REVISED Questions_and_Answers-2012_NCVHS-BSC_solicitation 1 .docx

REVISED Questions and Answers RFP 2012-N-14289

How will funds be obligated upon award?

After monthly invoices are reviewed and approved, payments shall be made by FMO.(See solicitation Section G)

How will Travel and Other Direct Costs be funded? Is there a uniform government estimate for these costs that should be used by bidders?

Travel expenses are in accordance with Government Travel Regulations.

Pages 6-9 list the requirements for this solicitation, which include staffing. Page 6, b describes the Meeting Support Specialist and references a Meeting Support Assistant that is not further described elsewhere. Please provide a description for the Meeting Support Assistant. Is the meeting support specialist position full time?

Meeting Support Specialist provides all logistical planning and operations for the committees on a full-time basis only when preparing for meetings. The Meeting Support Assistant provide back-up assistance as well as office based assistance to the Specialist while in the field.

Guidance on costing the business proposal

The RFP states this is firm fixed price and Section B provides for a single, annual unit cost. However, the RFP also states, " Given the dynamic nature of the mission, the actual workload may vary significantly during the task order period of performance and the task order may be modified accordingly. A final decision has been made that this will be a firm fixed price contract. Please cost the business proposal and Section B provides for a single, annual unit cost. If companies include labor categories, number of hours, or ODCs in their proposals, we will only evaluate based on your proposed annual unit/total cost. The expected level of effort (LOE) as shown is only a guide to give the annual unit/total cost .

As such, companies should give their perspective of the skill labor categories and hours they determine will be required to accomplish the tasks as described in the SOW:

We require that you provide the total cost that you propose to fulfill the work as described.

Does CDC anticipate that any staff other than the meeting support specialist will be onsite?

No, only the Meeting Support Specialist will be required on site as needed.

Please define “file final agenda and participant list at NCHS.” Pg. 7, C. 3rd paragraph. Is this electronic or hardcopy?

Final agenda is completed only AFTER the meeting along with the participant list outlining the presenters/speakers.

Please clarify how meetings are conducted. The SOW (Pg. 5) says that subcommittee and the full committee can be held in conjunction. Does this mean that simultaneous meetings can occur?

NCVHS Full Committee Meetings are conducted four times per year; subcommittees sometimes conduct meetings in conjunction with the Full Committee but not concurrently. However, Subcommittee Break-out sessions may be conducted concurrently.

Do BSC or NCVHS Committees’ Meetings overlap? Do the NCVHS and BSC meet on the same dates?

BSC and NCVHS Meetings generally do not overlap. They do no meet on the same dates. However, there may be one meeting day out of the year where there is an overlap.

Page 5, Objective describes the frequency of NCVHS meetings as well as the full committee and program review panels of the BCSB. How often do BSC work groups meet?

Up to three times per year.

Does NCVHS anticipate maintaining the current “minutes” format? If so, please provide the format.

Negotiable.

Does NCVHS have specific trend design elements for the website beyond social networking, RSS Feds, etc.? A design guideline?

No.

Does the Government require the NCVHS website to remain on the same platform?

Hosting: Currently the NCVHS site is hosted on the contractor's servers. DNS however is supplied by HHS. The BSC website is managed and hosted by NCHS.The site must be a .gov domain.

Please advise of the greatest number of meeting participants, including the 18 NCVHS and/or BSC members, Government, liaison, and participants that should be considered in securing meeting space.

NCVHS Meetings = 18 members, 7 Liaisons, and up to 50 staff members attending. BSC Meetings = 15 members and up to 50 staff members attending. However, most BSC meetings are held at NCHS in government space.

Please clarify the number of members on the BSC.

There are 15 members on the BSC.

Will the contractor be responsible for bulk mail costs or just preparing mailings?

Contractor may assist with bulk mailings; government responsible for associated costs.

Please identify software, operating system(s), server(s), and hosting environments that support the NCVHS website and database, including the number of attached files on the website and the number of database records.

Operating System/Host Environment: Apache on Linux, Number of files: approximately 3,700, Database: none currently utilized; MySQL available

Please identify website statistics for the most recent 12 month period:Average number of total website visitors per month –

Average visitors per month: 60,673

Average amount of bandwidth used monthly –

Average data transfer: 1,970,576 bytes per month

Average number of logins monthly for users to private member workspace. –

SharePoint does have a login but is not managed by the contractor.

Describe the current system for user validation/authorization. –

User validation/authorization: none; all pages and materials on the website are public domain.

Describe the current membership size and database platform; what platform is currently being used to maintain and manage membership information?

Maintained internally by Committee Management Specialists/Federal employees.

To support the development of costs proposals, please provide:

Page 8, section h. Travel Arrangements/Lodging discusses the utilization of hotels and government facilities for meeting space. Please advise if the Government has an estimate of the number or percentage of meetings that will be held in non-government space.

All BSC Meetings are held in Government Space with rare exceptions.The NCVHS Meetings are generally held in hotel space in the Washington Metro area that offers Government Per Diem rates for NCVHS members.

For meetings held in Government spaces, please describe the process the contractor must employ to identify and secure the space.

Government meeting space, when available, is secured by federal employees/Committee Management Staff.

Please provide the maximum number of NCVHS committee, workgroup and subcommittee members who will participate in each meeting and the maximum number of members who will require out of town travel.

All 18 NCVHS members expected at each Full Committee Meeting; Workgroup and Subcommittee members’ attendance will vary with as little as five to as many as twelve. Many such members will require government travel orders except for those that are local. Up to three speakers/presenters may be approved for travel by the contractor.

Please provide the maximum number of committee, workgroups and program review panels (3) of the BSC and the maximum number of members who will require out of town travel.

All 15 BSC members expected at each BSC Meeting; Workgroups and program review panels will vary dependent on subject matter with as little as six to as many as ten. Many such members will require government travel orders.

Upon contract award, when will the Government provide membership lists and contact information for the NCVHS and BSC?

Within two weeks.

What technology is currently used to manage and implement the NCVHS list serve?

Maintained internally by Committee Management Staff/Federal employees via NIH.

What is the website and database systems technology platform ( e.g., Microsoft.net/SOL server, Linux/Apache/MySQL, other)?

Operating System/Host Environment: Apache on Linux.

Section C – Description/specification/Work Statement: Scope of Work, page 7 of 58, letter d, Webmaster. What social networking, RSS feeds, and blogs are currently utilized?

None.

Section C – Description/specification/Work Statement: Scope of Work, page 7 of 58, letter f, Records and Data Management. What does “Contractor shall provide electronic copies of relevant electronic files and records, including database, letters generated reports, etc. to NCHS or designee…mean? Specifically, “including database” Any database created by the contractor for special occasions, events, conferences, etc. (i.e., NCVHS 60th Anniversary Symposium).

Section C – Description/specification/Work Statement: Scope of Work, page 8 of 58, letter i, Meeting Logistics. What is the expected attendance for the live meeting broadcasts?

Varies dependent on topic, but NGT 100.

SOW/Objectives, page 6 - Personnel. The SOW states that the Meeting Support Specialist will have a physical office at the CDC worksite, is this office located at the 3311 Toledo Road in Hyattsville, MD or is this office located in Atlanta, GA?

The Office is located in Hyattsville, Maryland.

Will the Meeting Support Specialist be required to work full time onsite at CDC?

The Meeting Support Specialist is expected to work full-time only when preparing for meetings. Onsite work may also increase, but many tasks can be handled from the Contractor’s location.

Section F, page 15, Deliveries or Performance-F.2. The solicitation states that most meetings will be held in the Washington, DC area and Committee hearings will be held geographically within the Continental United States. Please provide the number of meetings for the Washington area and the number of meetings and the proposed locations for the committee hearings.

With rare exception for a special hearing, all four Full Committee Meetings are held in the Washington, DC Metro Area.

Is there a maximum daily rate that CDC allows contractors to pay for consultant services?

Consultant rates are negotiated dependent on subject and expertise and no set fee has been established.

SOW, page 7, Mailings: The SOW states that bulk mailing of published reports of the Committee may require assistance from the Contractor. For costing purposes what is the size of the mailing, how many mailings are expected and how many pieces will be mailed?

Assistance needed will not include cost of mailing. Such mailings are one or two per year.

SOW, page 8, Travel: How many non-government participants (invited presenters) will be traveled for each meeting?

Up two three presenters/speakers per meeting may be approved for travel by the contractor.

SOW page 8, Meeting Logistics. Is the contractor required to prepare and distribute meeting materials (agendas, participant lists, name badges, resource materials, etc.) in support of any of the required meetings?

Yes, with the exception of name badges.

The RFP states, The Government contemplates award of a Firm Fixed Price performance-based Contract. Will the members’ travel costs not be reimbursable? Does the contract have any financial incentives tied to the performance based award? If so, will you please delineate?

Members’ travel will be covered by Government Travel Orders prepared by authorized contractors and internal federal staff utilizing a separate internal budget. Only the presenters/speakers will require travel preparation and reimbursement by the contractor.

Will you pls confirm that there will be no international travel associated with this project? If there will be, from what Country and City?

No international travel anticipated.

How many times a year will the NCHS BSC’s two Working Groups meet?

The BSC Working Groups may meet two – four times per year.

As associated with the following text in the RFP, Do you have a list of subconsultants used in the past two years and what their role was?

Yes, their role was to assist the Committee with report writing and conducting environmental scans and literature reviews.

The RFP references a meeting support assistant who will support the meeting support specialist. Are both positions contractor positions?

Yes.

Is an honorarium paid? If so, how much? Based on flat rate or per day? How many participants receive honoraria?

No, members are paid via government payroll. Speakers/presenters are not offered an honorarium.

The RFP mentions need for 1 breakout for Full Committee Meetings. For both meeting days or just one? Full or half days?

The first day of the Full Committee includes two concurrent breakout sessions in the afternoon and the second day includes two concurrent break-out sessions in the morning before the full session reconvenes.

Do these meetings follow the new HHS guidelines of holding meetings at Federal facilities vs. hotels, no food and beverage, and requesting authorization/approval for each meeting? If not, should we assume that all of the NCVHS meetings will be held at a local hotel while hearings and BSC meetings, etc. are held at NCHS? How is food and beverage paid for?

No food and beverages provided at our meetings held off-site. If the meeting is held at NCHS/CDC, staff may provide refreshments. based on the January 3, 2012 memo and the policies on the Use of Appropriated Funds for Food, Promotional Items, and Printing and Publications which states: logistical support contracts, purchase orders, grants, and agreements for conferences or meeting space must specifically prohibit the inclusion of food and meals and state that food and meals are not to be provided and are an unallowable expense. In effect, when acquiring space to conduct conferences or meetings, OPDIVs and STAFFDIVs may not accept food if offered at the same price as without food.

The RFP states that bulk mailing of published reports of the Committee may require assistance from the Contractor. Does that include the contractor paying for shipment or only assisting with the assembly of the mailing? If costs to contractor are involved, how many mailings, what size/weight, and how many mailings per year?

Contractor only assists with the assembly of mailings. Gov’t provides for bulk mail related expenses.

Does NCHS provide the cameras and staff for live webcasting?

No, the contractor secures a subcontracting mechanism for webcasting meetings.

Is an AV technician provided at NCHS facilities or are they to be subcontracted by contractor?

Both an NCHS AV technician is available at NCHS and the contractor secures an AV company to provide equipment and labor hours for all meetings.

Does NCHS facility have all adequate equipment such as table microphones, recording and sound systems, required to support meetings or is it subcontracted and paid by the contractor?

No, provided via contractor.

Are contractor personnel required to be on site at the meetings?

Yes, the Meeting Support Specialist is expected to attend all meetings.

Are the contractors required to host meetings only in government facilities?

No, only BSC meetings are held in Government facilities, i.e., NCHS.

How many meetings should we price for?

Four Full Committee Meetings and up to ten stand-alone Subcommittee/Workgroup meeting days.

What is the average number of participants attending the meetings?

Eighteen members, up to fifty other.

What is the maximum page count permitted?

Not clear!

What is the current level of effort for the identified project staff?

Varies.

Since meetings are broadcasts live, is the contractor expected to budget for those associated expenses?

Yes.

Which positions are required to work on the Federal site? If any are required then how much time is expected on the Federal site?

Meeting Support Specialist is usually expected on site when preparing for meetings and to attend monthly NCVHS/BSC Team Meetings.

Are you requiring the Project Manager, Support Specialist and/or web designer to both be located in the Atlanta area to work onsite?

No.

Do you anticipate these positions to be full-time?

Only during peak periods will the Meeting Support Specialist be work full time.

If these positions are full time in Atlanta, is it acceptable for the contractor to hire for these positions?

Not full-time nor in Atlanta.

What are the formats of the NCVHS full committee, subcommittee and workgroup meetings? (i.e. u-shape, classroom, panel table etc,) U-shape is the usual format.

What are the formats of the NCHS BSC full committee, workgroup and program review panels?

U-share is the usual format.

How many attendees participate in the NCVHS full committee, subcommittee and workgroup meetings?

Eighteen members, up to fifty other at Full Committee. Subcommittee and Workgroup attendance depends on membership and topic.

How many attendees participate in the NCHS BSC full committee, workgroup and program review panels?

Fifteen members and up to 50 staff members attending.

How many bulk mailings of published reports are done, and does the contractor need to design/print these reports?

No more than two per year. Government editors and graphic artists design and print the reports. Contractor/consultants, however, assists the Committee with writing the reports.

About how many will require travel for each of the NCVHS and NCHS BSC meetings?

All travel for members completed by federal staff; travel for external speakers/presenters processed by contractor. There are up to three approved presenters per meeting.

If this is not a new requirement, what are some of the locations these meetings have been held previously?

BSC Meetings have all been held at NCHS/Hyattsville. NCVHS Meetings have recently been held in hotel space in the Washington, DC Metropolitan Area.

How large are the room blocks needed?

Sleeping room blocks have been for up to fifteen for Full Committee Meetings.

Given the January 3 mandate of no food at meetings, in section h. – Travel Lodging – will this not be required?

Travel, lodging, and per diem is reimbursed by the contractor to approved presenters of no more than three per meeting.

What has been the estimated budget for each of these meetings if previously done?

Approx. $35,000 Is security clearance required? SOW mentions handling sensitive materials.

Yes, for Meeting Support Specialist to obtain a government ID badge.

Will the NCVHS and BSC Web sites be hosted on the contracts' servers or CDC's servers?

Currently the NCVHS site is hosted on the contractor's servers. DNS however is supplied by HHS. The BSC website is managed and hosted by NCHS.

What are the meeting dates and how many times a year does the committee meet?

Full Committee meets four times per year; Subcommittees and Workgroups up to two times each per year. BSC meets three times per year.

How many committee members are there in total?

18 NCVHS and 15 BSC.

Section C is unclear about the roles that are considered key. On page 6 of 59, under the Project Manager role, it says “In addition to a contractor Project Manager, the Contractor recruits the following key personnel:” b. Meeting Support Specialist, c. Two Writer/Editors, d. Webmaster, e. Identifying and Recruiting Consultants, f. Records and Data Management, g. Mailings, h. Travel Arrangements/Lodging, i. Meeting Logistics. Please clarify which roles are key.

Meeting Support Specialist, Consultant Writers, and Webmaster are all key positions.

Section M of the solicitation specifies that under the Experience and Capabilities section of the Technical Proposal, offerors are to include past performance descriptions of experience providing support to government agencies for large conferences and meetings within the past 5 years and contact information for points of contact. Is there a maximum number of such projects that can be identified?

No.

Is NAICS Code 561920 appropriate for this procurement--561920 Convention and Trade Show Organizers--This industry comprises establishments primarily engaged in organizing, promoting, and/or managing events, such as business and trade shows, conventions, conferences, and meetings (whether or not they manage and provide the staff to operate the facilities in which these events take place)? This RFP SOW encompasses meetings support to meetings that are more scientific then indicated by this NAICS Code, scientific and technical writing for preparing minutes and assisting with preparation of reports, and includes Web management. According to the above description for NAICS Code 561920, scientific and technical writing and Web management are not included. Wouldn’t NAICS Code 541590-- Other Scientific and Technical Consulting Services–be a more appropriate choice, since this RFP encompasses logistics for more scientific meetings, scientific and technical writing for minutes and reports, and Web management support services? NAICS Code 541590 is used by many other agencies for similar logistical support services.

2012 NAICS Code 541690-- Other Scientific and Technical Consulting Services would be a more appropriate choice. We will amend the solicitation.

I am hoping to find out if there is an incumbent contractor for this effort, or is this a new requirement? Is there an incumbent contractor currently performing this scope of work, and if so, can you please provide their name and how long they have held this contract? Are they eligible to bid?

The incumbent is:

AFFIRMA SOLUTIONS, INC.

340 E. 2nd Street, Suite 404 Los Angeles, CA 90012-4249

Firm Fixed Price (FFP) Contract 200-2011-39104 Period of Performance: June 24, 2011 to June 23, 2012 Award Amount: $413,347.00 Yes, they are eligible to submit a proposal.

If successful, will the new contractor be required to hire or offer the first right of refusal the current staff or key staff?

No.

There appears to be an existing contract – with remaining option periods through September 2014 – to provide NCHS with the services described in the solicitation. Will the contract awarded under this solicitation be executed in parallel with the existing contract?

No. The scope of work has expanded to cover a new 5 year effort.

Is this set aside for small business and if so what is the small business size standard?

Yes, this solicitation is set aside for small business (see H.5 SOCIOECONOMIC STATUS). The small business size standard is based on the NAICS Code 541690 is $7.0 (Size standard in millions of dollars)

Can you confirm the technical proposal is 25 pages in length, excluding staff CV¹s, cover pages, tables of contents, and lists of figures and diagrams? Section L.3. states the technical proposal shall not exceed 20 pages in length, and then also states the maximum length as 25 pages. So there is a discrepancy.

The technical proposal shall not exceed 25 pages in length, excluding staff CV¹s, cover pages, tables of contents, and lists of figures and diagrams.

Page 16, # III): “ … within 30 days of the end of each task order.” Is this a task order contract?

This is this not a task order contract. We will amend the solicitation.

Please clarify if an SF 18 or SF 33 is required on page 56, Volume II –Business Proposal, item 1.

Page 56, Volume II –Business Proposal, item 3. Please confirm if offerors are required to submit Section K if ORCA is updated.

The signed SF 33 is required (the front page of the solicitation). Yes, please submit Section K even if ORCA is updated.

Two email addresses are provided for Lawrence R. McCoy. Please confirm the correct email address for use in submitting the proposal.

Both are correct. Either is acceptable.

Based on the instructions in L.5, please confirm that submissions should be via email OR paper media, not both.

That is correct, submissions should be via email OR paper media, not both.

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