Revised_Responses_to_Offeror_Questions_693JJ918R000015.pdf

693JJ918R000015

Title: National Communications, Marketing, and Media Support

Revised Responses to Offeror Questions

1. Question: Can companies from Outside USA can apply for this? (like from India or Canada)

NHTSA Response: There are no prohibitions against companies from outside the United States applying for this effort. However, NHTSA requires close coordination with the contractor for this effort. This requires that key contractor staff and associated facilities be located within the general metropolitan area of Washington, D.C. See Section H.5, Location of Key Contractor Staff.

2. Question: Do Contractors need to come over there for meetings?

NHTSA Response: Please refer to the response to Question #1.

3. Question: Can a Contractor perform the tasks (related to RFP) outside USA? (like, from India or Canada)

NHTSA Response: Please refer to the response to Question #1.

4. Question: Can we submit the proposals via email?

NHTSA Response: Per paragraph 3 of Section L.3 of the Request for Proposal, “It is preferred that you submit your technical and business proposals via e-mail to nhtsaoam@dot.gov, attention of: Seth Moody, Contract Specialist, and reference the Solicitation Number 693JJ918R000015 in the subject line.

5. Question: We are a small business and do not have the accounting systems needed to perform Cost Plus Fixed Fee accounting for task orders. We are otherwise very interested in this opportunity, but would not be able to bid if CPFF is a requirement.

Would the Government consider issuing this opportunity allowing Time-and-Materials accounting?

NHTSA Response: Because of the estimated total ceiling amount of the resultant contract, NHTSA requires that Offerors have accounting system to accommodate a project of this size. NHTSA will not be changing the anticipated contract type for this requirement from an Indefinite Delivery, Indefinite Quantity (IDIQ) Type Contract, whereby Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), or combination thereof, Task Orders may be issued.

6. Question: The SF33 states that the proposal is due by 1400 eastern, while section L.3 says 10am. Please clarify what time the proposal is due by on October 8, 2018.

NHTSA Response: The proposal due date is revised to 1400 EST on October 12, 2018.

7. Question: What are you looking for in an agency partner?

NHTSA Response: The agency provides its work requirements in Section C – Description/Specifications/Statement of Work.

mailto:nhtsaoam@dot.gov

Responses to Offeror Questions

8. Question: Can you share your budget with us?

NHTSA Response: Price proposal assumptions can be found under Section L.1.3 of Attachment J.5 Task Order 0001 Request for Proposal.

9. Question: Reference Section H.3.1.d: One of our current clients is a major auto and home insurance company, would this conflict us out from participating?

NHTSA Response: Per Section L.2, the Offeror shall provide a statement in its technical proposal which describes in a concise manner all past, present or currently planned organizational, financial, contractual or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which is related to the work under the request. The interest(s) described shall include those of the Offeror, its affiliates, proposed consultants, proposed subcontractors, and key personnel of any of the above. The Offeror shall describe in detail why it believes that performance of the proposed Contract can be accomplished in an impartial and objective manner. The Contracting Officer will review the statement submitted and may require additional relevant information from the Offeror. All such information, and any other relevant information known to NHTSA will be used to determine whether an award to the Offeror may create a conflict of interest. If such conflict of interest is found to exist, the Contracting Officer may (a) disqualify the Offeror, or (b) determine that it is otherwise in the best interest of the Government to Contract with the Offeror and include appropriate provisions to mitigate or avoid such conflict in the Contract awarded.

10. Question: Reference Section C.1: In the past, how have media dollars been distributed across the U.S?

NHTSA Response: Media dollars have been distributed according to the approved media buy plans. Past plans are posted on www.trafficsafetymarketing.gov.

11. Question: Reference Section C.1: Does NHTSA currently use any business intelligence, analytics or other data tools for audience information, placement and/or reporting?

NHTSA Response: Refer to the media plans and buys that are located on www.trafficsafetymarketing.gov.

12. Question: Reference Section C.1: Do you have existing, recent research that could be utilized for the upcoming marketing efforts, or will the contractor be responsible for gathering new information to aid in campaign development?

NHTSA Response: Refer to Section C – Description/Specifications/Statement of Work and www.trafficsafetymarketing.gov.

13. Question: Reference Section C.2: For the primary focus areas, are there specific populations and/or markets that need more or special consideration?

http://www.trafficsafetymarketing.gov/

14. Question: Reference Section C.2: What are the primary focus areas/priority programs for the upcoming contract period (i.e. impaired driving, seatbelt use, etc.)?

15. Question: Reference Section C.5.2: How is work typically presented and what is the approval process for campaigns?

NHTSA Response: Refer to Section G.5 – Contracting Officer’s Representative.

Presentation and approval process will depend on specific task order requirements.

16. Question: Reference Section C.5.2: How open is NHTSA to video and telephone conferencing compared to in-person meetings? What is the desired balance?

NHTSA Response: Some routine coordination meetings can be handled by video / tele-conferencing, but work contingencies require the ability to have in-person meetings with the contractor within a very short timeframe. Consequently, contractor key personnel and associated facilities must be located within the general metropolitan area of Washington, D.C. See Section H.5, Location of Key Contractor Staff.

17. Question: Reference Section C.5.2: Do you currently use email marketing or any other ongoing communications/CRM tools, and will the contractor be responsible for executing strategies around these?

NHTSA Response: NHTSA does not anticipate the contractor being responsible for email marketing and CRM tools.

18. Question: Reference Section D: Do you have existing brand creative assets, such as logos, colors, fonts and images the contractor will be required to use?

NHTSA Response: See trafficsafetymarketing.gov

19. Question: Reference Section F.4.1: What is the timeline for agency selection and award?

NHTSA Response: Please refer to Section L.1.3 of Attachment J.5 Task Order 0001 Request for Proposal. For planning purposes, the Contractor should assume an award date of December 2018.

20. Question: Reference Section H.6: What “financial resources” would the government deem “sufficient” for a company with less than $15 million in revenue to incur the “large costs” described in this section? The largest invoice described was $6.4 million.

Would you be seeking some proof of $6.4 million in “financial resources”? If so, what would that proof be?

NHTSA Response: Refer to Section J.6 – Mandatory Requirement Checklist. The requirement is for the Offeror to show that it has the financial resources necessary to absorb and carry all costs until reimbursed by the Government.

21. Question: Reference Section H.6: What precise amount of financial resources are required to meet the “sufficient” threshold?

NHTSA Response: Please refer to the response to Question #20.

22. Question: Reference Section H.6: How should an offeror prove it has “sufficient financial resources” required in this section?

NHTSA Response: Please refer to the response to Question #20.

23. Question: Reference Section H.6: Given that the government has agreed to pay media costs every 15 days, why would a contractor, if it issues invoices every 15 days, need to “carry” costs until reimbursed by the government?

NHTSA Response: The resultant Contractor will have to carry incurred costs for 15 days from the Contractor’s submission of a proper invoice to allow the Government to process the invoice.

24. Question: Reference Section H.6: Are SMA payments made as EFT payments through

SAM.gov?

NHTSA Response: SMA payments are processed through NHTSA’s financial system, Delphi, as all payment are made.

25. Question: Reference Section L.8.1: Since the Mandatory Requirement will be reviewed before the Technical and Business proposals, the RFP does not state where it should be included in Sections L.9, L. 10, or L.11. Can you please clarify where we should include that checklist? Should it be in the technical or business proposal?

NHTSA Response: Please submit the Mandatory Requirement checklist and supporting documentation as a part of the business proposal.

26. Question: Reference Section L.10.1: You ask for resumes of “key personnel” who cover a number of disciplines. We are trying to determine how many to provide, and how deep on our organizational chart you’d like to go. How will these submissions be judged -- will offerors who submit more expertise by providing more resumes get more points than those who limit their “key personnel” to five or six leaders who will be deeply involved on a day-to-day basis in the work?

NHTSA Response: It is the sole responsibility of the offeror to ensure that all requirements of the RFP are met. Refer to Sections L – Instructions, Conditions, and Notices to the Offerors or Respondents and M – Evaluation Factors for Award.

27. Question: Reference Section L.10.1(b): You ask the offeror to “list any Contract that was terminated for convenience of the Government within the past three (3) years.” Does this include contracts whose term had expired or only those terminated before the term had expired?

NHTSA Response: This only pertains to contracts which were terminated before the term had expired.

28. Question: Reference Section L.10.1 (c): You ask for a maximum of five examples of past advertising “materials.” What types of creative executions would be considered materials? For example, could we share a TV ad as one of the materials, and if so, how would we do that? Are we limited to one execution per campaign or can we show a variety of executions from five different campaigns (so more than five executions)?

NHTSA Response: Within Section L.10.1.(c), the agency has provided work examples that offerors should consider in choosing past advertising efforts to highlight in their sample portfolio. The sample portfolio is limited to five separate examples of past advertising work, with one example covering work that involves a national media buy.

An example can include a variety of related executions, including produced TV ads.

Offerors should clearly mark the five examples within the written information section of a technical proposal. Please note that proposal information is required to be submitted on a USB drive in accordance with Section L.3.

29. Question: Reference Section L.10.2 (c): Are prime contractors allowed to name related entities (shared ownership) as subcontractors? If so, must this be disclosed and will it be available in a public information request?

NHTSA Response: Regarding your question on subcontractor participation in a procurement set‐aside 100% to small businesses, please refer to FAR Clauses 52.219‐6;

52.219‐8; and 52.219‐14. NHTSA follows the requirements of the Freedom of Information Act in processing all public information requests.

30. Question: Reference Section L.11: Can you describe what is necessary in a “Small

Business Subcontracting Plan” (part III). The information needed for part I (Cost/Price Information) and Part II (Other Financial / Organizational Information) are described on subsequent pages, but there are no instructions for Part III.

NHTSA Response: This was included in error and may be disregarded.

31. Question: Reference Section L.11: What are the limitations on what the prime contractor can subcontract to a named partner in this proposal? For example, as long as the prime contractor accounts for at least 51% of the hours and labor costs under the contract, can the actual media buy (which cannot include any fee or labor costs) be made by a subcontractor even though those costs are likely to make up more than 50% of the overall budget for this contract?

NHTSA Response: Regarding your question on subcontractor participation in a procurement set‐aside 100% to small businesses, please refer to FAR Clauses 52.219‐6;

52.219‐8; and 52.219‐14.

32. Question: Reference Section M.4.2: Which personnel will be considered in this scoring -

- only those listed as key personnel for the RFP (resumes of key personnel referenced in L.10.1 (a)), those described in task order response (which may include small bios of additional personnel), both of those, or something else?

NHTSA Response: Please refer to the response to Question #26.

33. Question: Reference Section C.5.2.4: Is there any previous formative research or creative testing the incumbent contractor has conducted for NHTSA or that NHTSA has supplied the incumbent on this behavior or audience, or the behavior and audience targeted in Task 2.6? If so, how may the other offerors get access to that research?

NHTSA Response: See trafficsafetymarketing.gov

34. Question: Reference Section C.5.4: This section requires the contractor to pay talent for previously produced creative. We do not have any information on what those costs might

be. How should the offeror reflect those costs in the budget?

NHTSA Response: Offerors are responsible for obtaining talent rights to creative produced under the contract. Although Offerors may be required to manage talent rights and renewals for previously produced creative, the agency will reimburse for costs negotiated under prior contracts. As these costs would be the same for all offerors, these costs do not need to be reflected in offeror proposals. Please review Section H.7. – Talent Rights for additional information on this topic.

35. Question: Reference Section C.5.4: No budget allocation is given for Task 4 on page 44

- 46 of the task order. We assume this is because these tasks “may” be added. Should the offeror leave out any costs for Task 4 from their budget?

NHTSA Response: The Contractor should propose the level of effort for the campaigns listed under C.5.4 - Plan and Conduct Additional Social Norming, Non-Paid Media Campaigns, or Other Traffic Safety Related Events of Activities as part of its submission.

NHTSA will evaluate the information using the factors referenced in Section M – Evaluation Factors for Award.

36. Question: Reference Section C.5.5: Could you please describe the role of the “backup photographer” in this task and Task 6 so we can budget for this position appropriately?

NHTSA Response: For the purposes of responding to the task, please provide the costs of a photographer. The agency uses the term “backup photographer” to identify situations where the agency cannot provide the photographer from its own staff. In those situations, the agency will look to the contractor to provide a photographer. Refer to Section C.5.5 Task 5 – Plan and Coordinate Child Occupant Protection Photo Shoot – for more information on the requirement.

37. Question: Reference Section C.5.5: Could you please describe the role of the “backup photographer” in this task and Task 6 so we can budget for this position appropriately?

NHTSA Response: Offerors are free to determine the level and amount of talent necessary to meet the requirements. For examples of past traffic safety advertisements and materials, please see trafficsafetymarketing.gov

38. Question: Reference Section C.5.5: For budgeting purposes, can you describe the level of talent used in the past for photo shoots or that’s expected in this shoot and the shoot described in Task 6?

NHTSA Response: Yes

39. Question: Reference Attachment J.5 Section L.1.3: Is the reference to “statutory-mandated funding” the equivalent of the “statutory-mandated advertising” defined in “Acronyms and Definition of Terms” (attachment J.3) OR is the funding referenced an overall budget for the campaign, including research and developing and producing campaign advertising referenced earlier in the task order?

NHTSA Response: Statutorily-mandated funding is the equivalent of the statutorily-mandated advertising defined in Attachment J.3 “Acronyms and Definition of Terms”.

40. Question: Reference Attachment J.5 Section L.1.3: The RFP states “NHTSA anticipates two vehicles will be needed.” Should the offeror include costs for these vehicles in the price proposal?

NHTSA Response: Yes.

41. Question: Reference Section J.1: Line 43 of the budget template has the fee line greyed out across the row. Are offerors expected to do this work entirely at cost -- so no fee on any part of the work (labor, buy etc)? If not, how should fee be reflected in the budget?

NHTSA Response: Offerors are not expected to do the work at cost. Offerors may reformat the template so the fee line is not greyed out and fill in the proposed fee.

42. Question: Reference Section J.1: Should the direct labor rates in column D under direct labor represent hourly salaries -- i.e., annual salaries / 2080?

NHTSA Response: The rates under column D should represent hourly rates.

43. Question: Reference Section J.1: How should the offeror calculate Line 39 (indirect rates) if the offeror’s current cost-plus arrangement with the government has an overhead rate, a general and administrative (G&A) rate, and a materials handling rate for media buys?

NHTSA Response: Offerors may reformat the template to reflect the individual Offeror’s indirect rate agreement and/or accounting practices. The Offeror shall provide any documentation supporting the proposed indirect cost rates and the calculation of their composition and base.

44. Question: Reference Section J.1: Is there any further cost detail required for subcontractors beyond the name for the firm and the total cost by task?

NHTSA Response: If Subcontractor effort is required, the Offeror shall identify the Subcontractor, describe the role the Subcontractor will play, and indicate the level of effort it has assigned to the Subcontractor. Additionally, the Offeror shall submit documentation of its cost or price analyses in accordance with FAR 15.404-3 (b).

45. Question: Reference Section J.3: In this section and throughout the task order and RFP, you make clear that Statutory Mandated Advertising cannot be used to pay indirect costs or fee. You also note that Materials-Handling indirects, but no fee, may be applied to Materials Handling costs. In the cost-plus fixed fee contract envisioned for this campaign, on what costs should the offeror apply its indirect costs and fees? We recognize this may vary, but a simple chart showing over which costs indirect costs and/or fee are allowed would be helpful for building a budget.

NHTSA Response: The Offeror may apply its indirect costs and fees according to its own cost structure and accounting system. These costs (often referred to as General and

Administrative (G&A) or Overhead) may be applied to Other Direct Costs only to the extent that the application of these indirect direct costs is consistent with the Contractor’s standard accounting practices as well as Part 31 of the Federal Acquisition Regulation.

46. Question: Reference Section J.6: This attachment requires a “one to two paragraph explanation” that “the offeror has the financial resources and capabilities to absorb and carry all Task Order costs until reimbursement by the Government” As part of this requirement, the FRP requires “documentation to support [the offeror’s] affirmative response (e.g., letter of credit).” We have a number of questions about the mechanics of this requirement:

a. Who would be the beneficiary of the Letter of Credit (to whom are we guaranteeing payment)?

b. Given that banks charge between 1% and 10% of the amount guaranteed in a

Letter of Credit from a bank -- so at least $70,000 on $7 million - how would that cost to the offeror be recouped in a cost-plus contract?

c. Can the contract payments be assigned to provide the necessary collateral for the bank to provide such a guarantee?

d. In the documentation requirement, a Letter of Credit is described as an example (e.g.) of the kind of documentation an offeror could provide. Are there any other examples of what an offeror could provide to meet this requirement?

e. What kind of documentation did the incumbent provide previously to the government along these lines and how was the cost of any bank guarantee reimbursed?

f. Are you requiring the offeror to obtain a Letter of Credit as part of the proposal process, thus making the cost of submitting a proposal $70,000+?

g. As we understand it, the government will not reimburse the cost of a Line of Credit (interest) as part of the cost-plus contract. Is this correct?

NHTSA Response: Contractors must be aware of the potential for a delay in the reimbursement of vouchers. Performance cannot be at risk due any such delay and Contractors must be financially stable and have the resources to ensure the continuity of performance. Under this requirement, the contractor must demonstrate its financial resources to meet its performance obligations. One method to demonstrate sufficient financial resources is a line of credit, a common tool used by many commercial entities. However, this is not the only method and is not specifically required by NHTSA. However, a contractor demonstrates its financial resources and capabilities, NHTSA will not reimburse the costs associated with the steps taken by the contractor to ensure that it has the financial capabilities to meet contract performance.

47. Question: Reference Section L.4: Section L-4 of the RFP reads as follows: “The

Government contemplates award of an Indefinite Delivery, Indefinite Quantity (IDIQ) Contract from this solicitation whereby Firm Fixed Price, Cost Plus Fixed Fee Task Orders will be issued in accordance with FAR 16.5. All work will be ordered through the issuance of Task and Delivery Orders.” Can you please provide some guidance or examples as to the types of services listed in the Statement of Work that might be performed under firm fixed price task orders as opposed to cost plus fixed fee?

NHTSA Response: Contract type determination will be made on a Task Order basis in accordance with the regulations and considering the applications noted in FAR Part 16.

48. Question: Reference Section L.7.1: This contract is set-aside for small businesses, however, small businesses are exempt from the cost accounting standards. See FAR 9903.201-1 (b)(3). Would the Government consider restructuring and reissuing the solicitation to support either firm fixed price or time and materials task orders since cost-plus accounting may significantly limit the number of small businesses who can submit proposals?

NHTSA Response: Please refer to the response to Question #5.

49. Question: Reference Section L.7.1: The small business regulations require that small businesses be given the maximum opportunity to compete for federal business and many small businesses, while striving to maintain a compliant accounting system, have not previously had requirements to document indirect costs nor have they had a Contracting Officer request the government to audit the contractor’s system. Given the very small number of small businesses that actually do possess an approved or audited accounting system, has any consideration been given to the anti-competitive nature of this requirement?

NHTSA Response: It is not the Government’s intent to place any hardship on small businesses with having an approved accounting system and the Government recognizes that most small businesses do not have one. It is the Government’s expectation that at the time of proposal submission, Offerors are able to justify their indirect costs and the adequacy of their current accounting system through substantiating documentation.

During evaluation of Offerors’ business proposals, the Government will be able to determine whether or not the Offeror’s current accounting system is sufficient to carry out this project or if approval will be needed after award.

50. Question: Reference Section L.11 Part I, b: If an offeror does not have an accounting system that has been audited, please explain how it is possible to provide the supporting documentation for indirect costs as required by paragraph b) on page 59 of the RFP? Can an offeror provide its unaudited indirect rates as maintained with its accounting system?

NHTSA Response: The Offeror is responsible to provide any documentation supporting the proposed indirect cost rates, and indirect cost rates must be reviewed through an approved accounting system.

51. Question: Reference Section L.11 Part II, paragraph b, c, d, e: Is an offeror required to have a government audited property, purchasing or accounting system to be considered for award? If any of these are a requirement, will the government accept a system which has been audited by a certified public accounting firm specializing in supporting government contractors? Because a business cannot request its system to be audited by the government but instead has to wait for a Contracting Officer to request one when a need exists, many small businesses have not had the opportunity to undergo these audits by the government.

NHTSA Response: Please refer to the response to Question #49.

52. Question: Reference Section L.11 Part I.a: While NHTSA’s previous Sources Sought request (DTNH2217RQ-00817) briefly referenced a potential cost-plus scenario, it also raised the potential for a time and materials agreement. Given the agency did not specifically ask respondents if their accounting systems were set up to handle cost plus, we do not understand how NHTSA concluded that a sufficient number of advertising agencies would be able to compete under the restrictive cost-reimbursement contract terms. Will the agency consider restructuring this solicitation on a time and materials basis and omit all references to cost plus fixed fee, consistent with the current 5-year NHTSA contract (DTNH2213D00280) for these identical services?

53. Question: Reference Section L.11 Part I.a: The Solicitation has been issued as Cost Plus

Fixed Fee which places a significant monetary risk on the small business’ ability to project indirect costs. Would the government consider changing to Firm Fixed Price or accept approved or discounted GSA rates?

NHTSA Response: Please refer to the response to Question #5. Additionally, NHTSA will not be accepting GSA rates as this procurement is not being competed under a GSA contract.

54. Question: Reference Section L.3.3: Are flash drives with the technical and business proposals required to be delivered by the proposal deadline or can they be postmarked 10/8 if electronic submission is complete by the proposal deadline?

NHTSA Response: All proposal materials must be delivered by the response date and time listed in the response for Question #6.

55. Question: Reference Section L.10.1.a: Is it possible to include resumes for subject matter experts (SMEs) and include those SMEs as presenters as defined in L.12.1.c without making them subject to the restrictions under the “Key Personnel” requirements of Paragraph G.6?

NHTSA Response: No.

56. Question: Reference Section L.10.2.a: 8.5” x 11” is not a standard PowerPoint slide size.

We assume it is acceptable to use a standard slide dimension / screen ratio instead (ensuring it will print out on an 8.5” x 11” sheet of paper)?

NHTSA Response: Yes, using a standard slide dimension / screen ration is acceptable.

57. Question: Reference Section L.10.2: For the presentation, will NHTSA be providing a projector and screen or TV monitor? If so, will we be able to plug our own laptop into them and make the presentation from our hardware? Will speakers be provided?

NHTSA Response: The government plans to provide the basic facilities and equipment needed for the oral presentation. These basic items include rooms, laptop, podium, easel, projector, speakers and screen. Offerors should plan to use the equipment resources that are provided and not require any additional equipment. However, if there is a special need for some type of equipment, Offerors should indicate that need in the oral presentation portion of its technical proposal.

58. Question: Reference Section C.5.2: The second to last bullet (on page 8) references the need for the contractor to “develop and program digital content” - can you expand on the scope of “programming” required under the contract?

NHTSA Response: In this context NHTSA means developing digital content that NHTSA can put in its content management system for presentation on NHTSA.gov and trafficsafetymarketing.gov

59. Question: Reference Section L.3 and SF 33: SF33 states the proposal is due by 1400 eastern, section L.3 says 10am. Please clarify what time the proposal is due by on October 8, 2018.

NHTSA Response: Refer to the response for Question #6.

60. Question: Reference Section L.11: Part III of the Business Proposal is for a Small

Business Subcontracting Plan. As this solicitation is set aside 100% for small businesses, FAR 19.702(b)(1) exempts small business concerns from the requirements of the small business subcontracting program, and FAR 52.219-14 Limitations on Subcontracting, require the small business prime contractor to incur at least 50% of the cost of contract performance, can NHTSA please clarify why small business offerors must submit a small business subcontracting plan?

NHTSA Response: Please refer to the response to Question #30.

61. Question: How many awards to you anticipate granting for this IDIQ?

NHTSA Response: NHTSA contemplates the award of a single IDIQ contract per Section L.5.

62. Question: Could you please verify that this RFP is considered a Small Business set aside?

NHTSA Response: This RFP is a small business set aside.

63. Question: Reference Attachment J.4: Will the government send the past performance questionnaire document to the references listed by the Offeror, or should the Offeror send the questionnaire document to each of the references and instruct them to return it either

a) directly to the government, or b) back to the Offeror to include with their proposal submission?

NHTSA Response: The Offeror shall submit requests for at least three (3) Past Performance Questionnaires to be completed by customers of the Offeror. The completed questionnaires must be submitted directly to the government by recent (within the last three (3) years) customers (commercial or Government) involving similar or related services. The completed questionnaires shall be from independent sources.

Questionnaires shall be submitted via email from references to Seth Moody at seth.moody@dot.gov and NHTSA’s proposal receipt e-mail inbox at nhtsaoam@dot.gov.

64. Question: Reference Section D.1: For the purpose of the proposal submission, are you requiring this font type and size (Times New Roman, 12) be used?

NHTSA Response: Section D.1 applies to the resultant contract, not the proposal submission. Please refer to Section L for proposal instructions.

65. Question: Reference Section D.1: Can a different font type and size (smaller font) be used in any included charts, tables or graphs?

NHTSA Response: Please refer to the response to Question #64.

66. Question: Reference Section L.11: If the Offeror does not have a DCAA audit report can they still serve as the Prime Contractor for this contract?

67. Question: Can a company with over $15M in revenue be a prime, as long as they have less than 500 employees?

NHTSA Response: Please refer to sba.gov for the current Small Business Size Standards matched to North American Industry Classification System (NAICS) Codes. The SBA establishes small business size standards on an industry-by-industry basis. (See 13 CFR Part 121). Small business size standards matched to industry NAICS codes are published by the Small Business Administration and are available at http://www.sba.gov/content/table-small-business-size-standards.

68. Question: What is the maximum length of time a contractor has had to wait for payment of SMA costs?

NHTSA Response: Invoices for SMA may be submitted for payment every 15 days. The Government will make every attempt to pay the Contractor for SMA costs within 15 days after receipt of a proper invoice at the location designated in G.4 – Submission of Invoices. Also refer to H.6 – Statutorily Mandated Advertising (SMA) – for more information.

69. Question: Is working with a major automotive manufacturer considered an organization

“whose interests may be substantially affected by NHTSA activities”?

70. Question: Under L.10 Technical Proposal Instructions, B. Past Performance References, can you please provide more detail on characteristics of what “comparable” services would be for the 3 references?

NHTSA Response: The agency provides its work requirements in Section C – Description/Specifications/Statement of Work.

71. Question: Under L.10 Technical Proposal Instructions, B. Past Performance References, mailto:seth.moody@dot.gov http://www.sba.gov/content/table-small-business-size-standards can sub-contractor Past Performance references be used or must a certain number of Past Performance references be supplied by the proposed prime contractor?

NHTSA Response: Please provide three (3) past performance questionnaires supplied by the proposed prime contractor.

72. Question: Under L.10 C. Sample Portfolio, you have asked for one example of past advertising materials but later indicate a request for “example of past national media buy”? Can you clarify if you’re asking for a media plan example or creative examples?

NHTSA Response: Offerors are free to determine what examples it wants to highlight in its sample portfolio. A portfolio contains a maximum of five examples of past advertising materials developed for campaigns similar to those that would be required under the contract. One example must cover a national media buy in support of a past advertising effort.

73. Question: Reference Section L.10.C: Can sub-contractor examples be used for some or all of the 5 Sample Portfolio examples?

NHTSA Response: The sample portfolio must showcase the offeror’s work, not those of subcontractors.

74. Question: Can one or both the two examples requested under Experience and Past

Performance (L.10.D) be provided by proposed sub-contractors?

NHTSA Response: Please refer to the response to Question #73.

75. Question: Do vendors need to be DCAA audited / have a DCAA audited accounting system to respond / deemed qualified?

76. Question: How many past performance questionnaires must be submitted? Do they have to correlate to the past performance examples provided?

NHTSA Response: Please provide three (3) past performance questionnaires. They do not have to correlate to the past performance examples provided.

77. Question: What elements or scope of work will be cost-plus?

NHTSA Response: Please refer to the response to Question #47.

78. Question: Reference Attachment J.5 Task Order Section C.5.2: This and other tasks list

“Law Enforcement Activities” as an activity however this is not identified in the SOW.

Are there services/supports required of the Contractor for this activity, and if so, what?

NHTSA Response: No, the law enforcement activities listed in this RFP are just a point of reference.

79. Question: Reference Attachment J.5 Task Order Section C.5.2: Bullet point nine states that a post buy analysis will need to be provided. What deliverables will be needed from traditional media? For example, gross impressions, reach, freq.

NHTSA Response: Refer to section F.5.4 – Final Campaign Media Report of the Base contract.

80. Question: Reference Attachment J.5 Task Order Section C.5.4: Will there be any local campaigns to support additional social norming or non-paid media campaigns or initiatives for specific traffic safety programs? If so, what are key markets?

NHTSA Response: No

81. Question: Reference Section D, Pg.11 entitled “Packaging and Marking” does not specify page limitations, line spacing, or margin size; nor does it address links to videos.

a. Can you provide information about page limitations, line spacing, and margin size?

b. Is it acceptable to include links to videos?

NHTSA Response: Please refer to the response to Question #64.

82. Question: Reference Section H.5 Pg. 30 entitled “Location of Key Contractor Staff” says that “…the Contractor shall maintain key project staff and facilities within the District of Columbia metropolitan area.” Our Project Manager will be located within the District of Columbia metropolitan area, but our main office is not located there.

a. Is this location of our staff/main office permissible?

NHTSA Response: The contractor must maintain key contractor staff and facilities (i.e., an office) within the District of Columbia metropolitan area. Refer to H.5 – Location of Key Contractor Staff.

83. Question: Reference Section L.5, Pg. 52 entitled “Proposal Format” states that the technical proposal must consist of “Table of Contents, Written Information (See Section L.10.1) and Oral Presentation Information (See L.10.2.).”

Then, in Section L.10.2. Pg. 55 entitles “Oral Presentation Information” states that “Offerors shall provide their oral presentations using Microsoft PowerPoint (using 8.5x11 inch slides). The PowerPoint file must be provided by the proposal submission deadline and the Offeror must use the file provided. No edits may be made or new presentation slides added after the proposal deadline.”

a. What does it mean that the “Offeror must use the file provided?”

b. Also, since the oral presentation is contained within the Technical Proposal, do you want us to reference the PowerPoint presentation and attach it thereto? Or do you want us to convert the content of the PowerPoint into a Word document to have all the information in the same document?

c. Lastly, nowhere in the discussions of the technical nor business proposals does it indicate that we should provide any background or introductory information about our company. Is it ok to include that?

NHTSA Response: Refer to Section L.10.2.a – Oral Presentation Information / General Organization. The “file provided” is the PowerPoint presentation you submit with your proposal. The oral presentation information should be an easy to identify electronic file submitted in a technical proposal. An offeror does not need to print out the oral presentation. At the start of the oral presentation process, the file will be “returned” to the offeror for the purposes of giving the presentation. Offerors are free to include introductory and background information but it will count against the time limits available for the oral presentation. Refer to L.12.2.b – Oral Presentation Information / Technical Approach for guidance on the oral presentation.

84. Question: Reference Section L.11, Pg.58 entitled “Business Proposal Instructions” states that the business proposal “shall be submitted in three (3) parts: Part I: Cost/Price Information; Part II: Other Financial and Organizational Information (refer to Section K and instructions under this section); and Part III: Small Business Subcontracting Plan.”

The document goes on the explain Parts I and II.

a. Where are the details about Part III located?

b. When it says “shall be submitted in three parts” does that mean three separate subsections or the business proposal? Or do you mean each of the three areas submitted separately?

85. Question: Reference Section L.10.1., Pg.54 entitled “Sample Portfolio” states that

“….the Offeror shall include in the portfolio at least one (1) example of a past national media buy that supported the past advertising campaigns.”

a. Can you please explain this more clearly? Specifically ‘that supported the past advertising campaigns.’

NHTSA Response: Please refer to the response to Question #28 and #72.

86. Question: Solicitation 1 came out on 8/24/18 and has 6 attachments; Solicitation 2 came out on 8/28/18 and has 4 attachments. Should we use the most recent version?

NHTSA Response: The files under ‘Solicitation 2’ on FedBizOpps contain the attachments for Attachment J.5 Task Order 0001 Request for Proposal. It contains no redundant files to the first documents submitted, and all documents uploaded will be necessary for proposal preparation.

87. Question: Is there an incumbent?

NHTSA Response: The incumbent for this requirement is Charles Tombras Advertising, Inc.

88. Question: We are concerned the agency appears to be is moving to a “cost-plus billing” model, which our firm is not currently structured to support. Is the agency willing to accept approved GSA rates instead? If not, does this “cost-plus” requirement extend to subcontractors, or is it only a requirement for prime contractors?

NHTSA Response: Please refer to the response to Questions #5 and #53.

89. Question: Reference Attachment J.6: Is there a minimum dollar amount of credit that the Offeror must demonstrate in order to be deemed able to meet the mandatory requirement to incur and carry Statutorily-mandated Advertising costs? Is it relevant if the Offeror has historical relationships in which credit terms of net 30 or net 60 have been acceptable with relevant providers, i.e., media outlets? If the Offeror’s existing line of credit does not currently meet the minimum requirement alone, will the Department consider a performance bond (similar to those obtained by Offeror in other circumstances) in addition to a current letter of credit as proof of ability to meet the mandatory requirement, provided they total in excess of the mandatory minimum?

NHTSA Response: Please refer to the responses to Questions #20 and #46.

90. Question: Section L.11 provides instructions for successfully responding to Parts I and II but there are no instructions/requirements identified for Part III. Will you please provide instructions for what information should be provided in responding to Part III Small Business Subcontracting Plan?

91. Question: Reference Section C.5.2: When NHTSA states "Digital" as a multimedia platform - what are they referring to? As Digital can mean a lot of different things for a lot of different people. Are we talking about SEO, PPC, Retargeting?

NHTSA Response: Refer to C.5.2 Task 2 – Plan and Conduct Six National High Visibility Enforcement Campaigns in Attachment J.5.

92. Question: Reference Section C.5.2: Please define "social media". Are they referring to:

SnapChat, Facebook, Instagram (and other various social channels) for a "paid ad campaign.”?

NHTSA Response: NHTSA’s social media channels are listed under C.5.8 Task 8 – Provide Digital and Social Media Support in Attachment J.5.

93. Question: Reference Section C.5.2: Print is mentioned as multimedia platform. Do any of the campaigns include direct mail as a communication channel?

94. Question: Reference Section C.5.2: What is required for “event planning?”

NHTSA Response: Event planning is described under Section C.5.2 – Plan and Conduct Six National High Visibility Enforcement Campaigns in Attachment J.5.

95. Question: Reference Section F.5.4: Will we need to create the landing pages that they reference on page 17, #7?

NHTSA Response: Creating landing pages will depend on task order needs.

96. Question: Reference Section F.5.4: Is NHTSA supplying the landing page will analytics already be on the site?

NHTSA Response: If NHTSA builds the landing page, NHTSA will include the analytics.

97. Question: Is marketing automation a strategy to be employed to stay connected with different audiences?

NHTSA Response: See the requirements under Section C of the RFP and Attachment J.5.

98. Question: Confirm if Attachment J.5, the Task Order on Page 56 is applicable.

99. Question: In the oral presentation can we include a customized video?

100. Question: M.5.1 Labor rate spreadsheets, give an example of a proposed Labor Category and a Blended Labor Rate.

NHTSA Response: A proposed labor category would be the position title. A blended labor rate is a weighted calculated average of multiple labor rates for the same labor category.

101. Question: What are your rules and regulations that you apply to the use of subcontractors?

NHTSA Response: Please refer to the response to Question #31.

102. Question: Just so I'm 100 percent clear we need to submit all requirements under c.4 by

October 7th?

NHTSA Response: Refer to the response for Question #6.

103.Question: When will Offerors be notified who is selected?

NHTSA Response: Offerors will be notified who received the award once the award has been made.

104. Question: Does the department want to see any of our previous experience?

NHTSA Response: Yes. Refer to Section L – Instructions, Conditions, and Notices to the Offerors or Respondents and Section M – Evaluation, Negotiations, and Award Process.

105. Question: Would the Govt. consider removing the Cost Plus Fixed Fee requirement and award the contract as an IDIQ/TO based contract?

106. Question: Does our subcontractor have to be total small business too?

NHTSA Response: No

107. Question: Am I correct that we electronically send you the proposal response electronically AND ALSO send you 14 Flash Drives? (7 of each)

NHTSA Response: Yes. Please submit your proposal electronically and fourteen (14) total USB flash drives, seven (7) business proposal USB drives and seven (7) technical proposal USB drives.

108. Question: With regard to proposal submission, Pg. 50 states: It is preferred that you submit your technical and business proposals via e-mail to nhtsaoam@dot.gov, attention of: Seth Moody, Contract Specialist, and reference the Solicitation Number 693JJ918R000015 in the subject line. The Offeror shall provide to the mailing address listed below seven (7) USB flash drives of its technical proposal and seven (7) USB flash drives of its business proposal. Technical and business proposal information must be separate and not contained on the same flash drive. Please note that business proposal spreadsheets must be interactive so that the Contract Specialist can verify the calculations used to obtain the final cost.

It clearly says the preferred mode of submission is via email. Then, it says the Offeror "shall" provide seven USB flash drives to the mailing address

QUESTIONS: Do you want BOTH email and mailed flash drives for the submission?

Or is just emailing the proposals acceptable since it says "preferred?" Please clarify what you mean by "shall."

NHTSA Response: Refer to the response for Question #108.

109. Question: With regard to the technical proposal format, Pg. 52 states:

Volume I: Technical Proposal

• Table of Contents

• Written Information (See Section L.10.1)

• Oral Presentation Information (See L.10.2.)

The Technical Proposal should contain a cover sheet that clearly identifies the Offeror’s name, RFP number [693JJ918R000015, date, and the number of the copy (i.e., copy 1 of 7)].

QUESTIONS: It says each copy of the technical proposal needs to clearly identify which "copy" it is (i.e. 1 of 7). Since the preferred delivery mode is email, does that mean you want seven (7) different copies of the proposal emailed to you? Each of which would individually be numbered 1-7, respectively? Nowhere does it say anything about hard paper copies, but can you please confirm "yes" or "no" about wanting hard paper copies or not. If so, would they be mailed to the same address as the USB drives, if in fact, you want those in addition to emailed submissions.

NHTSA Response: No. Hard paper copies are not required, and one email submission will suffice.

110. Question: Also, with regard to formatting and submission, Pg. 52 (above) shows that you want the oral presentation information to be part of the Technical Proposal. However, according to Pg. 55, the oral presentation "Offerors shall provide their oral presentations using Microsoft PowerPoint (using 8.5x11 inch slides)….."

If, according to Pg. 11: "Text files shall be delivered in Microsoft WORD 2016 format.

Font type of Times New Roman with a font size of 12 shall be used throughout the document."

QUESTION: If Volume I states that the table of contents, written, and oral are all in one volume, how do you want those packaged given that the written and table of contents are in WORD and the oral is supposed to be in Power Point? Since these are two different formats, please clarify.

NHTSA Response: The Government will accept multiple formats and files that constitute one volume. This does not alleviate the page limit restriction however.

111. NHTSA Clarification: In reference to the Attachment J.5 Task Order 0001 Request for

Proposal Section L.1.3 Price Proposal Assumptions, the Contractor shall budget for no more than three (3) travelers traveling no more than three (3) days for the Broadcast Network Marketing Meetings in Task 3. Further, NHTSA anticipates these meetings will take place in the network representatives’ offices. Originally, this assumption was noted Task 4.