Amendment 2 - Attachment 4 Addendum_Uniform Cost Assumptions.pdf

RFP No. 75N93022R00007

ADDENDUM FOR ATTACHMENT 4: UNIFORM COST/PRICE ASSUMPTIONS

ACTUAL TASK ORDER NO. 1 - STATEMENT OF WORK NIAID/DIVISION OF AIDS (DAIDS)

DATA AND SAFETY MONITORING BOARD (DSMB) MEETING SUPPORT

UNIFORM COST ASSUMPTIONS for DAIDS DSMB Meeting Support

It is anticipated that Task Order 1 will be awarded as a result of this solicitation.

Level of Effort: The Government’s requirement for the work set forth in the Statement of Work of this solicitation is .75 Full Time Equivalents (FTEs) during the Base Period and each term option, if exercised and .75 FTEs per year for Options 1-2. The direct labor effort includes vacation holiday, and sick leave. It is estimated that the labor mix is to be constituted as specified below and will be expended approximately as follows:

FULL-TIME EQUIVALENTS

Labor Category

Base Year

Option 1

Option 2

Logistical Technical Support

0.75 0.75 0.75

Total FTEs

0.75 0.75 0.75

NOTE: While the delivery of the total number of FTEs is a requirement for satisfactory performance of the task order, the labor mix provided above is the Government’s estimate and should not be considered restrictive. Offerors should propose the labor mix they consider most appropriate for satisfactory performance of the work.

1) Technical Cost Assumptions for DAIDS DSMB Meeting Support

For costing activities related to arranging venue, lodging, travel, honorarium, per diem, reimbursement, and travel logistics information for the required DSMB meetings (per year) listed below:

The NIAID/DAIDS requires support for approximately thirty-two (32) DSMB meetings & teleconferences per year. Please assume there will be no international DSMB meeting. The duration for each domestic DSMB meeting to be one (1) workday and teleconferences to be one (1) workday. A continuous stream of meeting support needs is anticipated each year.

Please note that meetings shall be held periodically over the period of performance for each task order year. No one DSMB meeting shall exhaust the allotted funds for an entire year.

All DSMB meetings may include a combination of the following support needs:

• On-site contractor support for domestic face to face meetings

• Travel arrangements for DSMB members

• Travel Visa reimbursement

• Honoraria for DSMB members

• Mailing and other communication with attendees including mailings that take place pre and post meeting

For estimating purposes, please use the following assumptions:

General Assumptions:

The number of Data Safety Monitoring Boards (DSMBs) and meetings may fluctuate slightly each year, but currently there are three (3) separate DSMBs. The Multinational DSMB must meet at least two (2) times per year for face to face meetings in a government facility in Rockville or Bethesda, MD; and the other two (2) DSMBs have teleconferences that can range from one to three per month.

For estimating purposes, please assume the two (2) domestic meetings will be held in Rockville, MD in a government facility at no cost to the contractor. All air travel will be non-refundable economy travel, with the exception of flights that exceed fourteen (14) hour air travel time for agency mission. Please assume thirty (30) meetings per year will take place via teleconference. Approximately the same number of meetings can be expected each task order year.

Meeting Venue:

For estimating purposes, please assume that the meeting venues for DSMBS will be held in a government facility in Rockville, MD. The contractor will not have to secure a meeting venue or audiovisual (A/V) for meetings held in a government facility. However, the contractor will be expected to send one person on-site for support services during face to face meetings held in a government facility. The contractor will not travel to any meetings held internationally.

Other Direct Costs:

In addition to travel for DSMB meeting attendees, Other Direct costs will include telecommunications, wire fees for honoraria reimbursements to international DSMB members, and postage. The average number of participants for meetings is provided below and should be used for estimating purposes.

Domestic DSMB Meetings:

For estimating purposes, please assume the following for domestic DSMB meetings: There will be two (2) face to face meetings per year in a government facility. The meetings held in a government facility will be at no cost to the contractor for meeting room rental and A/V.

On-site contractor support will be needed for the face to face meetings.

1. Travel for DSMB Members:

Multinational DSMB – two (2) face to face meetings in a government facility in Rockville, MD.

• For estimating purposes, please assume the ten (10) DSMB members travel from the following locations to Rockville, MD requiring air travel, ground transportation, lodging, and per diem. Of the ten DSMB members, assume three (3) international DSMB members will travel business class from Brazil, Thailand, and Zambia while the remaining DSMB members will travel economy.

• 1 travelled from Hamilton, ON, Canada

• 1 travelled from Irvington, NY

• 1 travelled from San Francisco, CA

• 1 travelled from Rio de Janeiro, Brazil

• 1 travelled from Cambridge, MA

• 1 travelled from Lusaka, Zambia

• 1 travelled from Lima, Peru

• 1 travelled from Bangkok, Thailand

• 1 travelled from Port-au-Prince, Haiti

• 1 travelled from Johannesburg, South Africa

2. Honoraria: ten (10) members will require reimbursement for honoraria at a rate of $200 per meeting day, per meeting. Assume each meeting is one (1) day.

3. Assume five (5) of these DSMB members will require visa reimbursements (Rio de Janeiro, Brazil; Port-au-Prince, Haiti; Lima, Peru; Bangkok, Thailand; and Lusaka, Zambia).

Teleconferences:

1) For estimating purposes, please assume the following for teleconferences: Ten (10) meetings per month from January through May. Ten (10) meetings per month from June through August. Ten (10) meetings per month from September through December.

2) Honoraria: Twelve (12) members will require reimbursement for honoraria at a rate of $200 per day per meeting. Assume each meeting will only be one day.

3) Assume the contractor is only responsible for honoraria while other teleconference logistics are taken care of in house at NIAID DAIDS.

SECTION 5 – OPTIONS

Offerors are required to submit separate cost estimates for each of the following Options (A and B).

A. Options 1 through 2 to Extend the Term of the Task Order: The Government may exercise options to extend the period of performance of the task order beyond the base period (Year1), annually, for a total task order period of up to 3 years.

Assume that the scope and types of activities outlined herein (i.e., for year 1 of the Task Order would be continued for each succeeding annual Task Order period for a total period of performance of 3 years.

B. Options 3 through 5 for Increased Services: The Government may exercise options for increased level of effort that may result from unanticipated increases in demand for logistical and administrative support for the activities associated with the convening of DAIDS DSMB meetings. Should the Government elect to exercise an option for increased level of effort, the Contractor shall provide an additional 0.50 FTE for each option exercised. The period of performance of an Option for Increased Services will not exceed the term of the Base year or Option year in which the Option is exercised. It is estimated that the labor mix for these Options is constituted as specified below and will be expended approximately as follows:

FULL-TIME EQUIVALENTS

Labor Category

Option 3

Option 4

Option 5

Logistical/ Technical

0.50 0.50 0.50

Total FTEs 0.50 0.50 0.50 NOTE: While the delivery of the total number of FTEs is a requirement for satisfactory performance of the Task Order, the labor mix provided above is the Government’s estimate and should not be considered restrictive. Offerors should propose the labor mix they consider most appropriate for satisfactory performance of the work.

For costing Options 3-5 for increased services, assume for each option the following assumptions:

Domestic Meetings:

1) For estimating purposes, please assume the following for Domestic meetings: On-site contractor support will be needed for the face to face meetings. There will be two (2) meetings per year. Ten (10) DSMB members travel from the following locations to Rockville, MD requiring air travel, ground transportation, lodging, and per diem. Assume three (3) international DSMB members will travel business class from Brazil, Thailand, and Zambia while the remaining DSMB members will travel economy.

• 1 travelled from Hamilton, ON, Canada

• 1 travelled from Irvington, NY

• 1 travelled from San Francisco, CA

• 1 travelled from Rio de Janeiro, Brazil

• 1 travelled from Cambridge, MA

• 1 travelled from Lusaka, Zambia

• 1 travelled from Lima, Peru

• 1 travelled from Bangkok, Thailand

• 1 travelled from Port-au-Prince, Haiti

• 1 travelled from Johannesburg, South Africa

2) Honoraria: ten (10) members will require reimbursement for honoraria at a rate of $200 per meeting day, per meeting. Assume each meeting is one (1) day.

3) Assume five (5) of these DSMB members will require visa reimbursements (Rio de

Janeiro, Brazil; Port-au-Prince, Haiti; Lima, Peru; Bangkok, Thailand; and Lusaka, Zambia).