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Staffing Plan & Key Personnel Section
Labor categories, availability, contingent-hire letters, key-person substitution rules
What wins points
Provides a clear, compliant staffing plan and key‑personnel substitution strategy, directly meeting FAR 52.212‑1 requirements and demonstrating relevance to FAR 15.305 evaluation criteria.
What gets bids disqualified
Missing labor‑category tables or incomplete contingent‑hire letters will cause non‑responsiveness under FAR 52.212‑1; improper substitution rules breach FAR 52.215‑1.
Evaluator's view
Check for the required staffing plan, signed contingent‑hire letters, and a substitution clause that matches solicitation language.
Staffing Plan & Key Personnel Section
What this is
A concise guide for preparing the staffing plan and key‑personnel portion of a federal proposal. It outlines labor categories, availability calendars, contingent‑hire letters, and rules for substituting key personnel.
When you need it
- Required whenever the solicitation’s Section L (requirements) or Section M (evaluation factors) calls for a staffing plan, labor‑category breakdown, or identification of key personnel.
- Recommended for any solicitation that includes a performance‑based work scope, complex deliverables, or where the contractor’s expertise is a critical evaluation factor.
How to fill it in
- Identify labor categories – Review the solicitation (usually Section L) for required skill sets and create matching labor categories with associated rates.
- Determine availability – Provide a calendar showing start dates, percentage of effort per month, and any planned vacations or leave periods.
- Draft contingent‑hire letters – Obtain written acceptance from each proposed employee (or subcontractor) confirming they will work on the contract if awarded. Use the template block below.
- Define substitution rules – State how a key person may be replaced, including required qualifications for any substitute and the notice period you will give the contracting officer.
- Cross‑reference solicitation – Cite the exact clause numbers (e.g., FAR 52.212‑1, FAR 52.215‑1) that mandate each element so reviewers can verify compliance.
Template
**Labor‑Category Table** | Category | Hourly Rate | % Effort (Month 1) | % Effort (Month 2) | … | |----------|------------|--------------------|--------------------|---| | [CATEGORY] | $[RATE] | [PCT] | [PCT] | … | **Availability Calendar**
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Evaluate my draft →[Insert a Gantt‑style chart or simple table showing start/end dates and % effort per month]
**Contingent‑Hire Letter (per person)**[Company Letterhead] Date: [MM/DD/YYYY] To: contracting officer, [Agency] Re: Acceptance of Assignment – [Contract No.]
I, [Full Name], hereby accept the assignment as a [Position/Role] on the above‑referenced contract, subject to the terms and conditions set forth in the solicitation. Signature: ______________________
**Key‑Person Substitution Plan**
1. Identify primary key personnel and their qualifications.
2. Define qualified substitutes (education, experience, certifications).
3. Provide notice period (e.g., no less than 5 business days before the planned change).
4. Attach updated resumes for any proposed replacements.
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