Amendment 00001 RFI with Answers Final 20Jan23.pdf

Page #

(out of entire

PDF)

Section Title Question

Is there a maximum dollar value for this effort? No

_ _ Is there an incumbent. No

SF1448/cover page

Please confirm the set-aside is small business and

Buy Indian small business economic enterprise or

Buy Indian economic enterprise. Yes, both are acceptable under Buy

Indian

1 SF1448

The years listed in the period of performance for

OY1 and OY2 are identical. Is this an error that will be corrected?

Please clarify the period of performance. Error, a correction is needed for option Yr 2

Multiple SF1449 and

Contract Clauses,

(g) Invoice

In the SF1449 it is stated that this is to be a firm fixed contract. In this

Contract clauses (g)

Invoice it states “(iv)

Description, quantity, unit of measure, unit price and extended price of the items delivered” is to be included in the invoice, which is not consistent with firm fixed pricing.

Will this clause be removed? No, invoicing must match pricing as per the tasks accomplished, depending on how pricing is broken out. This is a

FFP contract

6 1.3 Scope

What does “community members” mean in this context? AI/AN people, specific locations of the centers, CA Tribes, all

Tribes?

Will feedback from the communities need IRB approval?

For this contract, “community members” refers to AI/AN peoples.

Our initial focus is for those residing in CA.

Their tribal affiliation may not be a CA Tribe. We also have other key stakeholders/referral sources to include Tribal health clinics/programs, juvenile probation, courts, schools, etc.

3 Performance

Requirements

Does the office have the

Google certification for treatment centers to advertise on searches? If not, then do either of the treatment centers have the certification for advertising?

I am unsure as to what certification is needed.

Our centers are listed on

Google as addiction treatment centers at this time though. I also don’t know what certification is needed for advertising.

3 Performance

Requirements

Will the Tasks 3.1, 3.2, and 3.3.1 be the only items included in the base year proposal?

Yes, it includes 3.2.1,

3.2.2 as well.

3 Performance

Requirements

Will the Tasks 3.1, 3.2, and 3.3.1 be included in the OY1 proposal with

3.3.2?

3.2 will be included. 3.1 will be decided upon in collaboration with the contractor. However, the branding in 3.1 needs to be consistent so 3.1 may not be needed

3 Performance

Requirements

Will the Tasks 3.1, 3.2, 3.3.1, 3.3.2 in included in the OY2 proposal with

3.3.3?

3.2 will be included. 3.1 will be decided upon in collaboration with the contractor. However, the branding in 3.1 needs to be consistent so 3.1 may not be needed

3 Performance

Requirements

If OY1 is only to be Task

3.3.2 should updates to the campaign messaging be included based on the response to the ad campaign in the base year?

3.2 will be included. 3.1 will be decided upon in collaboration with the contractor. Updates to the campaign messaging should be made based on the response to the ad campaign. Strategy may change (3.2) based on the unique characteristics of those outlined in 3.3.2

3 Performance

Requirements

If OY2 is only to be Task

3.3.3 should updates to the campaign messaging be included based on the response to the ad campaign in OY1?

3.2 will be included. 3.1 will be decided upon in collaboration with the contractor. Updates to the campaign messaging should be made based on the response to the ad campaign. Strategy may change (3.2) based on the unique characteristics of those outlined in 3.3.3

3.1 Create

Culturally

Appropriate

Branding for

Youth Regional

Treatment

Centers

Will the branding be new for the campaign or is it expected to be congruent with the location’s branding?

This will be a new branding campaign for the centers. They function as one entity with two locations.

3.1 Create

Culturally

Appropriate

Branding for

Youth Regional

Treatment

Centers

Does each location currently have a fully developed brand?

No

3.1 Create

Culturally

Appropriate

Branding for

Youth Regional

Treatment

Centers

Will the IHS logo need to be included within all of the branding?

Yes, consultation with the

IHS Public Affairs Office will be included in the first meeting to ensure the contractor is aware of IHS requirements.

3.1 Create

Culturally

Appropriate

Branding for

Youth Regional

Treatment

Centers

Does the YRTC team leadership and CA Area

Youth Regional Treatment

Center Advisory

Committee meet on a monthly basis where the contractor could join virtually to present the branding scheme/package for approval?

The YRTC leadership teams meets with the

Advisory Team quarterly.

However, they are aware of this project and with proper notice we can hold a meeting as needed.

3.2 Create

Effective

Marketing

Strategies/plan for YRTCs

Will the messaging be presented in only print format or is there an expectation of creating a video or radio ad as well?

This will not be limited to just print. The contractor will need to identify the most effective strategy and format for this in collaboration with the

YRTC leadership.

3.3 Implement

Marketing

Strategy to increase referrals for YRTC

For budgeting purposes what is the dollar value that is to be included for the media buys in the base year, OY1, and OY2?

The government has estimated costs of media buys by the contractor at

$12,000 a month.

However, actual costs may vary based on the strategic outreach plan proposed by the contractor. Final decision will be made after award.

12 5 Deliverables

Are the dates from the start of the contract or from the previous step?

For example, is the branding 120 from contract start and then strategy 90 days from the branding date or 90 days from contract start?

Contract start

Attachment 2

Desert Sage

Marketing

Services Source

Selection

Information, Limits on

Exchanges

An Attachment B is mentioned as being attached but was not included in the RFP. Will you be providing this? This is error, will be removed.

25 5.4 Factors

It’s stated that our proposal should be no longer than 15 pages, front and back, does this mean that our technical proposal can be a total of 30 pages? Yes

25 5.4 Factors

Does the page count include cover pages, table of contents, required attachments/forms, past performance, and resumes? Yes, Those will be included in page count if provided, if not needed do not put on proposal package.

25 5.4 Factors

Does the Factor 3

Cost/Price component need to be provided in a separate Business

Proposal? Yes

25 5.4 Factors

Should we provide 3 separate volumes for our response, following the 3

Factors (i.e., Technical

Capabilities, Past

Performance, Cost/Price)?

Please advise. Any way you'd like to present the proposal package as long as each is separate for the

SSEB to evaluate.

Questions for Solicitation 75H70323R00004

1. Section 3.2.2: Would IHS be able to give more details on who the professionals, clinics, and other possible referral sources for YRTC will be? Our referral sources include other health clinics

(Tribal and otherwise) so their professionals generally include counselors, physicians, nurse practitioners, case managers etc. We also work with juvenile probation, courts, and probation as well as schools.

2. Section 3.3.1: What is your ad spend? In other words, does IHS have an ideal allocated budget for paid reach on Google, Facebook, and instagram? IHS has tentatively estimated about

$12,000 a month for total ad spends.

3. Sections 3.3.2 and 3.3.3: Can you provide zip codes + radius for all communities IHS wants to advertise? Or can you provide the number of zip codes? The entire state of California would be identified as our target audience. Generally, we would want to target the surrounding areas to

Tribal nations and their clinics across the state. We do not yet have a complete list of those zip codes.

4. Is there a preferred split between photography and videography for content? I.e., 50% photography, 50% videography. That is uncertain at this time and would be guided by the proposed plan of the contractor.

5. Section 3: Does IHS know the quantity of print materials they need (flyers, brochures, etc) for each one of their referral partners? We do not know that at this time. There are around 109

Federally recognized Tribes in CA.

Q# QUESTION REF. DOCUMENT PAGE NO.

1. What is the government’s estimated budget for this requirement for each year? This is a firm fixed priced contract for the contractor to give the government, we will not set a limit on costs due to the commercial services nature.

General Question

2. Does the government expect this requirement to exceed the

Simplified Acquisition Threshold (SAT) (FAR 2.101)? Same as above, we do not want to put limits on the amount for this project, it’s up to the contractor to price the contract IAW the PWS.

General Question

3. 1 - Does IHS have existing research and statistics on target audience size, demographics and psychographics? No PWS Sec. 1 2 of 10 (5 of PDF)

4. 1 - Can IHS provide the monthly bed utilization for DSYWC and

SOHC since each of their openings? Yes, our average bed utilization has been between 20-30%

PWS Sec. 1 2 of 10 (5 of PDF)

5. 1 - What is the average length of stay by those utilizing DSYWC and SOHC services? 120 days

PWS Sec. 1 2 of 10 (5 of PDF)

6. 1.3 Scope - How many stakeholders are part of the treatment team and community members group that the contractor will gather input and suggestions from? Estimated YRTC stakeholders is 6 and 6 community advisory members

PWS Sec. 1.3 3 of 10 (6 of PDF)

7. 1.3 Scope - Will the brand identity created be for IHS’ overarching

Youth Wellness Center program, or multiple identities specific to each center? It will be one brand identity for both wellness centers together. However, we can highlight them separately.

PWS 1.3 3 of 10 (6 of PDF)

8. 2.0 General Requirements - How large is the Tribal Advisory

Committee? Approximately 6 members.

PWS Sec. 2 3 of 10 (6 of PDF)

9. 3 Performance Requirements - What ODC budget does IHS anticipate for the Base Year, Option Year 1, and Option Year 2?

Estimates are around $150,000 a year

PWS Sec. 3.3.1, 3.3.2, 3.3.3

6-7 of 10 (9-10 of

PDF)

10. 3.3.2 (Option Year 1) – What are the neighboring Tribal communities covered in Option Year 1? The State of California

PWS Sec. 3.3.2 7 of 10 (10 of

PDF)

11. 3.3.3 (Option Year 2) – For “entire US Tribal communities,” should the contractor assume all Tribal communities listed on https://www.ihs.gov/locations/? The “entire US Tribal communities” refers generally to individuals in and around those listed on https://www.federalregister.gov/documents/2022/01/28/2022-

01789/indian-entities-recognized-by-and-eligible-to-receive-

PWS Sec. 3.3.3 7 of 10 (10 of

PDF)

http://www.ihs.gov/locations/ http://www.ihs.gov/locations/ https://www.federalregister.gov/documents/2022/01/28/2022-01789/indian-entities-recognized-by-and-eligible-to-receive-services-from-the-united-states-bureau-of https://www.federalregister.gov/documents/2022/01/28/2022-01789/indian-entities-recognized-by-and-eligible-to-receive-services-from-the-united-states-bureau-of services-from-the-united-states-bureau-of

12. 5.4 Factors 1 and 2 – Can projects, past performance experience and/or CPARS from proposed subcontractor(s) be included? No, this is for the PRIME contractor, the government cannot tell a

PRIME contractor who to use as a subcontractor, the projects should be the PRIME contractor’s work/project.

5.4 Factors 25 of PDF

13. 5.4 Factor 1 – Is the proposal package no more than 15 pages total (front/back) for all 3 Factors or just Factor 1

(Technical Capabilities)? Are there any formatting limitations

(e.g., font size, type, margins, etc.)? Yes, the entire technical package should not be more than 15 pages (front and back makes it 30) with pricing proposal separate. There’s not a requirement for font, size, type, margins, it is up to the contractor to make it readable and to be evaluated by the

SSEB members.

5.4 Factors 25 of PDF

1. We are asked to sign the Buy Indian Act Certification Form, however we are not affiliated or associated with any Tribe. Does this make any difference to our agency’s eligibility or impact the Trade-off selection process? Yes, this is a Buy Indian set aside and the awardee must be a tribal entity, usually they are registered as such in SAM.gov or with some tribal affiliation. This form is mandated for a Buy Indian set aside.

2. What is the difference between the past performance and the technical capabilities?

We’ve noticed that for both factors you are requiring the same information (relevant experience, recency and examples of projects). They are supposed to support each other.

Factor one is the technical ability of the contract with same or similar project described in the PWS. Factor two, they mirror each other. The first factor says what the project was size, scope and start date/finish date what the project was and how it was accomplished from the contractor’s view point. Factor two follows up with a CPARS report or a POC to verify the level of satisfaction of the project completed, this is the buyer’s opinion of the project and how satisfied they are with the results. It doesn’t have to be the same projects listed in Factor 1, but might be something else, I have seen both types of past performance.

3. Where should we submit our RFP proposal? As there is no section where we can upload it in SAM.gov, should we send it to you via email? SAM.gov is not the portal, email to the Contracting Officer is listed in the RFP, ronda.english@ihs.gov.

4. As a possible contractor, are we going to be in charge of the media buying as well, or will that be covered by your team? Contractor will be in charge of media buying.

https://www.federalregister.gov/documents/2022/01/28/2022-01789/indian-entities-recognized-by-and-eligible-to-receive-services-from-the-united-states-bureau-of

5. Will IHS cover the travel expenses or should we include them in our commercial proposal? All travel expenses will be covered based upon the current GSA rates for travel and hotel. If travel is needed, it should be estimated in the pricing proposal.

6. Is there a certain proposal format that you’d prefer? A technical proposal and a pricing proposal, keep them separate and sent at the same time on due date of proposal.