Vendor_Questions_(11_August).docx

Yellow Ribbon Reintegration Program Vendor Questions

1. Does the contractor need to have staff located at any of the 1 Air wing Locations?

Yes, at each ANG Wing.

2. Is there an estimation on how much staff will be needed by the contractor?

At a minimum one person at each Wing. It is up to the contractor for managing this contract.

3. Is there an estimation on how much travel will be required for the contractor?

Contractor Travel addresses purpose for travel, deployment operations tempo will determine travel requirements and will vary per ANG Wing. That is why there is a COST CLIN set for travel.

4. How many different Events are projected in total and within what timeframe and where so we can forecast:

Report to Congress for FY15 estimated 250 events, serving 11,600 Service Members for the ANG. Each ANG Wing will vary with regard to YR FY17 deployment requirements.

* How many visits we need to make for venue selection

Visits for event coordination efforts will vary. Venue Selection process is owned by ANG Wing Contracting Office.

* How much staff we will need for event coordination

Contract Management will determine staff based on size and complexity of event

* Travel Cost

COST CLIN set by the Government.

5. Can you provide more details as what this section translates in workload?

Workload will be determined by size and complexity of event, refer to 5.3 Task 2 Program Execution for further details

“5.1.1 The contractor shall provide coordination support responsibilities at the state/wing level throughout the three (3) phases of the deployment cycle: BEFORE, DURING and AFTER.”

6. With the understanding that the contractor needs to be present for the YRRP event is there is requirement for a certain number of staff to be present?

Contract Manager will determine staff requirement based on size and complexity of event

7. Section 1.4 Place of Performance page 60 of 90 - “The YRRP support services…will report to the FSS/CC…” What is the definition of the acronym FSS/CC?

FSS – Force Support Squadron and CC – Commander

8. 1.4.1 Operating Hours – “Contractor personnel are expected to conform to customer agency normal operating hours. However, command requirements may dictate flex hours to meet mission needs. There will be occasions to require nights and weekends. No overtime is authorized”.

· Question - Are YRRP events going to require travel? If travel is involved and these are SCA employees, it will be difficult to manage overtime hours.

Yes. It is up the contractor to manage this part of the services.

9. Section 1.13 Contractor Travel – Question – Does the COR publish a proposed annual events schedule for planning purposes?

The COR does not publish a proposed annual events schedule. This is established based on deployment tempo at each Wing.

10. 5.3.4 – “The actual cost of the event is not part of this contract. The contractor shall be responsible for providing plans for the event to include venue, attendees and equipment. Event plans and the event budget shall be forwarded to the COR for approval and a copy to the NGB/A1YRRP Program Manager for, event costs are funded separately by the ANG”.

· Question - Will the government be providing guidance on types of venues preferred and expected number of attendees well in advance of each event since local venues fill up fast and will need to be booked well in advance of the YRRP event?

The contractor will work with the Wing and ANG Contracting Office to develop the scope and requirement. These processes will vary per ANG Wing.

11. Section 5.4.10 – Are the NGB/A1 YRRP Program Manager and the A1S-YR Program Manager/COR the same person?

At this time the Program Manager and COR are not the same person.

12. Technical Exhibit 3 – Estimated Workload Data – Questions –

· Does this table refer to the number of YRRP events at each location – or to the number of FTEs?

This table refers to the number of ANG Wings in the 54 states and territories

· Will the government be providing additional information on the expected number and size of YRRP events at each location so that we can better determine required staffing support?

The Government cannot give out future deployment information at this time. Contract Manager will determine staffing requirements based on size and complexity of event when it is needed.

· Will the government provide the minimum required qualifications and expertise for each FTE position?

Contract Manager shall determine the minimum required qualifications based on paragraph 5.0 Requirements

13. Section 5.1.5 “The contractor shall be required to have a trained and dedicated management team to oversee the coordination of individuals and supporting agencies, monitor funding processes, and track and reconcile expenses”.

· Question - Is the offeror allowed to expense its management team - or is the offeror expected to provide this management team at no expense to the government?

As stated in the PWS a Contract Manager and alternate are required for this effort. This is up to the contractor how they intend to bid this contract.

14. Historically the employees providing YRRP support to the ANG Wings were called Wing Integrators. However, the RFP uses the term YRRP Support Specialists.

· Question – What is the correct name to be used for the contract personnel who will be supporting the ANG YRRP program?

The correct term shall be YRRP Support Specialist

15. Volume II Mission Capability – Factor I: Management Approach – Question - Is an Offeror required to provide a Management Organizational Chart?

The Government is looking for how the contractor is going to execute the whole program.

16. Volume III – Past Performance –Factor 2. – Question - Is there a limit to the number or relevant past performance references an Offeror can provide?

Three (3)

· Past Performance Questionnaire – See Attachment 3 – Is the Past Performance Evaluation Questionnaire Form identified on page 24 of 90 the same as Attachment 3 Past Performance Questionnaire?

Yes

17. Is there is an incumbent contractor performing this work right now?

Soft Power Solutions, LLC

18. Is the incumbent, if any, eligible to bid on the proposal as prime?

Yes

19. The wage determination number provided for OH-Rickenbacker ANGB, Columbus (2005-2417, revision 20) and OH-Springfield ANGB (2005-2419, revision 21) aren't available on the DOL wage determination website. Please provide the correct wage determination numbers for these locations.

OH – Rickenbacker ANGB, Columbus (2015 – 4729) OH – Springfield ANGB (2015 – 2419)

20. PWS paragraph 1.13 requires the Contractor to bear the cost of shipping training aids to off-site training locations but the solicitation does not provide any workload data offerors can use to develop a cost estimate. If the cost of shipping is required to be included in CLIN X001 as part of the firm fixed price monthly price, please provide workload data.

If the training is for a YR event then the gov’t will pay for the shipping. The gov’t will be responsible for shipping all training materials for YR events.

21. Volume III Page 19, 21 & 22 of 90, Question – Proposal Preparation Instructions Section 1. Refers to Volume II: Technical/Management while Section 3b on page 21 refers to Volume II – Mission Capability Volume (Management & Technical) followed by Volume II – Mission Capability Factor 1. Management Approach and Factor 2. Technical Approach. Which Volume II title is the Offeror required to use?

Mission Capability

22. Volume III Question - Are Offerors required to provide regional program managers?

This is up to the contractor for their management approach.

23. Volume IV. Price. Question – If the FTE positions listed in Technical Exhibit are not SCA positions, will the Government provide suggested equivalent GS Federal Wage Scales and Step grades for the respective positions?

No

24. Will the Government add a CLIN for the phase-in and/or phase-out periods (PWS 1.16)?

No.

25. Does Technical Exhibit 3 reflect staffing levels under the current contract?

Yes, but the solicitation PWS requires more than what is current.

26. Will the Government please provide anniversary dates for incumbent personnel, so offerors can realistically cost paid leave?

No

27. What are the education and experience requirements for the YRRP Support Specialist position?

The contractor shall determine the minimum required qualifications based on paragraph 5.0 Requirements

28. Is the correct Occupation Code for the YRRP Support Specialist position 24620 – Family Readiness and Support Services Coordinator? Or is it another occupation code?

That is the correct code.

29. Will the Government please provide Attachment 2? The instructions for the past performance volume reference an Attachment 2; however, we find no Attachment 2 with the solicitation.

These are provided along with this amendment.

30. The PWS refers to the COR, the NGB/A1YRRP Program Manager, and the A1S-YR Program Manager/COR. Are the COR, the NGB/A1YRRP Program Manager, and A1S-YR Program Manager the same person or different people? Where are these people physically located? Under what command?

At this time the COR and Program Manager are not the same people. Both are located at the ANG Readiness Center, Joint Base Andrews, MD NGB/A1S

31. Will the Government consider extending the proposal due date based on the need for answers to questions?

No.

32. With the understanding that many relevant, DOD programs related to reintegration efforts and tied GWOT have been eliminated or reduced, will the Government please consider expanding relevant past performance to go back 5 years?

No

33. For evaluation purposes, will the Government weigh the length of time offerors successfully performed on their relevant past performance projects?

Yes, in terms of magnitude and complexity

34. Is the Contract Manager (PWS 1.10) and the Program Manager (PWS 5.2.5) the same position?

The Contract Manger (CM) and Program Manager (PM) are not the same position. The CM is the contract employee and the PM is a Government employee

35. Are all the work requirements generally the same across all ANG Wing locations?

Not always

36. Do some ANG Wing locations require more skills than others?

No

37. While the government provided a historical level of effort of 75 FTEs supporting this effort through the Question and Answer process, the solicitation includes a breakdown of 91 positions in Technical Exhibit 3. Can the Government clarify the expected level of effort to ensure consistency in vendor submissions?

The work being provided is not the same as the current contract.

38. PWS 5.3.8 states that the contractor is responsible for requesting/managing YRRP purchase and inventory of supplies/equipment. Would the government please clarify the nature of the supplies/equipment for which the contractor is expected to request/manage the purchase/inventory?

Laptops, cell phones, and etc.

39. Can the government provide FAR clause 52.22242 Statement of Equivalent Rates for Federal Hires, including the employee class and monetary wage?

The wage determinations are provided and anything above is for the contractor to propose.

40. Can the Government confirm that illustrations, as referenced in B.2.g (Page 21), include graphics and figures?

41. What information is expected to be applied for costing purposes for all related CMRA CLINs?

It is up to the contractor to provide it in this CLIN or keep it in the Overhead.

42. Did the government leave out a CLIN projected for CMRA use that should be CLIN 5003?

No

43. The government states “Electronic submission via email or fax will not be accepted”. Please provide the reasoning or justification as to why electronic submissions are not allowed, especially in support of established DoD/Army “Green” programs?

Comply with the solicitation.

44. It is indicated that a copy of 52.212-3 (hard copy) is desired; if the offeror has an up to date SAM representations, will the government accept that in lieu of a full hard copy insertion?

Comply with the solicitation.

45. Under Factor 2: Technical Approach (Item 2) the government states “ability to reconcile event transactions”; please define expected or intended types of event transactions that the offeror will need to be able to reconcile, and the current methods in use for reconciliation of these types or transactions.

The events themselves and it is required that the YRSS invoices are paid out in support of the event.

46. The government states “The YRRP support services will be co-located with the Airman and Family Readiness Program Manager to support each wing”. Will space, GFE, and all materials necessary to perform be provided for the assigned YRRP support at EACH Air Wing location?

The intent is to provide space, equipment and materials necessary to each YRRP Support Specialist at each ANG Wing

47. The government states “However, command requirements may dictate flex hours to meet mission needs. There will be occasions to require nights and weekends.”. How are associated events/activities scheduled and how is this scheduling communicated to the contractor for planning?

In coordination with ANG Wing Leadership and Contractor Manager the YRRP Support Specialist will be provided work schedule to meet YRRP requirements

48. The government states “In accordance with AFI 10-701, Operations Security, OPSEC PMs/SMO/SMNCOs/Coordinators will provide OPSEC training or training materials to contract employees within 90 days of employees’ initial assignment to the contract and annually thereafter”. Will the government provide the indicated training to staff assigned?

See paragraph 1.6.10.1 OPSEC Training; Training website provided

49. Please identify all locations, events, and other requirements for travel (based on historical requirements) for review and planning purposes.

Events have been historically provide to Service Members assigned to the ANG Wings listed in Technical Exhibit 3

50. The government states “The contractor may be required to travel to off-site training locations and to ship training aids to these locations in the performance of this contract. The cost of shipping training aids shall be borne by the Contractor”. Please provide the locations for indicated off-site travel requirements, and a comprehensive list of material(s) required to be shipped (in weight and size dimensions) for planning purposes.

Offsite travel locations and material requirements will vary. Contract Manager will provide guidance.

51. The government will provide for each support staff member “Laptop w/wireless network capabilities”. Are these to be issued by, managed, monitored, patched, and encrypted by the government using standard imaging processes?

All ANG Government issued equipment will be distributed, monitored, patched and encrypted by ANG Communications Personnel. An inventory of all equipment will be maintained by the Contract Manager

52. The government will provide for each support staff member “Nationwide mobile phone service with preferred email access”. Please define this GFE in terms of who pays for the services, will the government provide the actual phone (hardware) or just reimburse for a identified service plan using contractor provided or personal devices.

See Paragraph 3.3

53. The government states in PWS 5.1.3 “The contractor shall assist in supporting the Transition Assistance Program (TAP), and Resilience, and Life Skill Training”. Please define how the assigned YRRP support is to interact and support these secondary programs and remain in scope of the requirement for primary YRRP service support.

Support to secondary programs is driven by factors such as ANG strength, state square mileage and the number of airmen in the deployment cycle. Contract Manager shall provide work-priority guidance

54. The government states in PWS 5.4.10 “The contractor shall distribute and collect feed-back participation surveys at the conclusion of each event and upload into the event tracking system specified by the COR and the NGB/A1 YRRP Program Manager”. What is the current and/or planned event tracking system to be used or in use currently?

Government system - The Event Tracking System currently used is EventPlus

55. Is the represented numbers of staff and associated locations indicative of current staff/location needs to support the YRRP as-is today? Request the government provide an updated projected staffing model based on trend analysis/staffing requirements to allow the offeror to project staffing more accurately for costing purposes.

Please see the Wing attachment (Technical Exhibit 3) within the solicitation.

56. One of the evaluation factors under past performance is cost control. If we submit past performance as a subcontractor, we do not control cost of the overall contract. We can though show how our support did provide cost savings to the contract. Will that suffice?

Yes

57. The incumbents are MPSC and Soft Power Solutions, Inc. Does the Government expect multiple awardees or single award?

Single Award

58. What is the estimated start date of the contract once awarded?

September 2016

59. The government states, “Recent and relevant past performance of the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform 49% or more of the proposed contract effort based on the total proposed price is required for Volume IV.” It is assumed that the government means Volume III?

Yes

60. The government states, “Recent and relevant past performance of the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform 49% or more of the proposed contract effort based on the total proposed price is required” This is an 8a set aside and the prime is required to do at least 50% of the work. Will the government accept and review subcontractors past performance if they are performing less than 49%? In addition, how will that past performance be evaluated? Will it be rated as relevant as the proposed prime’s past performance?

The Government will accept subcontractors past performance.

61. Does the government have an Excel form or format that they would prefer the contractor to respond with?

No

62. The government states that “No questionnaires will be reviewed or evaluated unless it is returned directly to the specified point of contact. “ How will the government rate the contractor if a government client responsible for filling out and sending the past performance questionnaire does not send it back to the POC listed in the PWS? The contractor cannot be held responsible for government employees not adhering to the timelines and requirements in this PWS.

If questionnaires are not received by the due date then the vendor will be given a rating of Unknown

63. The government states that “(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 days.” Please clarify as this is obviously not accurate.

5 years and if needed an additional 6 months

64. The government states that “The contractor shall enter into a long-term visitor group security agreement at each location where contract performance is on an Air Force/Air National Guard installation.” Is the government COR and KO assisting the contractor with implementing all of the VGSA’s? Should it be assumed that a VGSA will have to be executed on every Air Guard and Air Force installation since the YRRP program will at some point touch one of those installations?

A Gov’t representative will assist the awardee with this process.

65. The government states that in 1.7 Key Control, that it is N/A. However there is reference to key control in 1.7.1 and 1.7.2. How can key control not be applicable, however subsets are applicable?

Part of the GFP is an office setting in which a key will be issued and all Key Control guidelines and policies will be adhered to by contractors.

66. The government states “Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.” If the contractor is responsible for the cost and issue of badges with the requirements above, why would those badges have to be returned to the KO as they are the property of the contractor?

This is only for Government issued badges and passes not the contractor’s.

67. The government states “The actual cost of the event is not part of this contract. The contractor shall be responsible for providing plans for the event to include venue, attendees and equipment. Event plans and the event budget shall be forwarded to the COR for approval and a copy to the NGB/A1YRRP Program Manager for, event costs are funded separately by the ANG.” Is the contractor responsible for the cost of the event to be reimbursed separately, or will that be facilitated through a separate contract/contractor?

Contractor is not responsible for cost of events. The YRRP Support Specialist shall submit funds request through the event tracking system for NGB/A1S Program Manager to review and approve funds.

68. On average how many “events/activities” are executed per year per Air Wing?

Report to Congress for FY15 estimated 250 events, serving 11,600 Service Members for the ANG. Each ANG Wing will vary with regard to YR FY17 deployment requirements.

69. Incumbent capture is critical to potential new contractors to ensure program continuity and knowledge capture. Will the prospective new awardee be given access or delivery of a database that details all information for incumbent staff, and if so how/when will this be transitioned to the new awardee following award? Has the KO/COR confirmed that the incumbent contractor does in fact have an established database detailing training, timekeeping, and other information critical to supporting the established incumbent staff?

No the Government does not have this information.

70. PWS 5.3.8 p.77, The contractor shall be responsible for request/manage YRRP purchases and inventory of supplies/equipment.

· Will there be ODC funds included in the contract? If not, how will the contractor achieve this task?

NGB/A1 Program Manager shall provide funds directly to the ANG Wing related to meeting the YRRP requirement

71. PWS 5.5.7 p. 77, Event Summary Report: The contractor shall provide the event summary report through the event tracking system within 30 days after the conclusion of each event.

· How does this differ from the AAR after each event that’s due ten days post event?

Paragraph 5.5.7 shall be removed from Task 4 Reports, follow 5.5.4 AAR requirement

72. Please clarify that there is no facility clearance requirement as original Draft PWS stated FCL of Secret.

No Facility clearance

73. Please clarify the process for hand delivering proposals to Joint Base Andrews (e.g. base access, access to building, POC to contact)

If a vendor chooses to hand deliver their proposal it must be received by the closing date and time (22 August, 1200 EST) and can be given to one of the following:

TSgt Elizabeth R. Henderson Ms. Theresa M. Glasgow

In case of absence of either of the above any of the below may take control of the proposal

Mr. Ovidio Gonzalez-Nunez Mr. Randy Wilson MSgt Larissa Parker MSgt Norma Hernandez

74. Should the text be modified to read "The proposals will be evaluated under the four (4) evaluation factors:"?

Yes

75. Should Past Performance be (Factor 3)?

Yes

76. Should this be retitled “(d) Volume IV PRICE (Factor 4)”?

Yes

77. Please clarify the number of Specific Relevant Contracts to be cited. (minimum/maximum number of citations). Please clarify if major subcontractors and/or Joint Venture partners should supply Past Performance references.

78. Are these Exceptions/Assumptions requested in the Mission Capability Volume excluded from the page count?

52.209-5/Page 13 Certification Regarding Responsibility Matters (Oct 2015)

· Should this certification be provided as part of Volume I - General or Volume IV - Price?

Yes – Volume I

79. Are the consent letters excluded from the page count in the Past Performance Volume?

No, the page limit pertains to the references.

80. Should this be numbered 1.5 General Information? And subsequent paragraphs below number 1.5.1, 1.5.2, 1.5.n…. Should subsequent sections 1.5, 1.6, 1.7, 1.8….etc be renumbered?

No

81. Given this volume is limited to 30 pages, please confirm that the instructions are referring specifically to Sections 5.0-5.7 which encompass the Requirements and Tasks for this effort?

The thirty page limit refers to the entire Volume II – Mission Capability.

82. This appears to be a typographical error. Please confirm that the correct numbering for the 2nd 5.3.9 should be 5.4.9.

Yes

83. Will local travel such as mileage be a reimbursable expense?

No.

84. Is an interim NACI acceptable to start working if the employee does not have a completed NACI?

See paragraph 1.6.4.2

85. Who does the vendor (venue) contract(s) for events?

Venue Selection process is owned by ANG Wing Contracting Office. YRRP Support Specialist shall work with their Wing and local contracting office to secure venue for events.

86. Is the YRRP Management Plan something the government provides, or is this a document the contractor will be required to develop?

Contractor is required to develop management plan based on paragraphs 1.10 and 5.0

87. Is the event tracking system described in the solicitation the JSS and Events Plus Portal (EPP), or is there a different system being used?

JSS is the platform for the EventPlus portal and is currently the event tracking system utilized by the ANG YRRP – Government systems.

8. Please advise if the Majority Partner and Minority Partner of a Joint Venture should provide signed consent letters.