11-223-SOL-00101 Question Answers_Round Two.pdf

11-223-SOL-00101_000006

Question Answer

Recognizing that the Past Performance portion of the bid is due 4 NOV 11, 19 days before the full proposal is due on 23 NOV, is the government going to notify/eliminate those bidders that do NOT have the requisite Past Performance? If not, then is the government going to wait to grade Past Performance until after the 23 NOV submission? I asked this question because the small businesses can consume a considerable amount of funds building a full proposal right up to the 23 NOV deadline for submission. If the government would notify (shortly after 4 NOV) those companies that do NOT have adequate past performance, then these small companies could conserve precious funds on a useless pursuit.

Refer to Solicitation M-1 Evaluation, Past Performance Evaluation.

The entire IDIQ and task order refers to a 13-17 year old minority youth, but in the flighting schedule, they are asking for that as all as young adults 18-24 (attachment 3). That's a very wide range, and may be much broader than our actual sample creative brief. Is there a reason we're being asked to significantly expand the primary demographic only for the flighting schedule?

Refer to Amendment 3, Q&A, #146.

On page 56 of the IDIQ about Volume three discusses:

As an attchment to the proposal, submit a draft Creative Brief that details the offeror's insights regarding the target audiences including demographics, lifestyles, psychographics, and other characteristics, and its early thoughts on actionable approaches to affect attitudinal and behavioral change.

Is this included in the page count for this volume? How many pages can it be?

Refer to Amendment 3, Q&A, #33. The creative brief does count against the page limitations.

Is there a deadline for submissions for the public education campaign RFP or a date that you are planning to award an agency by?

See Section L, L-1; Amendment 000005.

See Amendment 000003, Q&A, #7

When referring to regional outreach/TA do you mean outside the U.S?

No.

Reference Amendment 3, question 124. The answer to this question states that cost and pricing data must be submitted. The RFP does not incorporate any FAR clause requiring the submission of certified cost and pricing data, nor does it include a format/matrix for the submission of such data. What are the detailed requirements for the submission of cost and pricing data in support of the required fully-burdened hourly rates, and will the government supply a matrix for the required submission?

No, certified cost and pricing data is not required.

Enough pricing data must be submitted for the government to clearly understand the base labor rate and how it is then burdened to come to the fully burdened rate.

The RFP states, “In order to conduct research on behalf of the Government, the Contractor shall ensure they have an approved assurance, also know as a Federalwide Assurance (FWA) and that all Institutional Review Boards (IRB) designated under the FWA are registered with the Department of Health and Human Services’ Office for Human Research Protections.” Does the prime need to have approved assurance to respond or can a subcontractor’s approved assurance count toward this requirement?

Refer to Amendment 3, Q&A, #136. The prime contractor must have Federal-wide Assurance. For more information, visit:

http://www.hhs.gov/ohrp/assurances/.

Do we need to provide documentation to back up our FWA Assurance and where should we place it?

No, not until requested.

Does the page count in the appendix count torward the over page count?

Not applicable.

Are we allowed to submit spec creative and must they fit on 8.5”x11” paper?

Refer to Amendment 3, Q&A, #144 and #158.

11 Is there an overall page limit to the Response? No.

We get 4 case studies and 2 pages per case study. Do print creative samples count toward page count?

Refer to Amendment 3, Q&A, #32.

If we are partnering with other organizations are we allowed to submit more than 4 case studies?

Refer to Amendment 3, Q&A, #69.

Past project information requires contact information for contracting officer, project officer, and admin contracting officer. What do we provide if they are no longer in their roles?

The information provided must be verifiable.

The past performance questionnaire must go to a contact (the primary contractor if we subcontracted) for at least the 4 case studies provided. If we are teaming with another agency are we allowed more past projects and references?

Refer to Amendment 3, Q&A, #20.

Should broadcast samples be placed on technical volume CD/DVD and are their limits?

Please see the final paragraph in Section L-1, Factor II, for instructions on how to provide creative samples.

Should creative samples be in the appendix or the section of the RFP for relevant experience?

Refer to Section L

What is your definition of Multicultural vs. Minority? Formal definitions are not available at this time.

We have used these within the SOW. We need to clarify per the question. State why the definitions are not available. Can't we just use "Websters Dictionary" definitions?

Does each partner agency submit its own Base IDIQ volume demonstrating their capabilities and past experience, or must all agencies be included in the same Base IDIQ volume?

Each offerer (sole based or team) shall provide as many proposals as desired. Each proposal shall adere to the instructions in Section L will be evaluated on their own merrits in accordance with Section M.

Can sub contractors and their case studies be used even if they don't have a GSA schedule?

This is not a request against a GSA schedule.

If a partner is not on the GSA schedule, what payment procedure should we use for agency partners?

This is not a request against a GSA schedule.

Reference Amendment 3, question 19. The answer to this question states that the government intends to issue media buy orders to successful bidders on this contract.

Eligibility for this award is limited to small businesses with gross receipts of under $7 million. Small businesses are unlikely to have a readily available line of credit sufficient to support media buys of the size anticipated in the Technical Scenario. Will the government consider alternative approaches to media buys – such as direct government media buys?

The Government will not consider direct purchase of media buys.

Since the Government will be contracted directly with the prime, is it acceptable to only disclose fully loaded labor rates set by the prime? These would reflect the labor rates charged to FDA.

Yes.

Should the labor rates reflect ceiling rates or actual rates? Fully Loaded Labor Rates

25 When does the FDA anticipate making the award? See Amendment 000003, Q&A, #7.

Is it acceptable to map one contractor labor category to more than one RFP labor categories if the qualifications are applicable?

yes

Will the FDA consider work experience from Key Personnel as acceptable past performance for the prime or subcontractor?

Yes, as long as all information required by Section L is addressed and submitted.

On page 56, the RFP indicates that resumes should be written in a minimum 12-point font. The previous page

(55) indicates that the proposal body copy is limited to a minimum of 11 point Arial. Please confirm the font size requirements for our response—is the text in the resumes section required to be larger than the rest of the proposal?

(We understand that resumes are not included in the overall page limit.)

Yes

On page 55, when the RFP says, “Not included in this page limitation are the following,” does “page limitation” refer to the page count only, or all of the proposal limitations mentioned in the previous paragraphs (font size, paper size, margins, etc.)? We ask because it’s difficult to fit a large team’s organizational chart on one 8.5 x 11 page with one-inch margins and 11-point font (or even 9-point font, if this is considered a table or chart).

Could you please clarify if the org chart is exempt from these limitations (and, for example, could be printed on a folded 11 x 17 page, with 0.5-inch margins and a smaller font)?

Per Section L, a Gannt chart is not included in the page count. A Gannt chart may be placed on a page no larger than 11" x 17", with .5" margins and font size no smaller than 9 point Arial.

In Section K, page 5 indicates that it doesn’t apply to small businesses, and this is a small business set-aside—should this form be filled out with “N/A”?

The form in its entirety, no, only the parts that are applicable.

May Offerors use the FDA as the IRB organization for our Federalwide Assurance form? Or do we need to establish an agreement with an IRB?

Yes, offerors may use FDA as the IRB organization.

As a follow-up to the question above: Keeping in mind the four-week time frame that Offerors have to prepare responses to this solicitation, if Offerors DO need to establish an agreement with an IRB, is it acceptable to be in the process of attaining our FWA when our proposal is submitted, or must our FWA be approved prior to the proposal due date?

Not applicable.

Would the Center like to see a communications strategy that also addresses chewing tobacco (or other forms of tobacco, e.g., cigars, hookah, electronic cigarettes), or is this limited to smoking?

Please follow the instructions in Section L of the solicitation.

Can the Center confirm that a media plan is not a required component of Volume III, the response to Task Order #1?

It’s our understanding that this volume only requires our approach to fulfilling the task order. If a media plan is requested, could you provide us with the budget? Also, could the Center confirm that a media plan IS part of Volume V, Response to Technical Scenario?

Please follow the instructions in Section L of the solicitation.

Please clarify the requirement to provide “price detail by task area” at the top of RFP page 62. There are no “task areas” referenced in the RFP. Does this requirement mean that Offerors should provide pricing for the lettered sections on pages 3-8 of Attachment 2, Task Order #1 (e.g., Task A would be Strategic Planning & Research, Task B would be Creative Development/Production, Task C would be Paid Media, and so on)?

Task areas may be found in the Task Order 1 Statement of Work.

Please confirm that Offerors are not required to separate out ODCs for Volume II, Base IDIQ Volume pricing, only for Volume IV, Task Order #1 pricing.

Yes, this is correct.

Is there a specific time frame in which we should develop the media plan (January-December 2012 or July 2012- June 2013, for example)? If not a specific year, is there a month in which the plan should start?

No, the Government has not specified the time frame for the Technical Scenario.

Reference appears to indicate that all 7 of the labor categories shown in Attachment J-4 are key personnel for Task Order #1. Is that correct? Please confirm there are 7 key personnel required – one for each of the 7 labor categories shown in Attachment J-4.

Key Personnel may be found in Attachment J-4 under the heading "Key Personnel"

A project management plan (bullet #1) and a staffing plan (bullet #2) can each easily be 3 or more pages in length.

Because of the other specific and detailed information required by Sub-Factor 1 (e.g., information specified in the paragraph at the bottom of page 55 and continuing at the top of page 56) can the project management plan and the staffing plan be submitted as attachments to the volume and thus excluded from the 15-page limit for this volume?

Section L-1 of the solitication identifies elements of the proposal that do not count against the page limitations.

Can a Programmer and a Junior Programmer be added as labor categories to work on web sites, mobile, and interactive systems?

See Note under Section B, B.3 Overview of Pricing Schedules

As asked in Question 1, Does the Government anticipate releasing a separate evaluation RFP? What is the timeframe of releasing this RFP?

This question is beyond the scope of this solicitation.

As per section C of Solicitation 11-223-SOL-00101, page 13, “the Contractor shall create instructional segments and content for public education campaigns of the Center…”, please provide clarification of the term instructional segments?

Instructional segments refers to educational content.

How many hours must an employee work to be considered a full-time employee by FDA? Is it 2,080?

A 40 hour work week, inclusive of any authorized holidays listed in Section G, G.11, is considered full time. The government, though, does not pay for holiday hours under contracts.

If responding to the small business set-aside, should 51% of the work be performed by the prime (small business)?

Or, is it acceptable if 51% of the work is shared amongst the prime and its documented small business partners/subcontractors?

Refer to Section I, FAR 52.219-14

Regarding Amendment 3, the response to question #27 (Can the Government clarify the past performance questionnaire submission process?...) states “See this amendment”. Will FDA please clarify which amendment they are referring to

Correction made within this amendment. See body of amendment 000006.

Regarding Amendment 3, the response to question #84 (Key Personnel – Research & Planning Director – the Government is requiring a PhD in social sciences for this position…Would the Government consider eliminating this restrictive requirement?) states “The solicitation states does not state that a PhD in social sciences is required for the Research & Planning director position.” Please clarify if a PhD is required or is not required.

Review Attachement J-4 to the soliciation.The solitication does not state that a PhD is required.

Regarding Amendment 3, the response to question #143 (IDIQ – is it acceptable to talk to an audience/niche (sweet spot) or must we talk to all audiences) states “It is acceptable to provide a technical approach and solution that is targeted to a specific niche audience.” Is it also acceptable to talk to an audience/niche (sweet spot) when responding to Task Order 1?

Yes, as long as it is relevant to the requirement stated in the Task Order #1 SOW.

We understand there are two primary, distinct audiences to address for the media buy plan (Number 1: 13-17 and Number 2: 18-24). Should our response to the media buy (Attachment 3, Technical Scenario, Vol 5) correspond to our response to the task order (Attachment 2, Vol 3) when discussing the 13-17 audience (we understand we must address the 18-24 audience as well)?

Refer to Amendment 3, Q&A, #146.

Are there any packaging requirements or restrictions for proposal submission? For example, should each copy be submitted in a binder, be stapled or have a binder clip?

No

Should each volume of each copy be submitted in its own sealed envelope?

That is the chosing of the offeror.

Should all the five volumes be numbered continuously or should each volume start with Page 1?

That is the chosing of the offeror.

Should there be a separate Table of Contents page for each volume? If so, should there also be an additional Table of Contents that includes all of the volumes?

That is the chosing of the offeror.

Task Order 1 specifically focuses on minority youth defined by race/ethnicity. However, the Statement of Work describes other ³audiences of special interests² such as LGBT, people with disabilities, etc. Should our response to Task Order 1 be limited to racial minorities or can other ³unique combinations of geographic, demographic, psychographic, socioeconomic, and cultural factors² be used to define the segments to be targeted in Task Order

1. If so, please confirm that Caucasian youth may be targeted as long as they meet a non-racial qualification for at-risk or underserved populations, such as LGBT or military.

The offeror should develop and propose a technical solution that addresses one or more segments of the target audience: racial and ethnic minorities.

Future task orders on this contract may include targeting at-risk caucasian youth with unique combinations of risk factors.

The Technical Scenario includes young adults, ages 18 - 24, as part of the target audience. However, only teens are described as the target audience in most other sections of the solicitation. Please confirm that young adults should be targeted in the Technical Scenario. If this is correct, then should young adults also be part of Task Order 1?

As stated in the solicitation, young adults are one of the target audiences of the Technical Scenario. As stated in the solicitation, minority youth aged 13-17 who are intermittent smokers are the target audience for Task Order 1.

Many youth tobacco control programs include youth engagement as part of their strategy, which is defined by the CDC as ³providing the opportunity for young people to gain the ability and authority to make decisions that help improve the policy environment, change social norms, and reduce smoking initiation and consumption in their communities.² Would the CTP allow for youth engagement to be included as part of a comprehensive marketing strategy? If so, can the CTP elaborate on what kind of activities would be allowable or not? For example, youth engagement programs can work towards changing laws, work towards motivating corporations to change practices, or can work towards educating peers and stakeholders.

Would any of these be permissible as part of this marketing campaign?

Offerors are encouraged to develop and propose a technical solution for Task No. 1, which may include a wide variety of strategies.

"Special events" are mentioned a few times in the solicitation. However, it is not clear in the task order where Special Events fit. Would they be considered part of "Localization/Partnership"?

Offerors are encouraged to develop and propose a technical solution for Task No. 1, which may or may not include special events.

Section C.2.3.8 of the solicitation refers to Additional Proposed Strategies. May these additional strategies also be included as part of Task Order 1?

Offerors are encouraged to develop and propose a technical solution for Task No. 1, which may include a wide variety of strategies.

Technical Scenario: In addition to traditional media buys, should any other kind of expenses be included as part of this buy? For example, should social media buys be included? If so, what about the costs of staff dedicated to social media monitoring, content development and other social media services? Also, what about expenses for special events?

Refer to Amendment 3, Q&A, #39. $40,000,000 is the budget for the media buy to include only the cost of the buys.

Can you give an example of the ³qualified group² named on Page 12? Also, would that group¹s information replace the campaign¹s information on media or be add in addition to?

To be determined. Not sure what you're answer is stating…FDA/CTP doesn't know?

Are messages about social injustices related to tobacco considered vilifying the tobacco industry? For example, messages exposing tobacco industry's internal tobacco documents such as Project SCUM, or messages about deforestation caused by tobacco production?

In crafting their solutions, offerors should focus on the overall purpose of Task No. 1 which is to educate the intended audience about the negative health consequences of nicotine addiction and tobacco use.

The target in Task Order 1 is minority youth (age 13-17) who are intermittent smokers. How is ³intermittent smokers² defined? For example, smoked 1 cigarette in last 30 days? Smoked 1 cigarette in last week? In addition, should youth who are regular smokers not be targeted?

The technical solution proposed for Task Order 1 should be designed to reduce tobacco use among minority youth, aged 13-17, who are intermittent smokers. In this context, intermittent smoking is broadly defined as smoking on a nondaily basis.

Will the relevant experience/past performance (or lack thereof) of partner vendors reflect negatively on our proposal¹s technical merit?

Refer to Solicitation, Section M Evaluation Factors for Award

Are resumes the only item that is allowed in the appendix?

Can we include letters of recommendation from past and current clients with relevant scope of work as the ones noted in the solicitation?

Only resumes belong in the resume appendix. Any information regarding relevant experience or past performance if use for those purposes, shall be in those volumes.

In task order 1, can some of the staffing proposed be new staff that will be hired if the contract is awarded?

yes

We understand that our response to Task Order 1 is to simply be a description of our approach to develop the plan. However, it would be helpful to know the budget or budget range that would be available to implement the plan from this task order. Can that be provided?

The Budget or budget range is dependant upon the proposed solution to the RFTOP.

What is an example of a "cause-marketing partnership" as described in Task 1?

In this instance, cause-marketing partnerships are loosely defined as partnerships between companies or brands and Government-lead public health campaigns.

In task 1 section B, it says, "Ensure that all materials are consistent with the CTP's identity" Can you elaborate on this? Specifically, will all materials need to have a CTP logo and CTP information on them?

This information will be shared with successful offerors.

Is cessation expected to be part of the services provided by the contractor? If not, where should marketing messages direct youth for cessation support?

Provision of cessation services are outside of the scope of this solicitation. In their technical solution to Task No. 1, offerors may suggest the inclusion of publicly-available cessation resources.

If we become a contractor, will we be able to provide recommendations for questions to include in the evaluation?

To be determined.

Could scientific references for text in the proposal be included as an appendix?

No.

PRICING SCHEDULES

Volume IV – would the Government please clarify the directions regarding the pricing fluctuations over the total period of performance on the bottom on page 61 and the top of page 62 – 75% in option Year 1, 100% in option year 2 , etc. and how this should be applied to the pricing.

All percentages noted within the question are in relation to the base year.

M-1 EVALUATION FACTORS FOR AWARD

Sub-Factor 1 – Task Order #1 Please clarify the definition of the term “intended audience.”

The Offerors intended audience(s) for a campaign to reduce tobacco use among minority youth aged 13-17 who are intermittent smokers.

TASK ORDER 1

C. Campaign Outcome Objectives – Target Audience Would the government consider adding 18 – 24 year olds and people who influence them to the demographic profile for Task Order 1 to be consistent with the Section C and to allow offerors to provide a campaign solution that fits their “sweet spot” as was noted at the pre-proposal conference?

The technical solution proposed for Task Order 1 should be designed to reduce tobacco use among minority youth, aged 13-17, who are intermittent smokers.

KEY PERSONNEL

The Government’s response to the question “Research & Planning Director - the Government is requiring a PhD in social sciences for this position which is not typical based upon industry practices. Would the Government consider eliminating this restrictive requirement so as to not limit the talent that can be brought to this project,” says “The solicitation states does not state that a PhD in social science is required for the Research & Planning director.”

In the RFP it states at the end of the Research & Planning Director position description, “ and a PhD in social sciences.” Would the Government please clarify.

Please see question #46.

Please clarify whether reference questionnaires need to be sent electronically and via regular mail. Response not clear from answer to Q. 27 in Amendment 3. Due date and time are clear.

Correction made within this amendment. See body of amendment 000006.

If contractor is successful offeror, can prime add subcontractors not originally included as team members for purposes of bidding on task orders?

Yes.

Can the Government please confirm the small business workshare percentage for the subject procurement if large business is included on a team? Is this percentage applicable at the task order or to overall contract performance over the POP?

Refer to Section I, FAR 52.219-14

For November 23rd, what are the specific items we need to submit for consideration? Do we need to print any of the synopsis pages or amendments, or do we just need to submit a package with information about who we are and what we can provide? Do we need to include specific campaign ideas?

Submit proposal(s) in accordance with Solicitation Section L

How should submissions be sent? Electronically, or in the mail?

Submit proposal(s) in accordance with Solicitation Section L

Is there anything you can suggest to us that may help us be more helpful to this campaign? Any specific prerequisites?

All requirements/pre-requisites are detailed in the solicitation.

Does each proposal need to have rates per hour for each labor category outlined in the proposal?

Yes.

Can the Prime Contractor propose subcontractor/consultants in labor categories outlined in the proposal?

Yes.

Will the Prime Contractor be considered if they apply for Federal-wide Assurance prior to the due date.

Yes.

Seeing the proposal is due on November 23rd, is it possible for the Past Performance Questionnaires to be due on the same day?

Yes.