# RFP HHS-2026-IT-0042: Compliance Matrix (Section L) ## 1. Critical Deadlines & Submission Milestones | Milestone / Event | Date & Time (with Time Zone) | Method / Platform | Mandatory / Action Required | |---|---|---|---| | Written questions cutoff | Sat, Oct 24, 2026, 5:00 PM "EST" as written (see time zone note). Safe target: **before 5:00 PM EDT (02:30 IST, Oct 25)** | Email to the Contracting Officer, co_rfp@hhs.gov | Submit all questions in writing. Send **early**, since Oct 24 is a Saturday. | | Proposal due date | Wed, Nov 18, 2026, 2:00 PM EST (UTC-5) = **00:30 IST, Thu Nov 19** | Electronic upload via SAM.gov | Must be *received* by the deadline. Late proposals are not evaluated "under any circumstances." | | Pre-bid conference | Not stated in excerpt | n/a | Check the full solicitation. | | Amendment acknowledgment | Not stated in excerpt | Likely via SF-33 or a separate form | Confirm the mechanism in the full RFP and any amendments. | **Time zone note:** DST ends Nov 1, 2026. On Oct 24 Eastern Time is EDT (UTC-4), so the Q&A deadline's "EST" label is technically inconsistent. Literal EST would be 6:00 PM EDT, while the likely intent is 5:00 PM local Eastern. Treat the earlier reading as binding. The Nov 18 deadline falls in true EST. Both are early morning for your team in IST, so plan your internal cutoffs accordingly. **Time remaining (from Oct 12):** 12 days to the Q&A cutoff, 37 days to submission. ## 2. Formatting & Administrative Requirements - **Page Limits:** - Vol I (Technical Capability): **35 pages max**, excluding Cover Sheet, Table of Contents, and Resumes. - Vol II (Past Performance): **15 pages max**. No exclusions are stated, so assume cover and TOC **count**. - Vol III (Cost/Price): no page limit. - **Typography & Layout:** - Body text: **12-pt Times New Roman**, **1-inch margins** on all sides, **single spacing**. - Tables and graphics: **10-pt Arial** permitted. - Not specified: headers/footers, footnotes, and page-number font size. Keep these within 12-pt TNR or the 10-pt Arial allowance. - **File Format & Organization:** - Three separate volumes: I Technical Capability, II Past Performance, III Cost/Price. - All files must be **searchable PDF** (no scanned images). - Exception: the Cost Model must be an **unlocked .xlsx** with **all formulas intact**. No values-only paste, no password protection. - File naming convention and file-size limits: not stated. - **Submission Mode & Copies:** - Electronic only, via **SAM.gov**. No physical copies are mentioned. - SF-33 must be signed. Signature method (wet or digital) is not specified. ## 3. Mandatory Deliverables & Attachment Matrix | Volume / Section | Item / Form / Deliverable | RFP Reference | Compliance Criterion | Disqualification Risk | |---|---|---|---|---| | Admin (volume unspecified) | Standard Form 33 (SF-33) | L.3 | Must be **signed** | High | | Admin (volume unspecified) | Section K Representations & Certifications | L.3 | Must be **completed** in full | High | | Admin (volume unspecified) | Proof of active **Secret Facility Security Clearance (FCL)** | L.3 | Proof must be included **at the time of submission** | **Critical: immediate disqualification** | | Vol I | Technical Capability volume | L.2 | ≤35 pages, excluding cover, TOC, resumes | High | | Vol II | Past Performance volume | L.2 | ≤15 pages | High | | Vol III | Cost/Price volume | L.2 | Searchable PDF narrative/pricing | Medium | | Vol III | Cost Model workbook | L.2 | Unlocked .xlsx, formulas intact | High | | All volumes | Format compliance | L.2 | 12-pt TNR, 1" margins, single spacing, searchable PDF | High | ## 4. Disqualification Red Flags & Traps - **FCL proof (L.3):** The only requirement explicitly tied to "immediate disqualification." Obtain written verification of your active Secret FCL now (e.g., from your Facility Security Officer or the cognizant security office). The excerpt doesn't define what counts as acceptable "proof." - **Late receipt (L.1):** The deadline is for receipt, not sending. Upload early, because portal congestion or registration problems are not excuses. - **Time zone mismatch:** The Q&A deadline's "EST" label is inconsistent with EDT in October, and both deadlines fall in the early hours IST. Confirm the clock your team is working to. - **Locked or flattened Cost Model:** Any password, hidden or protected sheet, hard-coded values, or broken links can render Vol III non-compliant. - **Non-searchable PDFs:** Scanned signature pages and exhibits must still be OCR'd or be part of text-searchable files. - **Font and margin drift:** Tables or figures that use the wrong font (anything other than 10-pt Arial) or exceed margins will violate the format rules. Check embedded graphics and images with text. - **Vol II page count:** There is no stated exclusion for the cover or TOC, so do not assume the Vol I exemptions carry over. - **Subcontractor content:** Subcontractor material (past performance, resumes, certifications) counts toward page limits unless the full RFP says otherwise. - **Saturday question deadline:** The Contracting Officer's mailbox may not be monitored over the weekend. Don't wait for confirmation of receipt. ## 5. Bid/No-Bid Compliance Readiness Score - **Estimated Operational Complexity:** **Medium-High.** The format rules are straightforward. The FCL gate and the SAM.gov submission path are what raise the risk. - **Compliance Friction Points (candidate Q&A questions, submit by Oct 22 to be safe):** 1. **Subcontractor treatment (your stated context):** Do the two small business subs need their own FCLs or Section K certifications? Does subcontractor past performance count against the 15-page limit? Is a small business subcontracting plan or teaming agreement required? None of this appears in the excerpt. 2. **FCL proof:** What documentation is acceptable (e.g., DCSA verification, CAGE code, facility clearance letter)? Is the prime's FCL alone sufficient? 3. **SAM.gov submission:** SAM.gov is usually used for posting solicitations rather than receiving proposals. Confirm the exact upload mechanism, the required SAM registration, file-size limits, and the number of files allowed. 4. **Vol II exclusions:** Are the cover sheet and TOC excluded from the 15-page limit as in Vol I? 5. **Cost Model placement:** Does the .xlsx belong inside Vol III, and is a PDF export required in addition? 6. **Section K scope:** Does it go in a separate admin file or within a particular volume? 7. **File naming and size:** Any naming convention or per-file size cap? 8. **Time zone:** Confirm the Q&A cutoff as 5:00 PM Eastern local time (EDT). 9. **Missing sections:** Section M (evaluation criteria), amendment acknowledgment, and any pre-bid conference are not in the excerpt. Review the full solicitation before finalizing the bid decision. **Readiness call:** Conditional bid. **Go** if FCL verification can be produced now and the sub-related questions get answered. **No-bid** if FCL proof can't be assembled before submission.