QA__67988_DSR_Questions_and_Responses_-_Final.docx

DOCX document 27 KB Posted Jul 19, 2019

Attached to: CDC Atlanta Animal Care, Glassware, and Autoclave
Solicitation number: 75D30119R67998
Issued by: Department of Health and Human Services Centers for Disease Control and Prevention Office of Acquisition Services

About this file

Written by GovTribe AI · Dec 28, 2023

This document contains questions and responses related to a solicitation for animal care, glassware processing, and autoclave support services. The solicitation seeks proposals for services including sample preparation, necropsy, surgical support, and high containment operations at ABSL-3 and ABSL-4 facilities. The incumbent contractor utilizes approximately six to nine supervisors to oversee 35 to 40 technicians. Proposals should include resumes for key personnel and past performance from at least three similar contracts completed in the past three years. Draft safety and quality control plans will be included as appendices and exempted from the 30-page technical proposal limit.

From the source

Potential Offeror questions with Government Response

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Other files

File	Type	Posted
QASP_with_CPARS_ATL.docx	DOCX document	Jul 19, 2019
RFP_75D301_19R_67998_Amendment_1a.docx	DOCX document	Jul 19, 2019
QA__67988_DSR_Questions_and_Responses_-_Final.docx	DOCX document	Jul 5, 2019
Agenda_for_Animal_Care_Site_Visit_7.8.19.docx	DOCX document	Jul 5, 2019
RRP_75D301_19R_67998.doc	DOC document	Jun 24, 2019

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RFP 75D301 19R 67988

Offeror Questions in black Animal Care Atlanta

Government responses in red.

L.6 (a) – Format of Technical Proposal; M.B – Staffing and Management Plan

Can the draft Quality Assurance Plan and Safety Plan be submitted as Appendices (outside of page count)?

YES

C.3 – Scope of Work. As assigned, the technical staff shall provide sample preparation, necropsy and surgical support, and support to high containment (ABSL-3 and ABSL-4) operations.

Does the contractor have to have corporate ABSL-4 experience to be considered as a viable/successful contractor for this effort? Do contractor personnel have to have ABSL-4 experience?

If yes, due to the limited number of contracts and/or contractors with experience in ABSL-4, will the Government consider ABSL-3 as relevant?

Corporate BSL-4 experience is not necessary to be considered. The contractor should present us with a viable plan to hire BSL-4 and BSL-3 qualified technicians. CMB and the registered programs provide training for the selected individuals.

Section J.1

Can the Government provide the Quality Assurance Surveillance Plan listed in Section J?

Yes. The QASP will be provided.

L.6 (a) – Format of Technical Proposal

Please confirm the proposal cover page and table of contents are outside of the page count.

Confirmed. Cover Page and Table of Contents are not included in the page count.

L.6 (a) – Format of Technical Proposal

To aid in readability, could graphics, tables, and figures be in 10 point font?

Yes. However, unreadable graphic, tables, and figures that are too small to be easily read will not be read, but will still be counted in the 30 page limit.

C.4.c – Normal Operations

Is the requirement for weekend and holiday staffing to be met utilizing an alternate work schedule or using overtime for weekend and holiday work?

Determination of how the weekend coverage is provided is not prescribed by the government. The contractor should decide what compensation and work schedules will best provide an adequate work force for this coverage.

C.7.1.B.4

Do both steps of the 2-step TB skin test have to be confirmed as negative prior to new hire start?

If yes, would the Government consider the QFT test as a substitution for the 2-step TB skin test?

At present time the Occupational Health Clinic does not recognize QFT as a substitution. This question will have to be posed to the Clinic.

C.3 Site Plan, C.4.2.1.b

The Site Plan states that work is performed at the Roybal and Lawrenceville locations. C.4.2.1.b states that glassware, laundry, and autoclaving from the Chamblee facilities will be processed by the contractor. Is Chamblee included for this work?

Yes. Materials from Chamblee are transported to Roybal by Government Employees for processing.

C.4.3 – Autoclave Management and Decontamination Process

The RFP states that contractors are responsible for performing quality assurance checks on all autoclaves but states there are 70 autoclaves in one section and 139 autoclaves in the following paragraph.

Which is the correct number or are there additional autoclaves located elsewhere that the contracting staff is responsible for monitoring?

There are 70 autoclaves from which the team retrieves BIs, but there are 139 autoclaves in the monitoring program for the team to drop off BIs and collect from the labs.

C.4.3.f – Autoclave Management and Decontamination Process

Requirement in section f) is for keeping autoclave rooms clean and free of debris in 42 rooms but in section c) it states there are 37 autoclave rooms. What is the correct number of rooms?

There are 37 autoclave rooms in the general laboratory section. Additionally, approximately 5 autoclave rooms that are separated and dedicated to the animal care section.

C.8.2.b – Contractor Furnished Equipment

How many vehicles for transport of animals between sites should the contract provide?

Two vehicles. The contractor should make provisions to maintain one, multifunctional van that could be used for transport of animals. A separate vehicle should be provided for material delivery

H.1(a) – HSPD 12

Which position sensitivity level(s) does this contract/order entail?

NONSENSITIVE – Level 1

Is there an incumbent contractor, if so who is it, what was the value of the contract?

Yes. The name of the incumbent is not required for submission of a proposal. Because this contract has changed over the last 5 years, the value of that contract should not be used as a basis for any proposal.

Are there are incumbent personnel and if so, can we get their positions and date of hire?

NONSENSITIVE – Level 1

How many full-time employees currently work at the facility during the week to perform these services?

Offerors are encouraged to propose efficient and fully compliant responses. Historicallly, previous contractors have utilized six to nine supervisor/management personnel to oversee 35 – 40 technicians. Vendor proposals may deviate from this in providing innovative and cost effective proposals in this competitive environment.

Are resumes and Letters of Intent required to be submitted as part of the Technical proposal?

Yes. See L.6(a)

How many vehicles, size/type, are needed for this requirement?

Two vehicles. The contractor should make provisions to maintain one, multifunctional van that could be used for transport of animals. A separate vehicle should be provided for material delivery

What type of “coveralls” are required? Water resistant, water proof, cloth, or paper?

CDC CMB maintains an SOP detailing the type over coveralls. I believe that the particular passage referred to indicates company supplied coverall that are made of cotton and are intended for wear over facility clothing

Section B – Supplies Or Services…

CLIN 0002

CLIN 0003

Please confirm if Animal Husbandry listed in CLIN 0002 and 0003 are listed in error.

The term “Animal Husbandry” in the CLIN structure refers to the primary nature of the entire contract and should not be interpreted as activities involving direct animal care. CLINs ending in “1” (0001, 1001, 2001, 3001, and 4001) represent work in support of animal care. CLINs ending in “2” represent services supporting Glassware. CLINs ending in “3” are Autoclave processing/support.

Section C.3 Scope of Work

HHS Pub. No. (NIH) 96-23, Revised 1985 (Attachment No. 3). We would like to confirm you are referencing the latest (8th) edition of the Guide.

The reference should be for the current 8th edition.

Section C.3 General Requirements

The four (3) main requirements . . .

Please confirm there are only 3 main requirements.

There are only 3 main requirements

Section C.5.2 Personnel

The contractor is required to notify the Contracting Officer five (5) work days in advance prior to diverting any of the required individuals.

Please confirm that this requirement applies to the managerial and supervisory personnel, and not all personnel.

This requiremnt applies to supervisory/Management pesonnel . However, CDC must maintain an up to datelisting of all personnel.

Section C.9.3, Standard-7: Generic Information Technology Security and Privacy Language

HHSAR Provision, 352.239-73: Electronic and Information Technology Accessibility Notice.

As this is not applicable due to no EIT services, we request that it be removed.

Request Denied. This provision is determined to be applicable.

Section H.1 Homeland Security Presidential Directive-12

This contract/order will entail the following position sensitivity level (s):

Please provide the sensitivity level.

NONSENSITIVE – Level 1

Section C. Description/Specification/ Work Statement

Will the Government provide the acceptable quality levels for each major task in the Work Statement? Will the USG also supply the performance measurement and surveillance method that will be used to ensure the acceptable quality level in the work statement is met?

Acceptable Quality Levels are contained in the QASP, which has not yet been published.

Throughout Section C

Where can we locate/search for these series of references in order to comply with all the IAWs (in accordance with) SOPs.

As referenced in the solicitation, SOPs and othere pertinenant documents will be provided to potential offers at the pre-proposal meeting on July 8th, or by request from non-attendees with timely requests.

Section G.11 Key Personnel

The Contractor shall provide a task manager/program director who shall be responsible for day-to-day oversight and coordination of all activities necessary to deliver specific tasks in this contract. The task manager/program director shall be responsible for hiring all Contract staff; maintaining an ongoing historical record of all activities that occur around program initiatives and implementation as they relate to technical the services provided under this contract.

Is the Task Manager/ Program Director the same as the Project Manager who is referenced in the document as well. In addition, please provide who is considered Key Personnel.

Currently the Task manager is the immediate supervisor of the Program Manager. Perhaps this is a company decision.

Section H.7 Privacy Act

(Sep 2009) CDC0_H045 Privacy Act

(a) Notification is hereby given that the Contractor and its employees are subject to criminal penalties for violation of the Privacy Act to the same extent as employees of the Government. The Contractor shall assure that each of its employees knows the prescribed rules of conduct and that each is aware that he or she can be subjected to criminal penalty for violation of the Act. A copy of 45 CFR Part 5b, Privacy Act Regulations, may be obtained at http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=%2Findex.tpl This should not be applicable to this contract, as we should not be receiving any protected information; we request that it be deleted.

Request Denied. The contractor will be using CDC systems (email, Skype for Business, etc.) which involve the use of PII.

Section H.9 Health Insurance Portability & Accountability Act of 1996 (Sep 2008)

Health Insurance Portability & Accountability Act of 1996 Pursuant to the Standards for Privacy of Individually Identifiable Health Information promulgated under the Health Insurance Portability and Accountability Act (HIPAA)(45 CFR Parts 160 and 164), covered entities may disclose protected health information to public health authorities “ As this is not applicable to this contract, we request that it be deleted.

Request denied. It is highly unlikely that this clause will be utilized.

Section I – Contract Clauses

Section I-1 – Clauses Incorporate by Reference .1.2 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):… As this is not applicable to this contract, we request that it be deleted.

Request denied.

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.204-99

TITLE AND DATE

System for Award Management Registration (Aug 2012) Please confirm in Acquisition.Gov website, Part 52 – Solicitation Provisions and Contract Clauses shows the Far Source as 52.204-7 System for Award Management. 52.204-99 System for Award Management Registration (Aug 2012) is not listed.

The correct source is 52.204-7.

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.215-10

TITLE AND DATE

Price Reduction for Defective Cost or Pricing Data (Aug 2011) They are only required for contracts that require certified cost or pricing data, which never includes commercial item contracts. We ask that they be deleted.

There is sufficient reason to believe that two or more responsible sources will be submitting an offer. This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.215-11 TITLE AND DATE Price Reduction for Defective Cost or Pricing Data - Modifications (Aug 2011) They are only required for contracts that require certified cost or pricing data, which never includes commercial item contracts. We ask that they be deleted.

There is sufficient reason to believe that two or more responsible sources will be submitting an offer. This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.215-12 TITLE AND DATE Subcontractor Cost or Pricing Data (Oct 2010) They are only required for contracts that require certified cost or pricing data, which never includes commercial item contracts. We ask that they be deleted.

There is sufficient reason to believe that two or more responsible sources will be submitting an offer. This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.215-13 TITLE AND DATE Subcontractor Cost or Pricing Data – Modifications (Oct 2010) They are only required for contracts that require certified cost or pricing data, which never includes commercial item contracts. We ask that they be deleted.

There is sufficient reason to believe that two or more responsible sources will be submitting an offer. This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.215-19 TITLE AND DATE Notification of Ownership Changes (Oct 1997) They are only required for contracts that require certified cost or pricing data, which never includes commercial item contracts. We ask that they be deleted.

There is sufficient reason to believe that two or more responsible sources will be submitting an offer. This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.216-21 As this must include Alternate IV (or be deleted), we ask that Alternate IV be included.

This Clause will be deleted

38
	Section I-1 – Clauses Incorporate by Reference

FAR Source 52.216-24

TITLE AND DATE Limitation of Government Liability (Apr 1984) As this is only to be included in “letter contracts” and there are blanks which the government would have needed to fill in if included, we ask that it be removed.

This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.222-47 This clause has been rescinded; Acquisition.Gov shows this to be Reserved; please remove.

This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.223-3 TITLE AND DATE Hazardous Material Identification and Material Safety Data (Jan 1997) As this is not applicable to this contract, we request that it be removed.

This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.224-2 As this is only required when the design, development, or operation of a system of records on individuals is required to accomplish an agency function, we ask that it be removed.

Request Denied. The contractor will be using CDC systems (email, Skype for Business, etc.) which involve the use of PII.

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.230-6 TITLE AND DATE Administration of Cost Accounting Standards (Jun 2010)

This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.232-18

TITLE AND DATE

Availability of Funds (Apr 1984)

This clause will be deleted

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.237-7

TITLE AND DATE

Indemnification and Medical Liability Insurance (Jan 1997) As this is only required for contracts for health care services, we ask that it be removed.

Section I-1 – Clauses Incorporate by Reference

FAR Source 52.239-1 As this is only required in solicitations and contracts for information technology which require security of information technology, and/or are for the design, development, or operation of a system of records using commercial information technology services or support services, we ask that it be removed.

Request Denied. The contractor will be using CDC systems (email, Skype for Business, etc.) which require secure access.

HHSAR SOURCE

352.224-70 TITLE AND DATE Privacy Act (Dec 2015) As this is only required when the design, development, or operation of a system of records on individuals is required, we ask that it be removed.

Request Denied. The contractor will be using CDC systems (email, Skype for Business, etc.) which involve the use of PII.

Section I.2.22

As this is only required in solicitations, contracts, and orders when the SOW/PWS requires the contractor to conduct meetings, conferences, or seminars, we ask that it be removed.

This clause will be deleted

Section L

FAR Source 52.215-20 Alt I

Please add Alternative IV

Alt IV will be added

FAR Source 52.215.20 Alt III

TITLE AND DATE Requirements for Cost or Pricing Data or Information other than Cost or Pricing Data (Oct 1997) Alternate III

Please add Alternative IV

Alt IV will be added

Section L.7

Business Proposal Instructions

(b)Contract Proposal Cover Sheet The cover sheet of your Business Proposal must comply with FAR Table 15-2….

Section L.7 requests that the cover sheet comply with FAR Table 15-2. FAR Table 15-2 is for proposals requiring Certified Cost or Pricing Data. Since it is our understanding that this is a commercial item procurement, we assume that Certified Cost or Pricing data isn’t required. Please confirm.

Certified Cost or Pricing Data is not required. However, Table 15-2 provides a guide for cost elements and format for this portion of the Business Proposal

Section L.7

We request that business proposal be submitted in PDF

The Business Proposal MAY be in Microsoft Word. This format best facilitates proposal review and evaluation. As stated, you may also provide the proposal in a PDF document. The price cost breakdown must be submitted in an editable Microsoft Excel format. And again you may also provide a PDF version.

Solicitation, Section M, B., Staffing and Management Plan;

In an effort to aid the government in the evaluation process, by receiving proposals that use a common baseline, but provide additional value to the Government through competitor unique solutions and services, will the government, as a baseline, please provide the current, or at a minimum historical, staffing levels to include LCATs, quantity of FTEs by LCAT, FT vs PT status, and whether the position is a Key personnel or not.?

Providing current/historical staffing levels will prevent the Government from receiving proposals that vary widely in cost and staffing levels, and then in an effort to further support the government’s best value tradeoff evaluation, the government could elect to add a requirement for Offerors to provide a management plan and/or total compensation plan as part of their proposal submission. This approach would require bidders to differentiate their service offerings by providing appropriate efficiencies to the current approach and providing additional details to their management approach and total compensation approach, as a means to show the government their unique best value approach to providing and retaining qualified staff in order to consistently meet the government’s needs without degradation to service.

Solicitation, Section L, L.8 Past Performance

The Offeror should include at least 3 contracts with similar requirements as described in the statement of work completed during the past three years and all contracts currently in process for both the Offeror and all proposed major subcontractors. Additionally, the contractor shall include any contracts discontinued within the past three years and reasons for discontinuation.

Given the sheer number of ‘all contracts currently in process’, as well as ‘any contracts discontinued in the past 3 years’:

· Will the government confirm if the current, or discontinued contracts includes only those with similar requirements?

· If not, will the government consider limiting the required past performance references, to only those in specific NAICS codes such as: 541940, 541715, 541712, 541690, 541990

Current Contracts (at least 3) with similar requirements. Current Contracts with similar requirements. All contracts discontinued (terminated, Government chose not to exercise an option, contract expired but project not completed, etc.) regardless of similarity of contract requirement.

Solicitation, Section L, L.8 Past Performance

Offerors shall submit the past performance as a separate volume.

Will the government confirm that the past performance volume does not have a page count.

There is no Page Count for the Past Performance Volume

Solicitation, Section L, L.8 Past Performance

The Offeror should include at least 3 contracts with similar requirements as described in the statement of work completed during the past three years.

In order to increase competition in response to this solicitation, and thus provide the Government with increased ability for added value during the selection process; will the Government consider revising the past performance requirements from 3 contracts with similar requirements to:

1. contract with similar requirements/scope, and&

2. contracts in areas such as pathology services, infectious disease research, or laboratory research, with or without a veterinary component.

No.

In RFP Sections C.5.1.a) [Occupational Safety Plan] and C.5.1.b) [Quality Control Plan] (page 16 of 69 of the RFP) are statements that those draft plans "shall be submitted as part of the Contractor's proposal." Section F.1 of the RFP also states that drafts of those plans must be submitted with the proposal. However, RFP Section L.6.(a) establishes a 30 page limit for the Technical Proposal, with only Resumes of Key Personnel and appendices to support the staffing plan exempted from the 30 page limit. The Occupational Safety and Quality Control plans alone could fill most of the 30 pages, leaving the Contractor unable to respond to the three primary response areas/evaluation criteria: similar experience, technical approach and plan of operation, and staffing and management plan.

Will the Government either: (1) expand the page limit, or (2) exempt those two plans from inclusion in the page limitation?

Occupational Safety Plan and Quality Control Plan are appendices whose page count are not included in the 30 page limit.

Are the cover page, title page, and Table of Contents excluded from the 30 page limit?

To the extent that these pages do not contain technical data or information, they are not included in 30 page limit.

To what extent will contract employees be involved with ABSL-3 and ABSL-4 work? The RFP states “As assigned, the technical staff shall provide sample preparation, necropsy and surgical support, and support to high containment (ABSL-3 and ABSL-4) operations.”. Does this include husbandry support?

Yes. It is anticipated that only a few Contract Personnel will be required to have access to high containment areas.

On page 34-35, section G.11 Key Personnel, it states “The key personnel specified in this contract are considered to be essential to work performance”. However, the only Key Personnel discussed are the Task Manager/Program Director and an alternate.

Are there other positions on this contract that are to be considered Key Personnel and will require a resume submitted within the technical proposal?

No. This is suffient for evaluation of the proposal. However, Offerors may include resumes of other managerial/supervisory personnel believed to represent a significant benefit to the Offeror’s proposal.

File details come from the government source that posted it. Updated Dec 28, 2023.