FDA Responses to Questions Mindfulness Coaching Services .xlsx
XLSX spreadsheet 16 KB Posted
- Attached to
- Mindfulness Coaching Services Revised 12/06/24
- Solicitation number
- 75F40125Q00034
About this file
This is a Questions and Answers document for FDA solicitation 75F40125Q00034 for Mindfulness Coaching Services. The Q&A clarifies that this is a new requirement with no incumbent, consisting of virtual-only services delivered via Zoom during core business hours (9am-3pm weekdays) over a 12-month period of performance with no option years.
Key clarifications include: all key personnel must have MBSR certification (alternative certifications not accepted); tasks include group coaching sessions, workshops, seminars and two 21-day meditation challenges that operate independently; invoicing is monthly for services rendered; marketing materials refer to internal webpage advertising, announcements and brochures; and payments are processed monthly rather than at contract end. The Q&A confirms this is a small business set-aside, services must be delivered via Zoom platform only, and all technical volumes must be submitted separately with subcontract agreements excluded from page counts. The response deadline is December 12, 2024 at 10:00am ET.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 1 - Statement of Work rv 120424.docx | DOCX document | |
| 75F40125Q00034 Amendment One Executed.pdf | ||
| Attachment 2 - Pricing Table Rv 120424.xlsx | XLSX spreadsheet | |
| Attachment 8 52-212-3-Offeror-Representations-and-Certifications.pdf | ||
| Attachment 4 - Instructions to Contractors.docx | DOCX document | |
| Attachment 5 - Questions Template.xlsx | XLSX spreadsheet | |
| Attachment 3 - 52-212-5-Contract-Terms-and-Conditions-Required-To-Implement-Statutes-or-Executive-Orders.docx | DOCX document | |
| SF -18 Sol_75F40125Q00034.pdf | ||
| Attachment 2 - Pricing Table .xlsx | XLSX spreadsheet | |
| Attachment 6 - Past Performance Questionaire.doc | DOC document | |
| Attachment 7 - 52-212-4 Contract-Terms-and-Conditions.docx | DOCX document | |
| Attachment 1 - Statement of Work.docx | DOCX document |
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FDA Responses
| Questions and FDA Responses to Mindfulness Coaching Services Solicitation/Notice ID: 75F40125Q00034 | |
| QUESTIONS | FDA's RESPONSE |
| 1on1 vs group: is this for group coaching or individual (one-on-one) coaching, or would you want to see some ideas on how we can differently structure this, depending on | The task is to provide group coaching and not individual coaching. |
| - # of participants: how many participants will approximately be coached (which will give more clarity on group coaching vs one-on-one) | The target group size is outlined in the SOW for each task. |
| - Time frame: coaching is only valuable when done over a “longer” period of time - what is the time frame you’d like to start exploring? | The contract is for 12 month period of performance. |
| Will payments be made upon completion of each task (e.g., after delivering workshops, coaching cohorts, or other milestones)? | Invoicing will be allowed the following month for the services rendered to the FDA that were performed in the prior month. Please refer to Attachment 1 Statement of Work for additional information about the submission of the invoices. |
| Alternatively, are payments made at the end of the entire year-long contract period? | Contractor's invoices may be submitted after services are rendered to the government on a monthly basis . |
| Are there any additional terms or timelines for processing payments that offerors should consider when submitting their pricing proposals? | Yes, Please refer to Attachment 1 - Statement of Work for the submission of Invoices |
| Is there a preference for the sequencing of the Group Coaching and 21 Day Mindfulness Meditation Challenge? For example, will these tasks run concurrently or would the 21 Day Challenge follow the end of the 12 week group coaching program? | These are independent tasks and not dependent on each other for start/end time. |
| What would be the standard lead time for the creation/curation of Mindfulness Workshops after the client selects the ad hoc workshop topics? | There is no set lead time. The CDRH Wellness Team will work with the contractor to ensure that the content being offered fits the needs of the CDRH Community through regular meetings prior to, during, and following events. The Wellness Team will work with the contractor to ensure that there is sufficient time to plan, advertise and executive positive work product for all Tasks. |
| Marketing Materials are mentioned for each of the tasks. How is the client defining marketing materials? (I am assuming these are comms plans, program overview/brochures, etc.). | Marketing materials refers to internal webpage advertising, announcements, and brochures.The content of the marketing materials will be finalized with the contractor upon award. |
| The statement of work and instructions appear to be nearly identical to RFQ #75F40124Q00402. Can you confirm if there was an award was made for 75F40124Q00402? If not, why? | The previous RFQ was cancelled. |
| Are there any significant differences between this RFQ and RFQ #75F40124Q00402 aside from clarification on the trainer requirements? | Please read all the documentation to determine what is required to provide a quote |
| Does the department have a budget range in mind for this scope of work? | FDA is requesting that you provide your best and final quote. |
| Regarding Task 4.1 and 4.4 behavioral change assessment - are there specific metrics or outcomes FDA expects to measure? | We are asking the contractor to identify metrics that they have utilized to ensure success. |
| Is delivery virtual, in-person in Rockville, or a hybrid? Please provide an estimate / percentage of each type of delivery. | All tasks will be completed virtually. No tasks are to be conducted at the office. |
| Are all instructors required to have the MBSR certification or only the key personnel? | Key personnel including the individuals conducting the sessions (Instructors) must have the MBSR certification. Please refer to the SOW for further information. |
| For the MBSR certification requirement - would certification in other evidence-based mindfulness methodologies be considered equivalent? | The requirement states a MSBR and different mindfulness based certifications will not be accepted. |
| Is these an incumbent? If so, please provide the name of the incumbent and contract information. | This is a new requirement. There is no incumbent or previous vendor for this requirement. |
| Please confirm the Period of Performance. | The period of performance is 12 months from the date of award. |
| Are there any option periods? | There are no option periods. |
| Attach 4, Instructions to Contractors, Volume I - Technical Quote Instructions - Requirement: The technical volume shall not contain any pricing; however, resource information, such as, materials, subcontracts, etc., must be contained in the technical volume so that the Contractor/Company's understanding of the scope of work may be evaluated. |
| Question: Corporate documents such as subcontracts can exceed 30-pages depending upon the agreement. Will the Government confirm the Offeror is required to include proposed subcontractor teaming agreements in the technical volume? If yes, are the subcontracts excluded from page count? | Yes, the subcontracts teaming agreements are excluded from the page count. |
| Attach 4, Instructions to Contractors, Volume I - Technical Quote Instructions. |
| Question: Please provide clarification on the required volume structure and submission files. As it stands, 5 volumes are mentioned, however, it is unclear whether these should be combined, e.g. Tech Volume and Key Personnel in one Volume, Relevant Experience and Past Performance in one Volume. | Each Volume is separate and should not be combined. Please refer to the Instructions to Offerors as there is 5 Volumes being requested. |
| Attach 4, Instructions to Contractors, Volume II Key Personnel, page 2 of 4. |
| Question: Will the Government clarify if the offeror needs to provide an MBSR training certificate for each key personnel proposed? | Key personnel including the individuals conducting the sessions (Instructors) must have the MBSR certification. Please refer to the SOW for further information. |
| Attach 4, Instructions to Contractors, Volume II Key Personnel, page 2 of 4. |
| Question: Will the Government consider alternative certification, education levels, and training in lieu of the MBSR training certificate, such as biofeedback certification, PhD level educations in related fields, and 10+ years of related experience providing mindfulness based training, curriculum development, and/or guided medication. | The requirement states a MSBR and different mindfulness based certifications will not be accepted. |
| Attach 4, Instructions to Contractors, Volume III Relevant Experience, page 2 of 4. |
| Question: Will the Government clarify if the offeror is required to identify if a CPARS is available for the contract cited? | The contractor is not required to identify if a CPARS is available but it will be helpful if it is included in the documentation. |
| Attach 4, Instructions to Contractors, Volume IV Past Performance, page 3 of 4. |
| Question: Many contracting offices will not complete Past Performance Questionnaires if CPARs available within the CPARS system. If a CPARs is available for the past performance reference, is the past performance questionnaire required? Will the Government confirm a CPARs can be cited in lieu of a past performance questionnaire? | Please refer to the directions in the Instructions to Offerors. CPARS is an additional tool the FDA may use if needed and past performance questionaires will be used if received by FDA. | |
| Question: Is there an incumbent performing this work? If yes, will the Government provide the contract number and the company performing the work? | This is a new requirement. There is no incumbent or previous vendor for this requirement. | |
| Are workshops, sessions, and challenges expected to be held during regular business hours, or are evenings and weekends also acceptable? | All tasks related to this contract will be conducted during core business hours (9am - 3pm) on weekdays, excluding government holidays and closures. | |
| *The solicitation mentions avoiding federal holidays and Government closures but doesn't specify timing. Your guidance on this would be greatly appreciated. Thank you! | All federal holidays and government closures the FDA offices will be closed. Please refer to the U.S. Office of Personnel Management (OPM) website for the list of federal holidays- https://www.opm.gov/frequently-asked-questions/pay-and-leave-faq/pay-administration/what-are-federal-holidays/ OPM guidance on government closures: https://www.opm.gov/policy-data-oversight/pay-leave/reference-materials/handbooks/dcdismissal.pdf | |
| Are workshops, sessions, and challenges expected to be held during regular business hours, or are evenings and weekends also acceptable? | All tasks related to this contract will be conducted during core business hours (9am - 3pm) on weekdays, excluding government holidays and closures. | |
| When does the contract start? | The contract will begin after the date of award and extend for 12 months. | |
| Does each 3 month cohort include the 6 mindfulness workshop, and 2 seminars or is that the total number of workshops and seminars for the year? It sounds like it's 6 cohorts throughout the year, can you confirm? | Each task is a unique and individual task. The Mindfulness Cohorts are a separate task from the Workshops, which are separate from the 21-day Challenge, which are separate from the seminars. The details for each task are outlined in the SOW. | |
| Are you wiling to consider the PQ-Positive Intelligence Program which includes the required workshops & services and a phone application subscription per person that is used daily for support, education and homework? | The CDRH Wellness Center prides itself on being innovative and meeting the needs of the CDRH Community. That said, there are no specific formats that materials must have. We are asking the contractor to identify the program and rationale that they believe will ensure success. | |
| On the pricing sheet - do you want the prices for each line item to be the total? (i.e. line 11 - 12 week session * 4 cohorts = price in column c. | Yes, The Pricing table has been updated . Please refer to Attachment 2 - Pricing table for details. | |
| Would you kindly confirm if this is an entirely new effort or is there an incumbent currently providing these services? If so, would you please provide the incumbent contract details? | This is a new requirement. There is no incumbent or previous vendor for this requirement. | |
| What will be the contract value for this opportunity? | FDA is requesting your best and final quote. | |
| Is it required that the services be provided on Zoom? | Yes, that is correct. | |
| Is there an option to provide all or some of the services on an alternative online platform? | No, All services will be provided via the zoom platform. | |
| Is there an incumbent or its a new requirement? | This is a new requirement. There is no incumbent or previous vendor for this requirement. | |
| I would also like to know what the value of the previously awarded contract was. | This is a new requirement. There is no incumbent or previous vendor for this requirement. | |
| 4.4 Task Four: 21 Day Meditation Challenge mentions two 21-Day Meditation Challenges. Would these two happen concurrently, and would each group attend the 30-minute sessions every Tuesday and Thursday at the same time, meaning 6 total sessions over three weeks, or require two separate sessions every Tuesday and Thursday resulting in a total of 12 sessions over three weeks? Or, would the 21-Day Meditation Challenges be held at different times during the year? | The will not be offered simultaneously, but will instead be offered as two 21 day challenges over the 12 months. | |
| Is there an incumbent who has been providing this service to the CDRH? If so, is CDRH looking for a new or different experience and approach from another provider? | This is a new requirement. There is no incumbent or previous vendor for this requirement. | |
| Could you please clarify whether *all* key personnel are required to have MBSR certification, or if this requirement applies only to the main facilitator? The description of work suggests that "a" key person must hold the certification, but the attachment states that *all* key personnel must possess it. | All key personnel must have the MBSR certification. The Statement of work as been updated to state what is the key personnel. Refer to Attachment 1 for details. | |
| Does the statement of work have to be conducted at the office and via zoom, strictly at the office, or strictly via zoom. Just wanted to get some clarification on this matter. | All tasks will be completed virtually. No tasks are to be conducted at the office | |
| Lastly, when will the statement of work need to begin? We have 2 young ladies with the certification that will be available in January, so I wanted to make sure | ||
| that was compliant with when the assignment would begin. | The MSBR certification must be submitted with your quote to be eligible for award in accordance with the requirements of the solicitation. The period of performance will begin after the date of award and extend for 12 months. |
mailto:Michele.Jackson@fda.hhs.govmailto:Michele.Jackson@fda.hhs.gov
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