Response_to_CYPC_Questions_7_Mar_2018.pdf

# Section ge RFP Language Question Answer

RFP

L.4.6

Section states, “As it relates to naming conventions of electronic files, the offeror shall ensure that the naming convention in Table 1 below is adhered to. E-mails with file names utilizing more than one “.” will be treated as a virus and the attached file deleted (i.e.

“CompanyABC.CoverLtr.pdf”) No Table 1 is provided in the RFP, Can you confirm file naming should follow the convention cited in Section L.4.1.2 (i.e. Volume Title_ Solicitation Number_CompanyName_Date)? Our system will not recognise more than one "." and will automatically be stripped from our server. Us the following format (Volume Title_ Solicitation Number_CompanyName_Date)

PWS

5.2 “The contractor shall develop standardized youth development curriculum when gaps are identified to create evidence-based options to augment existing Army and community partner curriculum resources”

Can you let us know which Army and community partner curriculum resources are already approved?

The existing Army curriculum is the Master Resilience Training (MRT): Teen Resilience Curriculum. Community partner curriculum have be forged through partnership made by the state. Such partnership curriculum may include 4-H, Cooperative Extension, Boys and Girl Club of America, the YMCA, and the Military Child Education Coalition.

RFP

L.5.2.8 “The offeror shall submit proposed processes to execute training of CYS volunteers and community partners. The processes shall reflect an in-depth understanding of the material to be taught, required standards for training as well as how the training is to be conducted.”

Is the Training Plan to be included or excluded from the 15-page limit of the Management Approach? If excluded, may we submit as an Appendix to this volume?

The training plan will be included in the page count of the management approach for Volume II.

RFP

L.5.2.10 The offeror shall provide a mitigation plan that minimizes any potential conflict to an acceptable risk level. An Offeror that fails to submit an acceptable plan will be ineligible for award. The OCI Risk Mitigation Plan may be submitted as an appendix to this Volume and will not count against the page limitations.

Is the OCI Risk Mitigation Plan to be included or excluded from the 15-page limit of the Management Approach? If excluded, may we submit as an Appendix to this volume? Yes the OCI Risk Mitigation Plan will not be included of the Management Approach page count.

RFP

L.5.1.1.4 The offeror shall provide a marketing plan that addresses the processes and procedures to plan, implement and monitor the effectiveness of national and state-level marketing. The plan should not be specific, address both national and state-level marketing and provide processes that meet the marketing objectives outlined in the PWS.

Can the Government provide any further details about the Marketing Plan (e.g., objectives, materials required, quantities, State vs. National requirements, etc.)? The RFP references marketing objectives outlined in the PWS, though no objectives are referenced.

The offeror shall provide a marketing plan that addresses the processes and procedures to plan, implement and monitor the effectiveness of national and state-level marketing. The plan should not be specific, address both national and state-level marketing and provide processes that meet the marketing objectives outlined in the PWS.

Can the Government provide any further details about the Marketing Plan (e.g., objectives, materials required, quantities, State vs. National requirements, etc.)? The RFP references marketing objectives outlined in the PWS, though no objectives are referenced.

L.5.1.1.4 The offeror shall provide a marketing plan that addresses the processes and procedures to plan, implement and monitor the effectiveness of national and state-level marketing. The plan SHOULD BE specific, address both national and state-level marketing and provide processes that meet the marketing objectives outlined in the PWS.

Additional Details of Plan:

At a minimum, the plan shall include social media, the CYS APP, Childcare Fee Assistance Program, Teen Panel, and FRG. The objective of the marketing plan is to increase awareness of available CYS programming and resources, increase participation of ARNG dependents and enhance relationships among all CYS shareholders

PWS

5.2

Are travel requirements that fall under Task 5.2 Training (e.g., annual attendance to NG Family Program Professional Development Workshop; other National professional development conferences) to be included in the overall travel costs in our pricing?

Yes, all travel for personnel providing services under this contract should be in the overall pricing.

Section J - List of Documents, Exhibits and Other Attachments

Attachment A - Service Location Matrix ATTACHMENT E - Monthly Report Template ATTACHMENT F - Quarterly Report Template

ATTACHMENT H - SAMPLE TRAVEL EXPENSE SPREADSHEET

ATTACHMENT M - Monthly Training Tracker Updated 29JAN18

The referenced attachments appear to be empty files, with no templates or formatting provided.

Will the Government please provide the actual templates and samples within each of these attachments?

The Attachments have been reloaded

8 L.4.2.2 Volume II - Management Approach 20 pages total limit; Quality Control Plan –15 pages limit Please confirm the 15-page Quality Control Plan is outside of page count for Volume II.

Yes the Quality Control Plan is outside of the Page count for Volume II.

9 L.4.5

The page limits do not apply to the cover letters, solicitation, Amendments, table of contents, cross reference index, resumes, definitions, required representations and certifications.

Please clarify whether the Quality Control Plan should be addressed as part of L.5.2.4 or included as an attachment to Volume II.

The Quality Control Plan is outside of the Page count for Volume II however, it will be included with the Management Approach.

10 L.5.2.4 . . .

The offeror shall address how they will ensure quality control thr ough the life of the contract as well as handle corrective action on non-conforming services or deliverables.

The Government would like to understand the internal controls that the Contrator has in place to ensure that all services and deliverables will be adaquate and on time.

L.6 VOLUME III – PAST PERFORMANCE.

Offerors shall submit past performance references (see attached Past Performance Questionnaire).

Will the Government please provide the Past Performance Questionnaire and instructions, including due date back to the Government?

Past Performance Questionaires will be due back to the government at when proposals are due.

12 L.4.6

As it relates to naming conventions of electronic files, the offeror shall ensure that the naming convention in Table 1 below is adhered to.

E-mails with file names utilizing more than one “.” will be treated as a virus and the attached file deleted (i.e. “CompanyABC.CoverLtr.pdf”)

Will the Government please provide the referenced Table 1?

Should there be a Table 2?

Please amendment 1

13 L.4.2

The below volumes of material shall be submitted. Each volume will have a front page cover letter which indicates solicitation number, proposed prime and any major subcontractors, proposal validity date as well as the full contact information for company personnel.

Only one cover letter is required for proposal.

However, each Volume should contain a Cover Page with the name of Volume, identification of the proposal POC and phone number; Cage Code, DUNS Number and Tax Identification Number TIN. The cover page is not included in the page count.

L.7 Volume IV - Cost/Price L.7.1.1 (Tab 1) Executive Summary

A summary cover letter to the proposal should provide the following: Identification of the proposal POC and phone number;

Cage Code, DUNS Number and Tax Identification Number TIN.

Also include a list of the proposal package contents; Name of the offeror’s cognizant DCAA office, if available, DCAA POC and phone number; date of last audit.

Does the Government require two cover letters in Volume IV, i.e., a front page cover letter and a summary cover letter?

See previous response.

15 L.5.1.1.4

The offeror shall provide a marketing plan that addresses the processes and procedures to plan, implement and monitor the effectiveness of national and state-level marketing. The plan should not be specific, address both national and state-level marketing and provide processes that meet the marketing objectives outlined in the PWS.

Please clarify what the Government means by “The plan should not be specific . . .”

Addressed below

16 Questions / Comments RFP Reference Page Section I

Contract Clauses, Clauses Incorporated By Reference, Clause 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services -- Requirements is included. As well, Section I - Contract Clauses, Clauses Incorporated by Full Text, Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Deviation 2013-O0019) (Nov 2017) includes Clause 52.222-41 Service Contract Labor Standards (May 2014), (41 U.S.C. chapter 67). Could the government please clarify if the Service Contract Act is applicable or not? Section I - Contract Clauses Pages 56 & 63

The Service Contract Act is not applicable to this contract.

17 solicitation What is the font size for the requirement? The font for this requirement is 12pt 18 solicitation Page 99 On Page 99, there is a reference to Table 1; however there is no Table 1. Table 1 has been added

18 solicitation Section L.5.2.6 the Government references organizations. Is that reference to internal or external organizations?

Yes the Government references internal both external organizations

19 solicitation 15 pages Based on the Quality Control Plan, can the Government increase the page limit? To provide a detailed outline, 15 pages inadequate. Page increased to 25

20 solicitation What are the number of FTEs for this requirement?

Historically, there have been 93 FTEs providing CYS services in the states, territories and DC and 4 program management team members (1 PM, 2 RPMs, 1 PA). Thus, typically 2 CYS personnel were assigned to large/medium states, 1 personnel assigned to small states/territories, DC and 3 personnel assigned to both CA and TX.

21 RFP Reference 1.4.13 Contractor Travel:

Varying levels of travel, both in and around, local and regional, will be required under this contract. No reimbursement for routine travel to/from place of duty is authorized.

Question: Will the government provide a definition of the regions, i.e., what states and territories comprise each region?

The Family Program (which includes the CYS program) regions are synonymous with the FEMA region breakout.

22 RFP Reference L.4.2.1

30 pages; Marketing Plan –20 pages Question: Will the Government please confirm the Marketing Plan is outside of page count for Volume I? Please see Amendment 1 Table 1

23 RFP Reference L.5.2.7

The offeror shall provide a breakout of retention statistics, by labor category, for contracts performed within the past three year. For any attrition rates that exceed 8%, by contract labor category under a single contract, the offeror shall describe what actions were enacted to effectively address turnover. Question: Is the offeror required to provide retention statistics for all contracts performed within the past three years? Or just relevant contracts, for example, those provided as part of the Past Performance submission or other proposal discussions? Does this requirement apply to both the prime as well as all subs?

Only relevant past performances submission will be concidered. Therefore, retention statistics for all contracts performed within the past three years are required, including any past performance submitted for subs.

What level of support can be expected at DoD installations (commissary, base or post exchange, medical services)?

Not sure the intend of the question. However, NO level of support is to be expected at DoD installations. The majority of National Guard Families do not live on or near DoD installations.

Are counselors/coordinators to belicensed or certified and credentials only at the US State level, or also with provider networks and insurance companies? These personnel are not counselors. There is no licensure or credential requirement, apart from the education and experience requirements. These personnel are not providing counseling, as your question suggests.

Will counselors/coordinators need or have to have theirlicensed or certified and credentials in Guam, Puerto Rico, Virgin Islands? These personnel are not counselors. There is no licensure or credential requirement, apart from the education and experience requirements. These personnel are not providing counseling, as your question suggests.

Will travel for counseling coverage of CYPC and any support in other than assigned post, camp or station be reimbursed in accordance with the GSA Federal Travel Regulations? Yes, but they are providing Child & Youth Services

Support, not Counseling Services.

Please provide current names of incumbent(s) if any, performing these services and contract number.

A list of current incumbents will be provided to after award to vendor.

Are Alaska, Hawaii, Guam, Puerto Rico, US Virgin Islands considered OCONUS operations?

Yes, Alaska, Hawaii, Guam, Puerto Rico and US Virgin Islands are OCONUS service locations.

Are CYP counselors and coordinators subject to SCA (Service Contract Act) - FY2018? CYS Coordinators are NOT subject to Service

Contract Act (SCA)

Would the government please change the past performance period from 3 years to 5 years? The government conciders a 3 year period as an adaquate time period for past performance consideration. Therefore no change to the 3 year requirement.

Can the government provide the GS-equivelancy for the position?

Historically, the CYS contract staff was divided into to levels: leads and non-leads. The GS equivelancy for non-lead was a GS9 and for a lead a GS11. Also refer to 1.4.7 Special Qualifications in the PWS.

Army National Guard - Child Youth Services (CYS) Contract Support Questions to the Government - March 7, 2018

Solicitation #: W9133L-18-R-0001

7 MAR 2018