Type of document: Contract Notice
Country: United States
DCAA DIRECTOR�S DEVELOPMENT PROGRAM IN LEADERSHIP (DDPL)
Agency:
Defense Logistics Agency
Official Address:
8000 Jefferson Davis Highway Richmond VA 23297-5000
Zip Code:
23297-5000
Contact:
rachel l keener, Phone 8042794362, Email rachel.keener@dla.mil – Mary L. Smith, Contracting Officer, Phone 8042793329, Email Mary.L.Smith@dla.mil
Link:
Date Posted:
06/04/2017
Classification:
U
Contract Description:
Questions and Answers:
PAST PERFORMANCE ISSUES
1. Q: We cannot fulfill the requirements of the past performance proposal due to confidentiality restrictions with our custom program clients. We would not be able to send out a federal satisfaction survey for the same reason. However, we are able to provide performance data and testimonials from our open enrollment program evaluations.
A: Vendors will be asked to submit information on how many times the course has been offered and taught over the past three years and also provide 3 – 5 corporate references (company name, number of representatives who attended the course, POC and phone #) that we could contact to discuss the value of the course.
2. Q: What is meant by this term “Recency”? We run Wharton’s Global Strategy Leadership twice a year for several years. Are you asking how often and how recently we have run this program?
A: Recency refers to how many times the course has been offered and taught over the past three (3) years.
3. Q: Customer contacts: Our program is and Open Enrollment program comprised of dozens of individual executive participants so there’s no single point of contact to give you. What do you suggest we provide that will satisfy this requirement?
A: Vendors will be asked to submit information on how many times the course has been offered and taught over the past three years and also provide 3 – 5 corporate references (company name, number of representatives who attended the course, POC and phone #) that we could contact to discuss the value of the course.
4. Q: Relevancy of Prior Contacts: as with our point 2, we have dozens of individuals from different organizations in each running of the course. What do you wish to receive from us?
A: Vendors will be asked to submit information on how many times the course has been offered and taught over the past three years and also provide 3 – 5 corporate references (company name, number of representatives who attended the course, POC and phone #) that we could contact to discuss the value of the course.
5. Q: Relevancy (cont’): We are currently running a program for several cohorts of the Army Generals leadership development part as part of the Defense Dept. Some of the learning and content elements of their multi‐day program coincide with the learning objectives of the Global Perspective objective. They can serve as a point of reference and contact as the success and satisfaction of the completion of their goals in partnership with Wharton. Would they qualify as an additional reference for us to include?
A: Yes, those individuals would qualify as a source, keep in mind that the Vendor will be asked for 3 – 5 corporate references (company name, number of representatives who attended the course, POC and phone #) that we could contact to discuss the value of the course.
PRICING
6. Q: There is a table with the participant costs but they require a “firm fixed price” contract. What is the expectation if they are below or above the 40?
A: DCAA cannot specifically identify the exact number of students that will be attending each course for each year. However, there will be a minimum of 25 for and a maximum of 40 students per class. Based on this information, please price each course with a base price for 25 students and then a per student price for students 26 – 40.
7. Q: Section 3.2.4.1 mentioned that the template is required in excel. Do you have your own budget template or are you referring to the participant template in 1.11?
A: A reference was made to the template in 1.11, which has been updated to include the base price for 25 participants as well as a column for a price per participant for each additional participant from 26 to 40 each.
8. Q: Our pricing for this program is by days and the sum totality of the program, not on a per participant basis. We run the same program as an open enrollment, per participant price scheduled program, but for this case we have created a bundle pricing which is lower than our list price for the actual open program. This is standard practice when we deliver a program to a single organization’s participants. Thus, your chart can be misleading. We have calculated the total cost (incl. minor design fixes, tuition, and room and board on our campus) and will divide by 40. But that assumes a fixed total cost. If you send 30 people instead we cannot offer the lower group per participant pricing. The total cost of the program will not change. So when we fill out the Cost Per Student for the Global Perspective program we are applying for it is just illustrative for your internal purposes. Does that make sense? Is that acceptable to you?
A: DCAA cannot specifically identify the exact number of students that will be attending each course for each year. However, there will be a minimum of 25 and a maximum of 40 students per class. Based on this information, please price each course with a base price for 25 students and then a per student price for students 26 – 40. An excel template of the pricing structure will be included in section 1.11 of the RFP.
9. Q: Would DCAA like to see pricing options for 3, 4 and 5 day courses in order to support the appropriate price comparisons? If one vendor proposes a firm, fixed price at 3 days, the cost will likely be significantly less than a firm, fixed price for 5 days.
A: Pricing is required to be submitted for the open enrollment course that encompasses the learning objectives for each course. A best value award decision will be made with the non-price factors being significantly more important than price. Firms are advised that a proposal meeting the minimum objectives and requirements with the lowest price may not necessarily be selected if award to a higher priced proposal is determined to be most advantageous to the Government. Therefore, vendors are to submit proposals for the open enrollment course which best covers the course learning objectives. Multiple proposals for the same course of varying length from the same contractor will not be evaluated.
FREQUENCY
10. Q: The number of times in a year you intend to run each program – you say the entire journey takes 18 months and yet are contracting on an annual basis, so it would be helpful if you could clarify this.
A: The program will be implemented over an 18-month period with a new cohort starting each year.
Each cohort will be comprised of 25-40 personnel. During the program, participants will be on a cycle of one-week of training and six/eight weeks back in the office, until all of the curriculum requirements are completed. The program integrates seven-educational institutions, 3-senior service colleges, and 2-command visits.
11. Q: What is the logic behind the flow of the programs and will everyone go through the programs in the same order?
A: The flow of the programs is still a work in progress. Some of the scheduling will be the result of availability after all seven programs have been selected.
12. Q: While we understand that no vendor will receive an award for more than one (1) course, what if a proposal is submitted consisting of multiple vendors. Could the prime vendor receive multiple awards knowing that the courses will be delivered by different vendors on the team?
A: No, as stated in the Draft RFP, a Vendor can only receive an award for one (1) course regardless of the sub-vendors.
13. Q: Does the government plan on running only one cohort through the program each year, resulting in only one delivery of each course per year?
A: Yes, it is planned for a new cohort will begin each year, and though the DDPL program will take a total of 18 months in its entirety to complete, there will only be one course offering per year.
QUALITY CONTROL PLAN
14. Q: Could we please have more information on what the Vendor Quality Control Plan entails and whether it is appropriate for this assignment?
A: DCAA desires that each vendor implement educational development processes which improve individual and organizational performance through the course’s learning objectives. Instruction should promote competency transfer of student knowledge and skills learned in an instructional setting back to the workplace. Knowledge transfer is not an event, it is a dynamic and complex process that uses a sound instructional design system (analyze, design, develop, implement, evaluate) or developing instruction. For the learning outcome to be achieved, the vendor shall provide instruction that is effective and efficient. The Vendor Quality Control Plan refers to the plan and procedures performed by the Vendor Program Manager to include the following coordination efforts.
– Cohort course registration
– Arrange access to student website
– Creation and distribution of course evaluation forms
– Distribution of educational materials
– Distribution of program schedule / campus maps
– Coordinate student lodging reservations
– Coordination for student meals
– Coordination of reception (if offered)
– Coordination of classroom/breakout room requirements
– Schedule faculty members
– Schedule information technology/audio visual equipment set-up and support
– Create/distribute course Certificate of Completion
– Issue student access badges, as required (classroom, library, etc.)
– Monitor quality control and PWS compliance
– Serve as liaison between institution and DCAA; manage expectations
– Manage/allocate the institution’s programmatic resources
– Identify and communicate potential problems/resolve issues
– Manage milestones/deliverables
– Manage and insure vendor/client goals and objectives are met
– Manage program execution
– Primary POC for 2st line customer service
– Monitor the use of intellectual property
15. Q: Quality Control Plan – as we’re not a manufacturing firm, but an education services firm, we conduct participant assessments at the close of each program and will share with you. Is that what you mean? Inspection system? Please clarify.
A: The inspection system mentioned in section 2.8 of the draft RFP will be removed and replaced with the following information in the final RFP. The Vendor shall have a Program Manager who will provide the following coordination efforts.
– Cohort course registration
– Arrange access to student website
– Creation and distribution of course evaluation forms
– Distribution of educational materials
– Distribution of program schedule / campus maps
– Coordinate student lodging reservations
– Coordination for student meals
– Coordination of reception (if offered)
– Coordination of classroom/breakout room requirements
– Schedule faculty members
– Schedule information technology/audio visual equipment set-up and support
– Create/distribute course Certificate of Completion
– Issue student access badges, as required (classroom, library, etc.)
– Monitor quality control and PWS compliance
– Serve as liaison between institution and DCAA; manage expectations
– Manage/allocate the institution’s programmatic resources
– Identify and communicate potential problems/resolve issues
– Manage milestones/deliverables
– Manage and insure vendor/client goals and objectives are met
– Manage program execution
– Primary POC for 2st line customer service
– Monitor the use of intellectual property
FORMAT/DELIVERY
16. Q: Section 2.9: Our assumption is that the requirement is for simply a list of publications rather than the entire published documents.
A: Yes, we would like a list of the publications rather than the entire published documents.
17. Q: Section 3.14: My understanding is that the contents of Volume II is ONLY Factor 5 (there is no need to include factors 1‐4 from Volume I.
A: Yes, that is correct Volume II only consists of Factor 5, Price. All other Factors are included in Volume I.
18. Q: RFP Distribution: My assumption is that the RFP will be emailed to me, given that the draft reached me. Please confirm if there is a different location from which I will access the final request.
A: The final RFP will be posted to Federal Business Opportunities website www.FBO.gov. RFPs will not be emailed individually to potential Vendors.
19. Q: We’re not certain what the outline is. You specify individual elements in different parts of the RFP, then you have this chart. Is this the sum total of the pages, page titles, and sections you require? Are volumes individual “chapters” or individual documents? Vendors are strongly encouraged to use tabs and dividers within volumes in order to facilitate ease of review. Please clarify.
A: The evaluation factors are broken down into two volumes, Volume I consists of two chapters. Chapter 1 is comprised of Technical Requirements (Factors 1 through 3) and Chapter 2, which is comprised of Past Performance (Factor 4). Chapter 1 shall not exceed 50 pages while Chapter 2 shall not exceed 10 pages. Volume II consists of pricing and does not have a page limit. Tabs and dividers are strongly encouraged to be utilized to separate out the Chapters, and factors within each Volume. Volume I and II should be separate from each other.
CONTINUOUS LEARNING POINTS
20. Q: We are unable to offer CPE credits; however, we can offer Continuing Learning Points (CLP) for the course hours. We do provide a Harvard Kennedy School certificate of completion, which is eligible for our executive series certificate.
A: Yes, CLP points are acceptable.
SECURITY
21. Q: Anti-terrorism training- would our staff be required to undertake this? As this program will take place at Harvard’s campus, our employees will neither operate at federal facilities nor have access to classified information as part of their roles in administering the course.
A: The final RFP will not include this clause.
22. Q: Security investigation and fingerprinting- for the same reasons as above, will our staff be required to undergo this? The university would regard both this and the terrorism training as unnecessary for fulfilling our responsibilities.
A: The final RFP will not include Clause DLAD 52.204-9000 Vendor Personnel Security Requirements.
DISCUSSIONS
23. Q: There are other clauses we would like to review at the point of contract. We would reserve the right to negotiate the contract based on Harvard University legal requirements.
A: The final RFP will include a revised list of provisions and clauses that are applicable to this acquisition based upon guidance and regulation.
ACCREDITATION
24. Q: The RFP states, “The Vendors will assist DCAA with the DDPL program by delivering executive‐level leadership training aligned to select DoD Civilian Leadership Continuum competencies through diverse educational institution learning environments to provide senior‐level employees with the knowledge, skills, and abilities for effective managerial and executive‐level performance.” Is DCAA looking specifically for academic and/or higher education institutions to provide these courses or are you open to leadership and organizational development companies submitting their capabilities?
A: DCAA is specifically looking for academic and/or higher education institutions who are accredited per the requirements of the Draft/Final RFP. Organizational development companies will not be considered for an award.
25. Q: 4.2.2.2 Factor 2, Accreditation, Subfactor A, Accreditation: We are a 501(c)(3) non‐profit educational foundation, not a university, and therefore do not have Department of Education accreditation. Would the government consider a proposal from us, or are only accredited colleges and universities eligible for this RFP?
A: DCAA is specifically looking for academic and/or higher education institutions who are accredited per the requirements of the Draft/Final RFP. Organizational development companies will not be considered for an award.
LOGISTICS
26. Q: Is there a minimum capacity for courses?
A: Yes, the minimum capacity for each course is 25 students with a maximum of 40 students.
27. Q: Is there an expectation of integration of the course content? For example, does DCAA want the vendor teaching the course on Vision to attend or become familiar with the other courses in order to better integrate the content?
A: No, the Vendors are not expected to attend the other courses in an attempt to familiarize the faculty and/or integrate course concepts.
28. Q: Is DCAA looking for multiple faculty to teach each course? Such as co‐facilitating?
A: Yes. DCAA’s intent is for the instruction to be provided by multifaceted and diverse faculty members with respect to educational background, experience, expertise, and research interests. The instructors in an Executive Leadership program should be a blend of practicing leaders and leadership development professionals possessing the academic credentials, learning application, and course program experience expected at a leading edge accredited university or college.
29. Q: Will proposals that do not cover all 7 courses be considered?
A: Yes. Each course will be awarded to a single Vendor, however, no vendor shall obtain an award for more than one course. Therefore, proposals may be submitted for any or all of the courses for consideration. In the event a Vendor chooses to submit proposals for multiple courses, the government may select only one course for award if that course is determined to be the best value to the government.
30. Q: Are there any geographic parameters DCAA is looking for? For example, within the DMV commuting area?
A: Courses for the DDPL program must be located within in the continental United States (CONUS)
31. Q: Are participants Tier I, II, or III Senior Executives or a combination of all three?
A: The majority of the participants will be at the GS 13, 14 and 15 levels.
32. Q: 4.2.2.1 Factor 1, Subfactor A, Pre‐existing Course: 25‐40 participants is a very large group for this level of leadership development. Will the government consider smaller cohorts, with a maximum of 24?
A: No, the DDPL cohorts will not be limited to a maximum of 25 participants, the DDPL cohort range is from 25 to 40 participants.
ACCOMODATIONS/LODGING
33. Q: Vendor must have executive‐level program services (classroom facilities, participant accommodations, and meals) that are available onsite at the institution/campus. The classroom must be within walking distance (one‐mile) of the lodging and dining facilities. Will the government except a proposal from a training vendor that has secured classroom and lodging facilities not connected to the vendor’s facilities on a formal campus? E.g. provide classrooms offsite and lodging provided by local hotels or conference centers we have partnered with previously?
A: No, all lodging and classrooms must be centrally located on campus.
34. Q: 4.2.2.1 Factor 1, Subfactor B, On‐site facilities: Will the government consider lodging facilities that are more than 1 mile from campus, with the understanding that the contractor provides transportation to and from campus?
A: No, all lodging and classrooms must be centrally located on campus.
CUSTOMIZATION
35. Q: 4.2.2.1 Factor 1, Subfactor A, Pre‐existing Course: It is unlikely that an pre‐existing open‐enrollment course matches up exactly with the objectives of the 7 courses in this RFP. Will the government consider 20‐30% program customization to match up with the course objectives?
A: Course customization is not permissible in the DDPL requirement. The RFP requires pre-existing open enrollment courses; universities shall not develop a course specifically for this requirement.
Response Date:
040717
Sol Number:
SP4703-17-RFP_TBD
