluated for experience in navigation? Answer: Please see question #2

M 76 Question 36: In reference to Factor 4, does past performance need to show experience with navigation? Answer: Please see question #2

L 69 Question 37: In reference to proposal instructions for Tab A (Factor 1), do large businesses need to describe and demonstrates their technical understanding and approach to support areas set aside for small businesses? Answer: Please see question

#23.

L 69 Question 38: In reference to proposal instructions for Tab B (Factor 2), the instructions state “submit up to four (4) resumes per labor category designated as key in Attachment 2.” Does the government intend this to mean submit up to four (4) resumes for each of the following labor categories: Senior Principal Investigator, Principal Investigator, and Project Manager/Administrator? Please see question #11.

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L 69 & 68 Question 39: In reference to proposal instructions for Tab B (Factor 2): Do the resumes required on p. 69 count against the page limit on p. 68? Answer: No

L 69 Question 40 in reference to proposal instructions for Tab B (Factor 2): The instructions state “submit up to four (4) resumes per labor category designated as key in Attachment 2.” Our firm’s task order management approach is to have Principal

Investigators manage task orders they lead instead of separate Project

Managers/Administrators.” May we choose to submit any combination of 8 resumes for Principal Investigators and Project Managers/Administrators instead of 4 of each?

Answer: Yes, this is acceptable.

SF33 Box 9 Question 41: Please clarify the TIME that proposal submissions are due. Box 9 currently indicates that proposals are due by midnight (12:00 am) on 4/30/2021. This is effectively 11:59 pm 4/29. Did you intend for this to be NOON (12:00 pm) on

4/30? This would allow offerors to submit during the day on 4/30 if necessary.

Answer: Please see question #8.

K, L 47-60, 73 Question 42: Must offerors include a completed copy of the RFP’s Section K under

TAB C in Volume II? If yes, should this be provided in addition to or instead of the copy of their electronic Reps & Certs completed in SAM?

What Reps & Certs must be included in Volume II for any subcontractors, i.e., RFP

Section K, SAM, or both??

Answer: Yes. This should be submitted under Tab C in Volume II. This should be submitted in addition to the SAM electronic reps & certs. Please submit both for any subcontractors as well.

M 77 Question 43: Under Evaluation Approach, the Past Performance section states, “The

Past Performance factor will be used to make a determination of the level of performance risk associated with each offeror. Offerors should provide performance history and references to demonstrate satisfactory performance for at least three (3) prior or current contracts that are similar in size, scope and complexity to this requirement performed within the last three (3) years. References should also be provided for any anticipated subcontractor to be used.” Will the government waive this requirement for subcontractors and only require past performance references for the prime contractor?

Answer: No, the Government will not waive this requirement. References are required for all major subcontractors. Major subcontractors are any subcontractors performing 25% or more of the work

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L 70 Question 44: Does the government want past performance information on all proposed subcontractors or just on the prime contractor?

Answer: The prime contractor & major subcontractors

Cover Page 1 Question 45: If the government makes a significant change to the instructions or evaluation criteria (for example, changes to the key personnel evaluation criteria or instructions) will the government please provide a 10-day extension to the proposal due date?

Answer: Please see question #9.

1 Question 46: The level-of-effort respondents are being asked to price out has remained almost the same as the current contract (88,000 versus 87,000 hours).

However, the ceiling for the IDIQ has remained the same at $47M. Given that labor costs increase over time, most contractors assume a labor escalation rate of about 3% per year. So, a labor rate of $100 per hour in the first year of the prior contract (2016) would be priced at $113 per hour in the last year of the prior contract (2021). To stay within the contract ceiling, contractors would have to go back to charging $100 per hour for this labor category in the first year of the new contract (2021). This is a significant rate reduction of 13% which will likely limit the staff contactors are able to use on the contract. Given the fixed contract ceiling, would the government consider lowering the number of hours by at least 13% to account for labor cost escalation since the contract was last awarded in 2016?

Answer: The number of hours will be reduced by 11% to 78000. A revised version of

Attachment 1 “Labor Rates Pricing Schedule” will be included with Amendment

B 2-12 Question 47: The ODC and Travel CLINS listed on pages 2 thru 12 are listed as FFP.

Will the Government treat these CLINS as Cost Reimbursable in task order awards?

Answer: Yes, these CLINs will be cost reimbursable in the task order awards. This will be corrected via Amendment 0002.

M 75 Question 48: The evaluation criteria for Factor 1, Technical Understanding and

Approach, does not include information on how the offeror’s Multi-Disciplinary

Capability will be evaluated. Can the government please explain how Multi-

Disciplinary Capability will be evaluated as part of Factor 1?

Answer: The evaluation will focus on the Offeror’s:

• Current “Teaming”, “Partnering” or “Subcontracting” arrangements that support its ability to provide personnel with a wide variety of technical

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Number Questions qualifications and experiences, sufficient to support the requirements stated in Section C, 1.1 Mission.

• The Offerors methods for obtaining a qualified labor force with relevant experience for future task orders as they arise, including methods and plans for obtaining and retaining staff identified as “Key Individuals”.

M 75 Question 49: The evaluation criteria for Factor 1 includes the following language:

“The proposals shall include a comprehensive discussion of understanding of the requirement of the PWS and provide a detailed description of the approach to addressing the PWS that demonstrates an understanding of the technical disciplines required to successfully perform the PWS requirements. The offeror’s proposal shall demonstrate how the offeror would solve both existing and near term (5 years) future technical problems and issues for the Corps of Engineers and provide a brief discussion on future applications that could be used to accomplish the stated objectives of each task.”

In the past, these evaluation criteria were applied to very detailed sample task order responses, not the entire MATOC PWS, where each PWS area is very broad and, by its nature, much less defined than the tasks under a sample task order.

Would the government consider the following replacement evaluation criteria for Factor 1 which is more closely aligned with the proposal instructions:

“Technical Understanding and Approach: The offeror’s proposal will be evaluated to determine the adequacy of the offeror’s understanding and technical approach to satisfying the full scope of the support needs of IWR as outlined in base MATOC PWS in Section C of this RFP?”

Answer: The evaluation factor is revised to the following:

“The proposals shall demonstrate a comprehensive understanding of the PWS and provide a detailed description of the approach to addressing the PWS that demonstrates an understanding of the technical disciplines required to successfully perform the PWS requirements. The offeror’s proposal shall demonstrate how the offeror would solve both existing and near term (5 years) future technical problems and issues for the Corps of Engineers and provide a brief discussion on future applications that could be used to accomplish the stated objectives of each task.”

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Attachment

N/A Question 50: The current solicitation has a decrease in the average contract dollar per hour budgeted for this contract compared to previous IDIQ in 2015 (W912HQ-15-R-

0003), which will translate to the proposed labor rates. Is there an expectation that average labor rates would decrease relative to that budgeted 5 years ago?

Answer: Please see question #46.

L N/A Question 51: Is there a proposal validity period for Solicitation Number

W912HQ21R0002?

Answer: Please make the proposals valid for 120 calendar days from the extended proposal due date (May 7, 2021). This will be added to Section L Proposal

Submission

L 68 Question 52: Please confirm that the due date for physical delivery to U.S. Army

Corps of Engineers, Humphreys Engineer Center Support Activity, 7701 Telegraph

Road, Kingman Building, Room 1B01, Alexandria, VA 22315 is COB (5:00 PM

EST) April 30, 2021.

Answer: The address is correct. The due date has been extended to COB (4:30 PM

EST), May 7, 2021.

C 25 Question 53: Please confirm that all Labor Categories (LCATs) identified in RFP

Appendix A are exempt from Service Contract Labor Standards given RFP Clause (v)

52.222-52, Exemption from Application of the Service Contract Labor Standards to

Contracts for Certain Services—Certification (RFP page 50).

Answer: That is correct. All labor categories are considered professional services and are therefore exempt from Service Contract Labor Standards.

L 68 Question 53: Do resumes count towards the maximum page count (250 pages) of

Volume I – Factors I-V per RFP’s proposal submission requirements, specifically the table on page 68?

Answer: Please see question #39.

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L 70 Question 54: Regarding the RFP’s requirement to submit Past Performance

Questionnaires (PPQs) - TAB D, Factor IV - Past Performance, section ii; if the government client has a general policy of not completing PPQs, would the government accept a Contractor Performance Assessment Reporting System

(CPARS) rating from that client in lieu of a PPQ?

Answer: The Government will not accept a CPARS in lieu of a PPQ. Per page 70 of the RFP, “If the offeror is unable to obtain a completed PPQ from a client for a contract(s) before proposal closing date, the offeror should complete and submit with the proposal the first page of the PPQ, which will provide contract and client information for the respective contract(s)”. CPARS can be submitted in addition to the PPQ but not in the place of a PPQ.

L 68 Question 55: Due to current COVID variants and conditions, the physical delivery of the proposal requires gathering of personnel to prepare and ship the physical hard copy and has the potential to expose COVID-19 to personnel and work products, and cause unintended virus spread. For the safety and security of all contractor and

Government personnel involved, will the Government please remove the requirement for physical delivery and instead allow for electronic submittal of the proposal documents?

Answer: Please see question #10.

I 35 Question 56: The solicitation includes DFARS 252.204-7008 and DFARS 252.204-

2012, but none of the solicitation documents are marked Controlled Unclassified

Information (CUI). Is it the Government’s intent to provide CUI applicability on each

Task Order issued?

Answer: Yes, CUI applicability will be provided on each task order issued

L 68 Question 57: Do resumes submitted count towards the page limit for Volume 1?

Answer: Please see question #39.

L 68 Question 58: Do PPQs submitted count towards the page limit for Volume 1?

Answer: No.

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Question 59: In Attachment 2 – Labor Categories-Qualifications, there seems to be a discrepancy in the RESP for the #4 Project Manage/Project Administrator (PM), in which the role is titled as a PM, but the RESP describes a PA role. Please clarify the responsibilities for this role, as either a Project Manager (PM), or a Project

Administrator (PA) and which level of expertise is required / desired.

Answer: There is no discrepancy. This position calls for a PM who also has experience and qualifications as a PA. The person in this role will need to be prepared to perform as PM or PA depending on project requirements.

Cover Page

Question 60: Due to the potential delay between final questions and responses to them being issued, which pushes close to the current submittal date, we respectfully request a 2-week extension to process the responses and accurately refine our proposal and pricing to provide the most accurate proposal to the Government. Answer: Please see question #9.

Question 61: We respectfully request that the Government allow a period after all questions are answered to submit follow-up questions based on the Government's answers that may require additional clarification or generate new questions based on the answers given.

Answer: There will not be an additional question and answer period. As stated, in the

RFP, questions received after 14 calendar days from the solicitation issue date will not be answered. Please list all assumptions in your proposal. There will be an opportunity for clarifications during the source selection period.