Responses to _W912PF23Q0011_FAP Coordinator_20230316.docx

Family Advocacy Program (FAP) Education Prevention Coordinator Solicitation # W912PF-23-Q-0011

1. Incumbent.

Question 1: Is this a new requirement or is there an incumbent currently in this position?

Question 2: If there is an incumbent, can the Government please provide the current contract award number?

Response: This is not a new requirement. Contract Number W912PF-18-P-0010

2. Effort.

Question 1: What is the government’s estimate of the total number of work hours in a year required? A year is typically calculated as 2,080 hours. Eleven Federal holidays (88 hours) reduces this requirement to 1,992. A minimum of 10 days (80 hours) of vacation/sick time is typically authorized reducing it further to 1,912 hours. Please confirm or provide a number.

Response: Yes, the 1912 hours is correct Question 2: Can the government provide an estimated workload (in hours per month) for each of the required tasks? The Performance Requirements Summary in Technical Exhibit A states for example that “Contractor shall provide professional trainings/briefings for community organizations including, but not limited to the following topics: child abuse, teen dating violence, child sexual abuse, stress and anger management, positive parenting, positive couple’s communication and other FAP educational and training focuses IAW AR 608-18, Chapter 3, 3-2.” This does not say how many briefings are required, how long each should last, how much time is normally required for preparation, etc.

Response: No, the Government doesn’t have the estimated workload for each task. Briefings are done upon request. There are typically between 5 to 10 briefings per month with a minimum length of 15 minutes to no longer than an hour. Preparation depends upon the briefing topic and population.

3. Place of Performance.

Question: Can the Government confirm the place of performance? Is the place of performance at Camp Darby, Livorno or Vicenza? The CLIN Delivery schedule and the SF 1449 both name Camp Darby, but the PWS Place of Performance only indicates USAG Vicenza.

Response: See Amendment 0001

4. Instructions for Solicitation. Page 43 of the Solicitation states, “The quoter must provide Attachment 1 "Self-Certification for Antimafia" duly filled out.”

Question: This attachment is not provided with the solicitation. Can the Government provide the attachment or remove this requirement?

Response: See Amendment 0001

5. Qualifications for FAP Education Coordinator. Page 44 of the Solicitation states, “A minimum two (2) years of experience in family and children’s services or community organization, one of which is in Family Violence.”

Question: Does this mean that the candidate needs 1 year of experience specifically with family violence?

Response: The FAP Education Coordinator shall have a minimum of two years in either Family and Children’s services or community organization, but one of those years has to be in Family Violence.

6. Paragraph 1.9 & 1.9.1 Post Award Conference/Periodic Progress Meetings.

Question: Is the contractor required to attend in person or is teleconference/virtual authorized?

Response: The location of the Post Award Conference will be decided at contract award.

7. 52.217-9 Option to Extend the Term of the Contract pages 36-37 Question 1: Section (a) does not include a period of time in which the Contracting Officer may exercise the option. Can the Government please add the time period?

Question 2: Section (c) does not include a time period in which the total duration of the contract shall not exceed. Can the Government please add the time period?

Response: See Amendment 0001

8. Pricing.

Question 1: When quoting in Euros, what is the conversion rate the Government will use?

Response: The budget rate the Government is using is .0931 Question 2: Given the recent rapid changes in the Euro/Dollar exchange rate, when and how often will the Government adjust the conversion rate?

Response: The budget rates remains the same

9. Quality Control Plan. PWS 1.5.1 Question 1: Does the Government want a management structure physically located in Europe?

Response: This is a business decision by the contractor. The Government will not dictate where the management structure is physically located.

Question 2: Does the Government want a contractor representative that shall be available by telephone or email from 0800 hours to 1700 hours Central European Time?

Response: Yes, either by phone or e-mail.

10. Contractor Support Hours. PWS 1.6.4.3 Question 1: The solicitation does not specify if the contractor must provide a replacement or backfill if they are absent for an extended period for any reason. Is the contractor required to backfill the position when the selected candidate is on annual or sick leave?

Response: No.

Question 2: If so, at what time must a replacement be provided if the candidate is no longer able to perform their duties or absent for an extended period?

Response: A backfill will only be required once 10 days have been missed.

Question 3: The PWS states, “…The Contractor shall not exceed 10 days of absences during the Period of Performance.” Please clarify that this is the requirement for the entire period of performance or for each Base and Option Year. We recommend that this is per year as vacation and possible sick time will exceed this in the first year.

Response: The period of performance is for 12 months.

11. Background Checks. PWS 1.7.4 Question 1: Will a Host Nation local background check suffice to meet the requirement for the clearance?

Response: See Amendment 0001, the link has been corrected Question 2: The included link only includes documentation for “Local National Screening Program in Germany.” Can the Government please include documentation for Local National Screening in Italy?

Response: See Amendment 0001, the link has been corrected

12. Key Personnel. PWS 1.11. The PWS states, “The following personnel are considered key personnel by the Government: The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and a Contract Manager/Alternate Contract Manager, who shall act for the Contractor when the Contract Manager is absent, along with a Curriculum Vitae (CV) for each of these individuals, shall be provided in writing to through the COR to the Contracting Officer no later than five (5) working days after the contract award (D.012).” The PWS further states, “Qualifications for all key personnel are listed below:

Contract Manager and Alternate Contract Manager:

All Key Personnel: All employees are required to have the following qualifications:

Question 1: The way the verbiage is written, it can be interpreted that the Contract Manager and Alternate Contract Manager must be approved by the Government. This violates the non-personal services portion of the solicitation as the Contract Manager/Alternate Contract Manager are internal positions to the contractor. Please clarify.

Response: The PWS does not state that the Contract Manager/Alternate Contract Manager must be approved by the Government. The Government can request for key personnel i.e., Contract/Alternate Contract Manager to have certain qualifications that pertain to the requirement.

13. Question: Given the number of questions we have; would the Government consider extending the deadline for proposal submission?

Response: See Amendment 0001

14. The directions request that the price be quoted in Euro. Is this the case even if the company is U.S. based?

Response: See Amendment 0001

15. Instructions for what to include in Volume I - Required Documentation references an Attachment 1, Antimafia self certification to fill out and sign. Where can the bidder find this attachment? It does not seem to be included with the solicitation or included as a document on the sam.gov announcement.

Response: See Amendment 0001

16. Point 5 in instructions for Volume I - Required Documentation states the requirement to include the "solicitation and any amendments duly signed and filled out." Are these amendments simply referring to documentation requests outlined in other parts of the instructions? If not, there don't seem to be any amendments attached to the solicitation other than those already requested of the bidder in other points (such as points 1, 2, and 3 of the required documentation and documents requested in other volumes).

Response: An Amendment is any official change to the solicitation which is required to be signed and submitted with your proposal.