Polaris GWAC Service-Disabled Veteran-Owned Small Business Pool

Questions & Answers / Clarifications

This document, "POLARIS SDVOSB GWAC QUESTION AND RESPONSE DOCUMENT #3", provides clarifications and answers to vendor questions regarding the POLARIS SDVOSB GWAC solicitation. It is the third such document, following Q&R #1 and Q&R #2 (covering Q&R #1-319). Offerors are instructed to review all provided Q&R documents and check SAM.gov for updates.

• HUBZone Status Verification: HUBZone-certified business status will be verified via SAM.gov and the Dynamic Small Business Search (DSBS).
• Primary Relevant Experience: Defined as experience tied solely to Projects submitted under Section L.5.2.2, Primary Relevant Experience Submission.
• GSA Schedule Requirement: A GSA contract/schedule is NOT required to bid on this opportunity.
• New Joint Ventures: A new Small Business (SB) or SDVOSB entity winning a contract will not be automatically awarded a Polaris SDVOSB contract; separate submissions are required for different Polaris Pools.
• SBA SDVOSB Rule Change: The solicitation will not be delayed for the SBA SDVOSB rule change; proposal due dates remain unchanged.
• Proposal Submission Dates: Proposal due dates for HUBZone and SDVOSB pools are unchanged and due by 4:00 p.m. ET on November 18, 2022.
• JP-2 Form: This form is only for claiming relevant experience performed as a member of a joint venture, as per L.5.1.3.3.
• Contract Award Documents: Optional Forms 347 and 348 may be accepted in lieu of a signed original contract award document, provided they explicitly identify the Contractor, Government Agency, Order Number, Dollar Value, and award date.
• FPDS Reports: The most recent FPDS report must be submitted, along with previous reports for verification. Submitting new FPDS reports for HUBZone/SDVOSB will not impact prior submissions.
• Facility Clearance: A letter signed by the Facility Security Officer identifying the Offeror's CAGE code, Facility Clearance Level (FCL), and cognizant security office is required. A Top-Secret clearance from a Mentor in an MPJV can be acceptable for the Facility Clearance Level scoring element.
• CMMI/ISO Requirements: Offerors are not required to possess CMMI-DEV/SVC appraisals or ISO 9001:2015, ISO 20000-1:2018, or ISO 27001:2013 certifications to bid, but must provide verification if claiming credit for these scoring elements.
• Organizational Risk Assessment: An IDIQ contract or BPA without performance does not satisfy the previous performance requirement. For Joint Ventures, subcontractors must have previously performed as a subcontractor to the offering JV or a JV composed of the same members.
• Polaris Submission Portal (PSP): Offerors can claim different NAICS codes for the same relevant experience project in separate pools, but only one NAICS code may be claimed per project. Separate submissions are required within the PSP for other Polaris Pools.

These clarifications address specific requirements related to experience, certifications, submission documents, and joint venture structures, directly impacting how offerors prepare and submit their proposals. The due date for proposals remains November 18, 2022.

Amendment / Modification

• Updates Section L.3.4 of the solicitation.

• Extends the proposal due date to November 18, 2022, at 4:00 p.m. Eastern Time (ET).

• Section L.3.4 (Proposal Submission Deadline)

• The deadline for proposal submissions has been extended to November 18, 2022, at 4:00 p.m. ET.

Amendment / Modification

This document is Amendment 0002 to the Polaris GWAC Program Service-Disabled Veteran-Owned Small Business Pool Request for Proposal (RFP) No. 47QTCB22R0007.

This amendment modifies the following sections:

• Section L.3.4, Proposal Due Date and Submission Instructions: The proposal due date has been extended from November 4, 2022, to November 18, 2022.
• Section L.3.5, Solicitation Questions: The deadline for submitting questions has been extended to October 5, 2022.

Offerors are advised of the extended proposal submission deadline and the new deadline for submitting solicitation questions.

Questions & Answers / Clarifications

This document, "QUESTION AND RESPONSE DOCUMENT #2," provides further clarification and responses to vendor questions regarding the solicitation. It is the second such document, following Q&R #1, and interested parties are advised to review both.

• SDVOSB Status Verification: Proof of VA Center for Verification and Evaluation (CVE) approval is not required for SDVOSB status; self-certification in SAM.gov is sufficient. Active CVE certification does not offer extra points.
• Certification Timing: SDVOSB certification must be current at the time of initial offer submission. HUBZone certification must be current at the time of initial offer submission.
• Relevant Experience Verification: The Project Verification Form (Attachment J.P-6 or from the PSP) must be used for Emerging Technology Relevant Experience. Classified information should not be submitted via the PSP.
• Teaming and Subcontracting: A small business can participate under multiple proposals (e.g., as an offeror and proposed subcontractor). However, a specific project cannot be claimed for Relevant Experience in more than one proposal under this solicitation. Joint ventures can pursue set-aside contracts for which the protégé qualifies, including HUBZone and SDVOSB.
• Polaris Submission Portal (PSP) Usage: Guidance is provided on uploading documents, managing team members, and using specific fields within the PSP. Documents added via the "My Company" link can be reused across submissions, but Pool-specific documents must be uploaded for each pool. The "Contracts" tab in Symphony is not currently applicable to the Polaris Portal.
• Representations & Certifications: If SAM.gov representations and certifications are pending an update, the table within FAR 52.204-8(d) should be completed with any changes. While this may not clear errors in the PSP, the proposal's certifications will be reviewed per the RFP.

This document clarifies requirements related to certifications, experience verification, and submission procedures within the Polaris Submission Portal. Offerors should ensure they adhere to these clarifications to avoid potential issues with their proposals.

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) for the Polaris GWAC Program, specifically for the Service-Disabled Veteran-Owned Small Business (SDVOSB) Pool. It outlines an Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract to provide customized Information Technology (IT) services and IT services-based solutions. The primary focus is on IT services, with ancillary support permissible if integral to the IT effort. The contract is available for use by executive agencies and other entities as listed in GSA Order OGP 4800.21.

• The Master Contract provides IT services and IT services-based solutions, defined by the Clinger-Cohen Act and FAR 2.101. This includes commercial and non-commercial services, tailored to agency needs.

• Emerging technologies such as Advanced and Quantum Computing, Artificial Intelligence, Automation Technology, Distributed Ledger Technology, Edge Computing, and Immersive Technology are in scope.

• Performance Areas include Cloud Services, Cybersecurity, Data Management, Information and Communications Technologies, IT Operations and Maintenance, Software Development, and System Design.

• Ancillary support may include clerical support, data entry, minor construction, IT products, software licenses, etc., but must be integral to the IT services-based effort.

• Deliverables include notifications of changes to program/contract managers, maintaining a contractor webpage, establishing a company email address, attending post-award orientation, program management review meetings, task order award notifications, invoice data, CAF remittance, GWAC data calls, subcontract reporting, cybersecurity SCRM plan submission, task order closeout verification, and master contract closeout.

• Contract Type: Multiple Award, Indefinite-Delivery, Indefinite-Quantity (IDIQ).

• Minimum Guaranteed Award: $2,500 per Master Contract.

• Maximum Contract Ceiling: No maximum dollar ceiling for the Master Contract or individual task orders.

• Ordering Period: To Be Determined, with a potential for one, five-year option period, extending the cumulative term to 10 years.

• Task Order Period of Performance: Specified in individual task orders, not to extend more than five years after Master Contract expiration.

• Proposals are due by 4:00 p.m. ET on November 4, 2022, submitted electronically via the Polaris Submission Portal (PSP).

• Evaluation will be based on the Highest Technically Rated Qualifying (HTRQ) Offerors, not Lowest Price Technically Acceptable (LPTA) or Tradeoffs.

• The Government intends to make up to 70 awards.

• Evaluation criteria include Relevant Experience, Past Performance, Systems/Certifications/Clearances, Risk Assessment, and Responsibility.

• Cost and pricing information will not be considered at the Master Contract level.

• This RFP is specifically for the Service-Disabled Veteran-Owned Small Business (SDVOSB) Pool.

• Offerors must meet SDVOSB requirements.

• FAR 52.219-13 (Notice of Set-Aside of Orders) applies, allowing for set-aside orders for small business concerns.

• Contractors must comply with cybersecurity and SCRM requirements, including NIST SP 800-161 and CMMC 2.0.

• Sustainability requirements include providing environmentally sustainable products (EPEAT Bronze Level or higher).

• Insurance requirements are detailed in Section G.9.

• A Contract Access Fee (CAF) of 0.75% is charged on all orders.

Amendment / Modification

This amendment (0001) to Solicitation 47QTCB22R0007, dated 09/15/2022, makes the following updates:

• Section L.3.4 Updated: Provides new instructions for offerors experiencing SAM.gov delays impacting their ability to submit proposals. Offerors must notify the Polaris SDVOSB CO via email by October 7, 2022, with specific information including their legal business name, UEI (if available), Federal Service Desk (FSD) ticket number related to the issue, and a description of the situation. It is noted that notification does not guarantee resolution, and offerors are solely responsible for resolving UEI issues to ensure timely proposal submission.
• Section M.6 Polaris Scoring Table Updated: Revisions have been made to the scoring table for demonstrating experience with multiple Federal Government Customers and for Projects with Cost-Reimbursement (Federal Contracts Only).

• Section L.3.4

• Section M.6

• The amendment provides a new process for reporting SAM.gov submission delays. Offerors must adhere to the new notification deadline of October 7, 2022. The scoring criteria in Section M.6 have been updated, which may affect proposal evaluation.

Questions & Answers / Clarifications

This document provides responses to questions and clarifications regarding the Polaris SDVOSB GWAC Request for Proposal (RFP). It addresses legacy questions and responses applicable to the current RFP and clarifies the Government's position on various aspects of the procurement process.

• Markings on Title Pages: Restriction on disclosure and use of data markings can be included on an optional cover page within the PSP document submission.
• SCRM Plan Template: A C-SCRM Plan template will be provided by GSA post-award, prior to submission dates indicated in Section F.6.
• Deliverable Distinction: Deliverable 13 refers to the remittance of CAF, while Deliverable 11 refers to the reporting of this remittance.
• Amendments Acknowledgement: Offerors must acknowledge amendments by number and date in Block 14 of the SF33 or complete Blocks 8 and 15 of the SF30 for each amendment.
• Contract Ordering Period: The Master Contract ordering period is from the date of Notice-To-Proceed through five years thereafter, with one, five-year option extending the cumulative term to 10 years.
• Proposal Discussions: The Government intends to award contracts without discussions; proposals must contain the best offer.
• Digital Signatures: Digital signatures are accepted on J.P-2, J.P-4, and J.P-6.
• File Format: All submitted files must be in PDF format, including RFP attachments originally in Microsoft Word.
• Small Business Participation: Small businesses may participate in multiple proposals as offerors, subcontractors, or joint venture members, but no project can be used in more than one proposal under this Solicitation.

This document clarifies several aspects of the solicitation, including submission requirements, evaluation criteria, and definitions. Offerors are instructed to review this document to ensure their proposals meet all requirements and to avoid potential rejection.

Form / Attachment / Pricing Sheet

This document is the Multiple Award Schedule (MAS) Contractor Teaming Arrangement (CTA) Experience Template. It is to be used by an Offeror (including joint venture members and proposed subcontractors) to document experience gained as a member of a MAS CTA for a specific order, in accordance with Section L.5.1.3.4 of the solicitation. This template is not for other purposes and is not required if individual award forms and FPDS-NG Reports were issued to each MAS CTA member.

• Part I: Information about the CTA Member claiming experience.
• Part II: Details of the MAS CTA order, including contract/order number, project name, funding agency, period of performance, total order value, NAICS, and specific attributes like cost reimbursement, OCONUS, emerging technology, and cybersecurity services.
• Part III: Customer Certification, to be completed by the cognizant government official verifying the CTA performed the project.
• Part IV: Project Information detailing the specific work performed by the CTA Member identified in Part I, including its dollar value and relevant attributes.
• Part V: Certification, to be signed by a member of the MAS CTA (other than the one in Part I) or the cognizant government official, verifying the CTA Member's work as detailed in Part IV.

Bidders must use this template to claim relevant experience gained as part of a MAS CTA. It requires verification from both the customer and other MAS CTA members. Proper completion and submission of this form are necessary for the claimed experience to be considered in the proposal evaluation, as per Section L.5.1.3.4.

Form / Attachment / Pricing Sheet

This document is the "Joint Venture Experience Template" (Attachment J.P-2) required for offerors to submit relevant experience gained as a member of an existing or previous joint venture. It is to be used specifically for claiming experience in accordance with Section L.5.1.3.3 of the solicitation.

• Parts I, II, and IV: To be completed by the Offeror.
• Part III (Customer Certification): To be completed by a Government representative if FPDS verification is not available.
• Part V (Joint Venture Member Certification): To be completed by another member of the joint venture to verify the Offeror's claimed work.
• Information Collected: Includes Offeror and Joint Venture details, contract/order specifics (number, project name, period of performance, dollar value, NAICS, etc.), and details on the work performed by the Offeror within the joint venture.

Bidders intending to use joint venture experience as relevant experience for their proposal must complete and submit this template. It requires verification from both government customers and other joint venture members, ensuring the claimed experience is properly substantiated. Failure to complete this form accurately may impact the evaluation of claimed relevant experience.

Form / Attachment / Pricing Sheet

This document, "Attachment J.P-1 Representations and Certifications from Section K," provides instructions and outlines specific representations and certifications that offerors must complete and submit with their proposals. It details requirements related to the System for Award Management (SAM.gov) and specific FAR clauses.

• FAR 52.204-8 Annual Representations and Certifications (May 2022): Specifies the NAICS code (541512), small business size standard ($30 million), and conditions for small business size standards for specific acquisition types. It also outlines whether offerors will use SAM.gov for representations or complete them individually, and lists applicable FAR clauses for representations and certifications.
• FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021): Requires offerors to represent whether they will provide or use covered telecommunications equipment or services, with detailed disclosure requirements if they do.
• FAR 52.209-7 Information Regarding Responsibility Matters (Oct 2018): Requires offerors to disclose information regarding administrative or criminal proceedings, particularly for those with active Federal contracts and grants exceeding $10,000,000.
• FAR 52.209-13 Violation of Arms Control Treaties or Agreements-Certification (Nov 2021): Requires offerors to certify that they have not engaged in activities that would violate arms control treaties or agreements, with specific procedures and exceptions.

This document is critical for bidders as it dictates mandatory compliance requirements. Offerors must carefully review and complete the specified representations and certifications, either electronically via SAM.gov or by submitting them directly with their proposal, to ensure their offer is compliant and eligible for award. Failure to provide accurate and complete information may result in disqualification.

Form / Attachment / Pricing Sheet

This document, ATTACHMENT J.P-7, provides guidance and a template for Joint Venture (JV) Work and Qualifications. It is intended to be used by potential bidders who are forming or proposing a joint venture for the Polaris opportunity.

• Entity Name: To be filled in with the name of the JV entity or JV member.
• Work Done: Requires identification of experience and past performance, such as listing services previously performed.
• Qualifications: Requires listing qualifications like unique capabilities, business systems, certifications, and clearances held.
• Example Provided: An example is given for "ABC123 JV, LLC (Offering JV entity)", "ABC, Inc (JV Member)", and "123, Inc. (JV Member)" to illustrate the expected content for each category.
• Template Section: A blank section is provided for bidders to complete with their JV's information.

Bidders intending to propose as a joint venture must use this attachment to detail their JV's experience and qualifications, as well as those of its individual members. This information is crucial for demonstrating capability and meeting potential requirements outlined in section L.5.1.3.1 of the Polaris RFP.

Form / Attachment / Pricing Sheet

This document is the Project Verification Form (Attachment J.P-6), which is required for verifying submitted relevant experience as per Section L.5.2.2.1.1(2), L.5.2.2.1.2, and/or L.5.2.3.1.1 of the solicitation.

Part I: Project Identification

• Contractor Name
• Contract Number
• Order Number (if applicable)
• Project Name
• Funding Agency ID or Customer
• Total Period of Performance
• Project Value
• Project NAICS
• Cost Reimbursement (Y/N)
• OCONUS (Y/N)
• Emerging Technology (if claimed)
• Cybersecurity Services (Y/N)

Part II: Project Contact Information

• Contracting Officer (or Corporate Officer/Employee for Non-Federal projects) details (Name, Title, Agency, Phone, Email)
• Contracting Officer’s Representative or Government employee details (if applicable)

Part III: Project Verification

• Signature, Name, and Date from a Contracting Officer, COR, Government employee, or Corporate Official to verify project information.

1. Offeror: Complete Parts I and II.
2. Offeror: Send the form to the cognizant Contracting Officer, COR, other Government employee, or Corporate Officer/Official for verification (Part III).
3. Verifier: Complete Part III to verify the contractor's work.
4. Offeror: Submit the completed form with the proposal as proof of claimed Relevant Experience Project.

This form is crucial for bidders to document and verify past performance on projects claimed as relevant experience. Bidders must ensure this form is accurately completed by the appropriate verifier and submitted with their proposal to meet the requirements outlined in the solicitation's Section L.

Form / Attachment / Pricing Sheet

This document is the Past Performance Rating Form (Attachment J.P-4) used by the Government to evaluate an offeror's past performance on previous contracts. It requires information from both the offeror and the rating official.

Offeror-Provided Information:

• Contractor Name
• Contract Number
• Order Number (if applicable)
• Project Title
• Project Value
• Total Period of Performance

Rater-Provided Information:

• Rater's Name, Title, Agency/Customer, Phone, and Email
• Signature of Rater

Performance Criteria Ratings: The rater must select an adjectival rating (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, or Not Applicable) for each of the following five criteria:

1. Quality of Service
2. Schedule
3. Cost Control
4. Management
5. Small Business Subcontracting

Additional comments are required for Marginal or Unsatisfactory ratings, and explanations are needed for 'Not Applicable' ratings.

This form is critical for offerors to understand how their past performance will be evaluated. Bidders must accurately complete the initial sections to identify the projects being submitted for past performance review. They should also be aware of the specific criteria and rating definitions used by the government to assess performance, which can inform their proposal strategy and the projects they choose to highlight.

Form / Attachment / Pricing Sheet

This document, GSA Form 527, "Contractor's Qualifications and Financial Information," is a standard form used by the General Services Administration (GSA) to collect detailed financial and operational information from prospective contractors. It is used to assess a contractor's financial responsibility, capability, and past performance.

• Section I: General Information: Basic business details, ownership, and any history of bankruptcy or legal issues.
• Section II: Government Financial Aid and Indebtedness: Information on any outstanding government debts or financing.
• Section III: Financial Statements: Requires a balance sheet and income statement, or a summary thereof, to assess financial health.
• Section IV: Income Statement: Details on sales, costs, expenses, and net income.
• Section V: Banking and Finance Company Information: Details on banking relationships, loans, and lines of credit.
• Section VI: Principal Merchandise or Raw Material Supplier Information: Information on key suppliers.
• Section VII: Construction/Service Contracts Information: Details on current and past contracts.
• Section VIII: Remarks: A section for additional explanations or clarifications.

Bidders responding to GSA solicitations will likely be required to complete and submit this form as part of their proposal package. It is crucial for demonstrating financial stability and the capacity to perform the contract. Failure to provide complete and accurate information may result in disqualification. The information gathered helps the government evaluate the bidder's overall responsibility and risk.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT J.P-3 FPDS-NG SAMPLE," provides instructions and examples for bidders to verify relevant experience using the Federal Procurement Data System - Next Generation (FPDS-NG) reports. It guides bidders on how to access and interpret FPDS-NG data to support their claimed scoring elements as referenced in Section L.5.2 of the Polaris RFP.

• Accessing FPDS-NG: Instructions to visit www.fpds.gov and use the ezSearch function with contract number, task order number, contractor name, or UEI/DUNS number.
• Locating Contract Actions: Steps to find the correct contract action and click the "(View)" link.
• FPDS Report Samples: Pages 3-7 provide sample FPDS reports (Indefinite Delivery Vehicle and Contract/Order) illustrating the data fields relevant for verification.
• Data Field Crosswalk: A table on page 2 maps "Project Identification Elements" to corresponding "FPDS Data Fields" that can be used to verify claimed scoring elements (e.g., Contractor Name, Contract Number, Project Value, Period of Performance, NAICS Code, Place of Performance).
• Alternative Verification: If FPDS reports are unavailable or insufficient, bidders may provide alternative verification documents as identified in section L.5.2.2.1.1(2).

This attachment is crucial for bidders to understand how to properly document and verify their relevant experience, a key evaluation factor. Following these instructions ensures that the experience claimed in proposals can be substantiated using publicly available FPDS data, or alternative methods if necessary.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the Polaris GWAC Program, specifically for the Service-Disabled Veteran-Owned Small Business (SDVOSB) Pool. It establishes a Multiple Award, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract to provide customized Information Technology (IT) services and IT services-based solutions to Federal agencies. The principal nature of procurements under this contract must be for IT services, though ancillary support integral to IT services is permitted.

• The contract supports a wide range of IT services, including but not limited to:

  • Cloud Services (IaaS, PaaS, SaaS)
  • Cybersecurity
  • Data Management
  • Information and Communications Technologies (ICT)
  • IT Operations and Maintenance
  • Software Development
  • Systems Design

• Emerging Technologies such as Advanced and Quantum Computing, Artificial Intelligence, Automation Technology, Distributed Ledger Technology, Edge Computing, and Immersive Technology are in scope.

• Ancillary support, including minor construction, alteration, and repair to real property, is permissible if integral to the IT services-based effort.

• Contract Type: Multiple Award IDIQ

• Period of Performance: Base period of five years with one, five-year option, for a potential total of 10 years.

• Minimum Guaranteed Award: $2,500 per Master Contract.

• Maximum Contract Ceiling: None.

• Proposals are due by November 4, 2022, 4:00 p.m. ET, submitted electronically via the Polaris Submission Portal (PSP).

• Evaluation will be based on the Highest Technically Rated Qualifying (HTRQ) Offerors. Cost and pricing information will not be considered at the Master Contract level.

• Key evaluation factors include Relevant Experience, Past Performance, Systems/Certifications/Clearances, and Risk Assessment.

• A minimum of three distinct Primary Relevant Experience Projects are required.

• This solicitation is specifically for the Service-Disabled Veteran-Owned Small Business (SDVOSB) Pool.

• Offerors must meet small business size standards ($30 million for this acquisition).

• The contract is available for use by executive agencies and other entities as listed in GSA Order OGP 4800.21.

• A Contract Access Fee (CAF) of 0.75% is charged on all orders and must be included in task order proposals.

• Cybersecurity and Supply Chain Risk Management (SCRM) requirements are critical and evolving.

Solicitation / RFP / RFQ

This document is a Solicitation, Offer, and Award form (Standard Form 33) for a contract. It outlines the terms and conditions for potential bidders to submit offers for supplies or services.

The Table of Contents indicates the following sections are included:

• Part I - The Schedule (Solicitation/Contract Form, Supplies/Services, Description/Specs/Work Statement, Packaging, Inspection, Deliveries, Contract Admin, Special Requirements)

• Part II - Contract Clauses

• Part III - List of Documents, Exhibits, and Other Attachments

• Part IV - Representations and Instructions (including Representations, Certifications, Statements of Offerors, Instructions, Conditions, Notices, and Evaluation Factors for Award)

• Contract Number: 47QTCB22R0007

• Solicitation Number: 47QTCB22R0007

• Type of Solicitation: Negotiated (RFP)

• Date Issued: 9/15/2022

• The offeror agrees to the terms if accepted within 365 calendar days from the receipt of offers date.

• Offers are to be submitted to the address specified in Section L.3.4.

• The "Evaluation Factors for Award" are detailed on pages 90-97.

• The "Minimum Bid Acceptance Period" is noted as 365 calendar days.

• The document is for a "Polaris SDVOSB Pool RFP" as indicated by the filename, suggesting a Small, Disadvantaged, Woman-Owned, Veteran-Owned, or Service-Disabled Veteran-Owned Small Business set-aside, though this is not explicitly stated on the form itself.

• The document is 120 pages long.

• The point of contact for information is GSA/FAS/ITC/QT2, with an email address of Polarisdvosb@gsa.gov.